There are many kinds of tasks that are performed in any business. Some are simple tasks such as email management, while others are more complex, like project management. One of the most important responsibilities for businesses, and most overlooked, is to document the details of how to perform each individual task. No matter what the task, document it. Entrepreneurs, business owners, sales people, and large corporations often don’t document each procedure necessary to operate their businesses.
The task itself is simple. All that is required is to outline step by step how to perform a task, yet so many people don’t think about it. We assign a task and move on to the next project, so focused on working in the business instead of working on the business. [Focused on working in the moment and not thinking of the future.] Documenting how you complete a task is very simple, quick, and easy.
Let’s say every time you assign a task, any task, you mandate that an outline of how to complete the task be part of the assignment. Store the outline in a central place such as Dropbox or Evernote where it is easily accessed. In a short time, you have built a procedure manual that outlines how to perform every task needed for your business operations.
How can a procedure manual be helpful? An important purpose is to ensure consistency. Procedure manuals improve communication and productivity. They can make training less stressful and time consuming. They are also useful when cross training team members. They provide a tool that can be used by a new hire to refer to, therefore allowing them to work more independently. This can lead to a reduction in the number of questions they may have for you, therefore saving you time. Procedure documentation will help ensure that your business complies with any governing regulations.
When your procedures are documented efficiently, it can help make your business more scalable. That is to say, it will be easy to implement the same procedures on a larger scale in different locations. Expanded staff or team members can easily replicate the same procedures already in place.
Procedure manuals keep your business organized and running efficiently. They allow team members to cover for each other easily. They help create a high level of business operations, which in turn keeps everyone on your team moving in the same direction. This establishes a cohesive working environment. Keep the procedure documentations simple. Each task should be in an outline form. Finally, encourage team members to improve every task they do and update the procedure manual as they do it.
