These blogs have focused a lot on process so far this year - why you need them, the benefits, and which ones you should have for a small business.
This is all well and good but if you've never written a process before it can be difficult to know where to start. Fear not! Read on for my guide on how to write a process…
The easiest way to start is by identifying the result you want. Once you have the result in mind jot down the key steps you take to get there - at this stage you're just looking for a high level outline.
For example if you are delivering a programme that involves a mix of in-person and online meetings you'll want a clear process for booking in the dates. Your high level process might look something like this:
- Identify end date of programme
- Identify key dates for meetings
- Book in face-to-face dates
- Book online dates
Then look at these steps and break them down further into the specific actions or tasks you need to complete in order to achieve each step. The more detailed process now looks like this:
- Identify end of programme date
- Draft dates for meetings as per agreed intervals
- Identify face-to-face dates
- Email client with suggested dates
- Client agrees dates
- Send calendar invitations
- Identify online dates
- Email client with suggested dates
- Client agrees dates
- Create Teams meetings and send invitations
At this stage work through the process with a fictional client to see what other steps/tasks need to be added. It's best that you add as much detail as possible (even if you're not a detail person). The more detail you have the easier it is to follow the process, which means that when you're ready to outsource this kind of task it will be super-easy to delegate.
You can repeat this for pretty much any process in your business. It's important to remember that processes aren't static. Revisit your processes every 6-12 months - as your business evolves so will some of your ways of working. You'll learn new things, you might change systems or software, and you'll need to keep your processes up to date to reflect any changes.
So you can see that it's actually really easy to write a process. You don't even need to set aside a lot of time to do it; next time you find yourself carrying out a routine task grab a pen and paper and jot down what you're doing. Before you know it your business will have its own ops manual!
If this still sounds like a nightmare but you're desperate for some order in your working life then get in touch so we can have a chat about how to get your business running smoothly.
Helen Leach VA Services specialises in helping small business owners implement and streamline processes. I take on the day-to-day admin enabling you to focus on your business and serve your clients. Get in touch to find out how to take your business from chaos to calm.