How to write procedures

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Define the scope and goals of the procedure
The first step in writing a procedure is to define your goals: What specific process or task do you want to focus on? Who will use this procedure document?

Make a list of deliverables, blockers, context, and constraints when writing the procedure.

Alignment with company processes
Any procedure you draft should align with your company's values ​​and help it integrate seamlessly into your organizational framework. Involve key stakeholders in the procedure, drafting a step-by-step guide to the process to ensure the document effectively aligns with your company's overall processes.

Selecting the right business process
If you're writing multiple procedures, start small. Prioritizing smaller tasks can help you understand the nuances of various internal processes and make it easier to write effective procedures.

Create procedural structures and version control rules
Create a standard structure that simplifies the process of writing procedures. You can sales marketing directors manager email list create a custom procedure template or use public templates to maintain consistency, helping users quickly navigate through different documents.

When creating procedures, make sure your documentation portal has version control. This allows all stakeholders to systematically track changes and ensures that procedures are kept up to date.

Create a SOP checklist
When creating a procedure, always include a sample SOP (standard operating procedure) checklist. You can use SOP software and templates to create a SOP checklist as a visual guide to a well-structured procedure.

For example, your HR department may use a SOP checklist that standardizes qualification requirements when interviewing candidates for a new role.

Using the Five W's Approach When Writing Procedures
Incorporating the Five Ws—Who, What, Where, When, and Why—into your procedure writing process improves clarity and ensures that no critical information is overlooked.

1. **Who: Imagine you are launching a new website and need to establish individual responsibility for specific tasks. A structured process can help you clearly define the “Who,” establish responsibility for each contributor, and ensure the project is completed on time.

2. What : The “What” helps you answer the question: what task or process needs to be completed? When writing a procedure, clearly define the objectives and detail the steps to complete the task. For example, a factory worker needs to know what steps they must follow to perform their role in compliance with safety regulations.

3. Where : It's essential to know where a procedure is performed, whether it's in a physical location or in a computer program. When working on a new project, create a specific folder that your team can easily access. This can help you track your team's performance and increase accountability.

When : When writing a procedure, adjust the deadlines for each milestone to establish service level agreements (SLAs) and ensure that it is completed on time. Payroll procedures, for example, involve a predetermined number of steps or tasks that must be completed according to predefined schedules.
5. Why : Finally, understand why the procedure is being documented. What are your goals? Understanding the “why” will transform a dry document into an essential organizational necessity.