Business Process Manual Examples | [EBook]

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Business Process Manual Examples | [EBook]Laying out the guidelines can be made less tedious if there is a standardized template to complement the process to be initiated. A process manual template, Accounting Manual Template customizable to each process category is key to effective goal realization. It consists of various fields like: 1) objectives for the business process, 2) requirements of the process, 3) process direction of flow 4) impact of the business and how it complements the organization’s needs, 5) impact of technology, 6) challenges and issues faced and 7) assumptions made during the process execution. It gives a sense of clarity within the organization as it can be considered equivalent to a user’s manual of sorts. The template includes fields for company history and policy description, client information and business environment. Also included are the details for recruitment, induction, probation, code of conduct and dress code policies. The template associated with company processes follow a regime where initially the need is defined and a preliminary discussion field is provided. Usually a flow chart based response maneuver is adopted. A field is dedicated to market research and results are identified. Also added is the proposals section followed by a technical review column. Depending upon requirement, more or less factors are considered while designing this template. It can be used for a process as simple as buying a product online to a complex designing program. Factors that need to be arranged in order to achieve a result is already assorted and placed. A clear understanding of expectations, rules and consequences is also established and also throws light on the various legal obligations to be fulfilled. These templates also serve as a training tool to employees and incorporates worker experience as well. Moreover, a well maintained and constantly updated template is a measure of performance and process consistency. Hence a lot of positives to take from a simple systematic approach.http://alpineacademykathmandu.com/userfiles/creation-400-manual.xml

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It can be done in 10 easy steps: Some templates have the guidelines for use text within it. Be sure to remove them from the document before printing it or putting the template to use. Supply relevant terms that suit your needs. Erase them and add required process references accordingly. Arranging a process template makes the lives of countless working class personnel simpler and thoroughgoing and hence justifies their use in any field. I’ve seen many business owners and CEOs hit rock-bottom when their company expanded from a small team of 10 to a bustling network of 40. What? Isn’t expanding a good thing. Yes! But many times, we aren’t ready for that expansion. A few weeks ago, I was having brunch with my friend, Charlie. As we munched on piles of pancakes and sipped cups of coffee, our conversation moved from college recollections to workday banter. His startup had broken even and was actually making money. They had tripled their team size. Everyone’s dream right? “We’ve actually run into a problem. Everything is the same as before, but our profits are going down. We’re spending money in places we never spent it before. I don’t know what to do.” This fell into my expertise. Charlie wasn’t seeing the problem right in front of him. “How has the employee onboarding been going Charlie. Are you still overseeing every person. That seems near impossible with that many people.” “I wish! I used to collaborate with each team member and go over every piece of work. Now I just have to leave it to their judgment.” And that’s when I jumped in with the magic of operation manuals. Sure you can tell a new member what their responsibilities are, or have a trusted team member check out their work, but there is a right way to do things. There has to be a tried and true practice in place to maximize your company’s potential. Charlie couldn’t oversee every single employee. But he needed systems in place that did what he wanted to do: guide his team to make the right decisions.http://sabagdasarov.ru/upload/creating-websites-using-html-and-css-student-lab-manual.xml That’s what an operation manual is for. It takes care of the new employee, the emergency issue, the last-minute networking presentation. And you can perfect it with just 5 components. Here’s how. What's the easiest way to have your company playbooks in one place. Find out here What is an Operations Manual An operations manual is the complete encyclopedia of all the company know-how. It stores all sorts of information, from company hierarchy to detailed procedures. In your average operations manual, you’d see things like information on procedures (how do you carry out a specific process), emergency response procedures (what do you do in case something goes wrong), company contacts, and several other sections we’ll mention in a bit. The manual is usually either a physical document (book, booklet, etc.) or an online resource. Why Would You Need an Operations Manual: Top 3 Benefits Since you’re reading this article, chances are, you already know why you need an operations manual. Your business has gotten to a point where it’s extremely hard to manage everyone. In a large organization, you really don’t have the time to hand-hold everyone. You need something that does it for you. Sure, they’ll get the job done, and it’ll more or less be the same way you want it to be, but chances are, the results won’t be as good as they could be. When it comes to business processes, you want everyone to be as efficient as possible. That means having a specific procedure on how to do the job and be as efficient as possible. By documenting your processes, your employees will know how, exactly, to get the job done in the best way possible. Learn how to document your processes by using our complete guide on: How to Write a Standard Operating Procedure Lasting Tribal Knowledge What really makes your organization stand apart from the competition is the know-how. You and your employees know what it takes to deliver an amazing product or service.https://www.airyachtnboat.com/en/article/electrolux-nutrition-microwave-manual-0 This knowledge, however, can be lost if a handful of key staff leaves the company. And sometimes, that does happen. In most cases, employees can’t just get up and leave (without a months’ notice, at least). They’re required to pass on all the knowledge to their co-workers. There are always exceptions to the rule, however. Think, health, extreme dissatisfaction with work, etc. An operations manual helps store all that knowledge, making sure that it doesn’t just spontaneously disappear (and leave you in a lot of trouble). Accountability As we’ve mentioned before, it’s normal for your employees to make mistakes. If you don’t arm them with the right knowledge and know-how to avoid any sort of disaster, they won’t be accountable for their work. “Oh, no one told me that we’re not supposed to do things this way. Not my fault!” And, well, they’d be right. Having an operations manual makes everyone accountable. Everyone will have the know-how, and in any uncertain or unpredictable situation, they’ll be responsible for any mistakes they make. How to Write an Operations Manual First, you need to pick the format. More often than not, it’s a standard document. You can either create a booklet, mini-book (if you’re part of a large organization), or something in-between. If you’re a more tech-savvy organization, you could even go for an online resource. Confluence, for example, is a very popular knowledge base software. You can create your own company “wikis” and store just about any kind of information. Even if you decide to go with a standard document, it might still be better to have it published online and give access to your employees. For documenting processes or procedures specifically, you’re better off using the dedicated online software. BPM software, such as Tallyfy, allows you to create digital procedures. Rather than having to physically keep track of what your employees are up to, all you have to do is check out process status on your dashboard.http://kansascreative.com/images/canon-sd970-is-manual.pdf One way to do this is to do business process mapping. That is, create flowcharts which detail the exact steps your employees have to take in order to complete the process successfully. You’d also want to include information on the steps. If the step in question is complicated, these should mention the details one executing it properly. Or, you could completely skip on the section completely and use BPM Software to document the processes digitally. Business Policies The gist of this section is, how your business handles certain business-specific tasks. Keep in mind, though, that business policies and social policies aren’t exactly the same thing. The later specifically deals with employee-related issues. Think, vacation policy, how you distribute bonuses, etc. SMBs get it cheap, enterprises pay more, etc. You need to mention who’s in charge of what, who answers to whom, and so on. The easiest way to do this is through a flowchart. Start from the very top (the CEO) and go down the chain all the way down to your average shop floor employee. Keeping them separate is redundant: whenever you’re looking for a person with a specific position, you’re probably also interested in contacting them. You could be looking for the security engineer to contact during a cyber-attack. It’s unlikely your employees will just randomly wonder “hey, I wonder who’s in charge of security in this company.” So, you could create a directory of all the company employees, with their Name, Position, Job Description, and Contact Information. Emergency Procedures Even with all the procedures documented, you’re still going to have emergencies. Sometimes, there is just bad luck. A manufacturing machine breaks down because it was faulty, not because someone messed up. In this case, you need to have procedures set up so your employees can react quickly. Publishing the Operations Manual and Making “Findable” You don’t want your office catchphrase to be “hey, has anyone seen that manual thingy?” When publishing the manual, you want it to be as easy as possible to find. So, if you’re going the online route, make it pinned on every company chat channel. If you’re printing it out, on the other hand, give out a copy to all of your employees. To make sure that it’s within everyone’s reach (and no one loses it), keep one in every department office, somewhere extremely easy to find. Once you’ve distributed the operations manual, pat yourself on the back. It’s been a long way, but you got the job done right! Manages Memberships with Tallyfy Top 7 Tips For New Employee Orientation How to Effectively Scale Your Startup More members onboarded and outcomes improved by 50% What to Include in Your Customer Win Report Top 10 Strategies for Successful Sales Management Tweet Share Share Design and run step-by-step workflows and approvals in your team CONTINUE FREE DISCUSS MY QUESTIONS WITH SALES Workflow management software - trusted by thousands of companies Design and run your workflows in minutes. It's amazingly easy and deliciously powerful. CONTINUE FREE DISCUSS MY QUESTIONS WITH SALES Leave a Reply Cancel reply Your email address will not be published. All rights reserved. Legal Notices. We our customers 911 Washington Av, Ste 501, St. Louis, MO 63101 Document Workflows Track Processes Automate Tasks Pricing Customers Login GET A DEMO CONTINUE FREE. You’ve got a mad scientist, a cowboy pilot riding a bomb as it falls, and a nuclear holocaust brought about by a series of overblown human (and mechanical) errors. Hell, human error has already caused the worst nuclear accident to date. Your employee handbook may introduce your team to your mission, various policies (benefits, holiday leave, security), and culture, but the operations manual will show them how to do their job and give them everything they need to do it. Whenever an employee wants to know how to do something or needs to know how to contact someone, they can look it up in the manual.cuakeobinhduong.com/upload/files/Dsc-433-Alarm-Manual.pdf In it, you’ll be told what the model is, what the tire pressures need to be, and a myriad of other useful facts which are important to know, but not necessarily off by heart. An operations manual is exactly that, but for your company. Human error is reduced to a minimum and everyone knows precisely what they need to do, who they might be waiting on, and who might be waiting on them to deliver results. In all likelihood, the task was completed only after either researching how to complete it (and wasting time in doing so) or by disrupting someone else to get them to explain. This might sound like a pain to set up, but the long-term benefits for having them are massive. By having a method which can be executed perfectly time after time you’re standardizing your business model, making it easy to find problems and dealt with them. By having an operations manual to store your SOPs and important internal data, you can easily onboard new employees and identify the factors limiting your ability to scale. By detailing the company hierarchy, job descriptions, and parties involved in a given task, you’re effectively keeping everyone accountable for what they need to do, and who they need to talk to if there’s a problem. The knowledge that everyone else knows what you’re responsible for is a brilliant motivator, so your team’s output should also increase. After all, it’s only once they’re collected in a single location that they turn from random files into a coherent document. There’s no question about whether the process you’re following is the most recent version because everything is always up-to-date and stored in the manual. A physical file (a book or folder) will need to have items reprinted with corrections or potentially even a complete re-issue to avoid lengthy and confusing appendixes. Digital operations manuals do not suffer the same problem, giving them an advantage over physical copies. Not enough detail, however, and your team won’t have enough information to correctly and consistently perform the task. There’s not much to explain here in terms of content (since it will greatly vary depending on your size and layout), but you do have a couple of options for how to present it. I’d recommend using a visual flowchart to do this instead though, as all you really need to show here is the order of things, and a single chart is much easier to follow than a long-winded document. While not necessarily job descriptions (although fee free to use them), here you should be going through each role in your business and laying out their responsibilities, skills, who they answer to, and who answers to them. That way if someone isn’t sure as to who to contact about a particular issue (or wants to collaborate over a specific task), they can skim the hierarchy to get an idea of who to contact, then confirm it through the job description. The trick is recording them in a way that’s comprehensive, but easy to follow. These are best separated into categories (such as “ accounting processes ” or “ editing checklist “) since you should be documenting anything that you need to do more than once to make sure you have a consistent approach to it. There isn’t a huge amount to say here, but to briefly cover it, you’ll need to: You could use a word processor to create and print out physical copies and then store them in a file, but there are a couple of problems with that. Using an appendix can quickly make your manual difficult to use, because rather than being the definitive source for your employees, you’re handing them a convoluted mess of addendums to an outdated process. Unless you only print one copy at a time it will be difficult to recall every existing copy and replace them, leaving plenty of room for human error to sneak back in with an outdated manual. By either creating your own template or using one of our premade items, you can document your processes to run as useful, actionable, trackable checklists. Plus, everything you create has variable permissions to allow access to only those who need it, protecting your sensitive information. If you really want to have a physical copy of your processes to hand out you can also print them out from Process Street, eliminating the one advantage a program like Word may have. Processes can then be inter-linked, and checklist run links can be pasted wherever you want to let you easily run checklists no matter what you’re doing online. Go through the items mentioned above (the hierarchy, job descriptions, processes, etc) and document each of them in turn. That way everyone who will use the manual is involved in creating it, and is more likely to promote its regular use. Plus, having people more experienced than yourself to help you document your processes means that they’re far more likely to represent how the task is actually carried out. There’s always something you can do to boost your efficiency and consistency, whether it’s by using better software or tackling a problem in a different way. Doing this is a one-way ticket to invite disaster once more, as your employees will be more likely to ignore your processes in favor of relying on memory. Your company (and the general population) will thank you for it. Have any horror stories from someone not following procedure. Let me know in the comments below. Find him on Twitter here. Because that’s usually where SOPs and process documents fail — people ignore them. He says that the way to get your employees to used your processes and actually commit to the work you give them is to sell them on the vision and goals behind the company, and to engage them at their level.www.cutsky.com/d/files/dsc-4125-manual.pdf I’ve spent a majority of a 40-year career writing this kind of documentation either full time or as a “side effect” deliverable for projects where I’m doing process redesign, streamlining, etc. Edit, update, booyah. Done and ready to go for everything and everyone. Within less than 60 days, our support calls dropped by about 30%. In many cases the caller would say “oh, I got it” and hang up. I had to train the tech support team first and couldn’t have done it if the manager hadn’t been in the loop and supportive tho. So often they’re written in a vacuum by someone who Yes, that’s sarcasm. LOL) Why? Because the focus was on the bottom line, not the upfront expense, and tech support calls, questions, mistakes (small or large), can be assessed and slashed by 20-60% (or more, depending on what was in place before the project started). I would like to know if you could assist our company to improve our process. Please contact me here: and let me know we “met” on the Process Street blog. Could u send me a list of companies that can provide such service? Can you contact me? THANK YOU ! Great article. ?? Haven experienced costly errors and confusion among staff in my cassava processing business, coupled with the struggle to maintain standards and quality, I knew a need to have a document that will guide our operations. I have attempted to put one together but I was overwhelmed and discouraged because I have neither done or seen anything that looks like one. But reading this article brought so much enlightenment and relief on this project, and it is more of like an answered prayer for direction. Thanks for putting up such great an article up. I have seen first hand how operations can be adversely impacted due to a lack of documentation. I work in IT and I see it again and again where software applications are designed and implemented however, you have a lack of continuity amongst users, or you have what I refer to as Super users that know the application inside and out but they are also potential single points of failure to the operation as a whole. Quite a lot of IT firms use us to make sure tasks are done the same way each time, and to enforce best practices. It’s a very agile tool too, so it’s easy to rapidly update the process for everyone if there’s an improvement to be made. I am going to reach out to the young lady that says she consults for companies and I have this thread to thank.I think that might prove really useful for you. All these programs that make everything easier, doesn’t it all get very confusing in the end if you use a bunch of them. I feel like in order to make our workflow more seamless, we have introduced Slack, Trello, Google docs, a custom ERP solution that also has CRM.I probably work with a lot more tools than my team does, as I have the responsibility to hook different tools up to create a more seamless experience. When we moved a card into there, it automatically ran a Process Street checklist and pasted the URL for it into the Trello card. So the team member only needed to click the link inside Trello. Then the team member would work through the checklist until it was complete and that would then trigger an automation which moved the original Trello card into a different column for Review. If it doesn’t fit well into the flow then people often forget to use it anyway. We’ve moved away from Trello now though as we’ve found it feels a bit limiting as the team grows and we have more things to track and understand. Yes, they may have xxx feature and yyy feature and most don’t do everything well, there are trade offs that can make things really frustrating. Documenting that process, then testing it for reliability, usability, and accuracy is the next step. Required fields are marked. Bloggers. Templates make your life easier, giving you a solid starting point and helping ensure that you don’t leave out any crucial information. Why would you need to document office procedures in the first place. In other words, why do you need to create an office procedures manual. Pro-Tip: If you are a remote employee or part of a team with remote workers looking for an effective way to stay connected, then we recommend checking out Nextiva. Perfectly designed for the modern distributed workforce, Nextiva’s Voice over Internet Protocol (VoIP) technology allows your employees to make clear calls from any location using a computer or a phone. Excellent question. Common sense suggests procedure manuals are a good idea in general, but there are also several specific benefits of creating an office procedures manual: If you go on vacation, then anyone can use the manual to get your crucial tasks done. The manual helps your stand-ins do what needs to be done, and it also brings you peace of mind because you’ll know your work is covered, and also covered correctly; you wrote the manual, after all. If you need to onboard a new employee, then you can provide the new recruit with copies of the manual. You’ll be able to easily explain all the processes and procedures as the new employee follows along, since everything will be clearly outlined in the manual. If you need to explain your duties and processes to management, then you’ll have a well-documented account of all your key processes and tasks right at your savvy fingertips. If you ever leave your current job, then you won’t have to scramble to record all your processes before you leave. It will also benefit your replacement, and the company as a whole, to have a reference manual that wasn’t put together in a rush. It’s a community to connect, collaborate, and share advice on how to overcome the wide spectrum of challenges you face in your role.) Office Procedures Manual Best Practices Here’s everything you need to create an effective office procedures manual template. S tart your manual with an outline. According to Patricia Robb, author of Laughing All the Way to Work: A Survival Blog for Today’s Administrative Assistant, “You should arrange your duties in a logical format in a table of contents to map out how you want to place each item. Once you have the table of contents completed, you can go back and fill in the details.” Use your job description and any documentation from recent reviews to pull out your core responsibilities. Your manual should cover, in step-by-step fashion, how to do each of these core responsibilities. Separate any policies you need to document from any procedures you need to document. According to Compliance Bridge, “a policy defines a set of rules like workplace conduct, whereas a procedure defines the steps you should take to onboard a new employee.” When you want someone to know why you do something, create and record a policy. When you want someone to know how to do something, create and record a procedure. Write the manual in clear and concise language. A cryptic procedure manual is virtually useless. Here’s a new office proverb for you: A procedure manual no one can understand will do no one any good. Include headings and bullet points. In addition to writing the procedures in clear language, call out important topics and takeaways using bold headings, bullet points, tables, and other visual elements that break up blocks of text. This helps anyone skim the manual and skip to the relevant sections. Include contact information for the person who owns the process, likely yourself. This helps anyone using the manual know who to contact if they have questions. Validate the manual. Let someone who has no idea what you do read the manual. After your associate has read the manual, ask him to run you through a play-by-play of what he would do in any given day. If he fumbles, then it’s likely a fault in the manual writing or structure. Make the manual a searchable PDF. This allows people to search with far more sophistication than they can achieve using just their eyeballs to skim your bullets and headings, regardless of how well-organized they are. Include the date the manual was created as well as the date it was last updated. This will help users verify they’re getting current information. Provide flexibility and options for each procedure. According to one policy writing guide, “When feasible, procedures should offer the user options. Procedures which are unnecessarily restrictive may limit their usefulness.” In some cases, the people using the manual will simply be “filling in” and may not be staunchly dedicated to following the rules to a T. If they come across something they really don’t feel like doing, then they might just not do it. Avoid including information that might become outdated soon. For example, if a procedure involves collaborating with someone at the company, then you could simply use the title of the position instead of the name of the person. When people leave the company, the manual will remain useful. Include context when necessary. Define any terms that might seem like jargon specific to your position, or clarify any procedures that might require some context to understand. For example, you might refer to the company annual report as “The Annual.” Be sure to refer to it as the “company annual report” if you mention it in any procedures. If someone is reviewing a procedure, they may underestimate the importance of the “annual” and take shortcuts if they don’t know exactly what it is. Create an update plan and calendar. An office procedures manual is not a static document and it will need some revitalizing every so often. You’ll need to care for it to keep it in working order. Include organizational charts of departments and positions within your company to make sure manual readers can connect the dots. Organize procedures and tasks according to frequency. Make it clear if a procedure is a one-off or a recurring daily, weekly, monthly, or annual task. Include how much time each procedure will likely take. This will manage users’ expectations and help them effectively allocate their time. Patricia Robb also recommends including checklists to help manual users be sure they’re covering all the critical procedures. Office Procedures Manual Templates Use this template as many times as you need to cover all your essential duties. Include the information below to outline procedures for one task in your procedure manual. Obviously, group related tasks together. Include lines or flow charts to indicate connection between the tasks. When we do it: Daily: Twice, the first thing in the morning and the last thing in the evening. How we do it: Step 1: Count the snacks. Step 2: Record the overall quantities. Step 3: Record quantities of each specific snack. Step 4: During your end-of-day visit, restock the snacks accordingly. Step 5: Place any orders as necessary. Positions involved: Executive Assistants for each major department head will need to add itinerary items and also review and sign off on the final itinerary. Why we do it: An itinerary is central to the success of each executive leadership committee meeting. Leaders take the itinerary seriously and use it to plan talking points, presentations, and more. When we do it: Daily: While the meeting happens only once a week, the itinerary planning process spans several days and starts long before the day prior to the meeting. Do a few items each day to keep the process of creating itineraries as quick and easy as possible. How we do it: Step 1: Email other department Executive Assistants to get their itinerary points. Step 2: Create a first draft of the itinerary using input from other EAs.