Process, Process…Where is the process?

I recently read an article that focused on one topic – the benefits of small businesses documenting their business processes. This can be completed in writing or as a visual image of a process map. I suggest using both.

The article went on to describe the advantages of having documented procedures for onboarding new clients, building new products, maintaining your website and social media accounts, planning the annual client conference, ramping up new staff members and even ordering office supplies. I couldn’t agree more.

Documenting business procedures can eliminate any misunderstandings in how a task should be completed. A process can also provide information on the inputs required for that task to begin and what the expected outcome will be from that task. The process can include any dependencies on getting the task completed or who should be advised that the task is beginning, underway, or completed.

The best approach to documenting your processes is to work with the individuals who are included in those processes. Collectively, this team will be able to identify the best approach for completing the task at hand. Through these discussions, you may find that there are some inconsistencies in the process, or redundancies in effort. You may even find that the better approach may be different than you had imagined as you walked into the meeting.

I strongly recommend developing a corresponding process map that is a visual depiction of the process that was documented. Many people are visual learners and I have found that when introducing new processes, a visual image of that process is the best approach. An image can significantly reduce the level of interpretation on the part of the individual learning the process.

Other benefits include the sustainability of having defined, and documented, processes. I have witnessed situations where someone leaves the company and no one understands what they did in their role or how they completed their work. I encourage the development of an “off-boarding plan” which will provide the details of these procedures, processes, and tasks that the individual has been responsible for during their tenure with the organization. But why wait? Begin documenting your own processes. Share your documented processes with team members, supervisors, and colleagues. Use this activity to identify process improvements, efficiencies and new approaches available.

Start small. Start somewhere. Start today.

By providing a clearly written process you will be setting up yourself, and your team, for success. Go for it.