How to create a Process Manual
If you or your team are ready to create a Process Manual, then this 6 step process will make it easier for you – plus there’s a handy process template for you too!
If you’re an Asana user or ClickUp fan, I mention how this can work for you too – so that all the tasks, projects AND processes are all within easy access.
Benefits of creating processes for your business
Creating a process manual is crucial for you when you’re scaling your business. It’s not just you doing all the work anymore – so you can’t keep everything in your head! Your team aren’t mind readers, so having clear processes around the tasks they need to focus on is crucial.
Here’s a quick list of why it’s important to create a process manual:
▶︎ Helps to clarify the roles and responsibilities, so that everyone know’s what they’re responsible for, and when.
▶︎ Creating SOP’s means the knowledge stays with the business, and not with any one person.
▶︎ Anyone can pick up the task and know how to do it, so the risk to business interruption is minimised.
▶︎ The quality is consistent. Once an SOP is documented, you can hand over the task without loss of quality or consistency
▶︎ Your team can get on with the task, so your productivity increases.
▶︎ SOP’s help save time – for you and your team.
▶︎ SOP’s SAVE MONEY – clear processes mean your team are working efficiently, and you can hire the right people for the task
Now that you’re sold on this, let’s get into how to create a process manual.
6 Steps to creating a process manual
#1 Identify the processes your business needs
Brainstorm a list of all the SOP’s you need to create.
Prioritise the top 3, so the task doesn’t seem so daunting!
Tip: if you have a team, or are planning to add a team member, think about the tasks they will need to be working on, and the outcomes you need.
#2 Use a template
Having consistent processes helps to create them with ease, and navigate them.
You can google a process template, or download mine here!
It has the following sections:
▶︎ Process Name
▶︎ Purpose
▶︎ When process is to be used
▶︎ Procedure (all of the steps broken down in detail)
▶︎ Supporting resources
Here’s the Process template to download ▶︎ ▶︎ ▶︎
#3 Start with the easiest one
It’s no secret that starting with something easy will give you some practise in getting your brain thinking about the steps involved.
I know from personal experience that if I set myself up to work on a difficult task, it can take a lot longer, and feels like a drag.
Set yourself up for a quick win!
#4 Dot points are often not enough – create visual cues too
As you or your team member go through the process in their usual way, take some screenshots, or make a video explaining the process.
This can be a great support to the actual dot point process and help clarify any additional aspects, things to look out for, or what it looks like when it’s complete.
#5 Test and improve
The big test is if someone outside your business can pick it up and complete it.
If you’re not brave enough to send it to your business bestie, then ask your team member to follow it step by step and provide any recommendations for improvement.
It probably won’t be perfect the first time you create it, so allow for continuous improvement (and your processes might upgrade over time with tech too).
#6 Save it in a Process Folder to keep it organised
Keep your processes clearly named and organised in a shared folder.
Organise your folder using subfolders for the different areas of your business, such as Marketing Processes, Financial Processes, Community Processes, Client Processes.
I recommend using a consistent naming convention such as ProcessName_Date
Additional Tips for creating your Process Manual
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Remember to refer to the roles in your processes, instead of naming individual people. That way your process doesn’t need changing if the person leaves the position
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If your team are creating the processes, double check them, and add an Approved and Date section to the bottom to keep the most relevant one in the manual.
If you’re an Asana user:
Your tasks and team members will be mainly based in Asana, so set up a project where each process is a task. Then you can add in a hyperlink to the description for clickable access to the dropbox or Gdrive doc.
The project can then become a great reference point for your team and clearly organised so that they know where to find everything.
If you’re a ClickUp user:
As ClickUp has the added bonus of being able to add documents, you can keep them there.
You can also create a table of contents linking through to each process, so that everything is easy to find.
You can also then embed the process doc into a workflow template so that the link to the process is embedded in the task. So many layers here!
Clickup allows you to add videos, images, link to tasks, checklists into the doc making it a great extension of your business hub.
Your next steps:
1. Download my template below to help you create business processes.
2. Start brainstorming the processes you need & use this 6 step process to create a process manual
Aerlie Wildy is a business efficiency consultant and mother based in the Adelaide Hills.
She helps serviced based business improve performance by combining journey mapping, process improvement and productivity strategies through consultation, implementation and training.
You can connect with me on Facebook, join my Chief Executive Entrepreneurs Facebook Group, check out my Youtube Channel or Pin with me on Pinterest.
