Why you should document procedures

Mastering the art of performing a new business process, such as using a new software program, is something we can be proud of. It is also something we should write down. Here I outline several reasons why it is beneficial to document procedures.

Sam Leader recently discussed how important it is to document procedures and I couldn’t agree more. When we are new to a process, we often spend a fair amount of our time and energy trying to get it done, and eventually we get it to work.

But what often happens next is that we don’t need to perform that function again for a month or so and then discover we’ve totally forgotten how to do it. We’re back at square one, having to learn it all again.

If you ever find yourself asking 'how do I do this again?' then I'm talking to you!

How about taking a smarter approach? What if you could bottle up your time and energy and re-use it later? Well, you can.

On the one hand, you could learn how to perform the task – and when I say learn I mean not only understanding what you’re doing, but memorising and testing yourself to confirm that you’ve got it. And learning also means shifting it into your long-term memory which I explained in my previous article on techniques to improve your memory.

But on the other hand, it may not be necessary to learn it. Instead, why not write down each and every step that you take as you perform it? It’s a tiny, insignificant cost in terms of your time and energy to document procedures, but the pay off is huge.

Just think, next time you perform the task, you pull out your step-by-step instructions. You read step one and do it with ease. You read step two, then step three and enjoy how the process just keeps you moving, almost effortlessly, towards your outcome.

There’s no more banging your head against the wall because your memory or lack of practice has let you down. You’ve got a system that keeps you moving at all times. I’ve done this for years. It means I get my work done fast and I can do it almost anytime, no matter how I’m feeling.

Following written instructions – baby steps – is so easy and very satisfying when you achieve your outcome!

And of course, let’s not overlook another huge benefit: if you document procedures for even apparently simple tasks, you’re boxing up your business. You’re leaving a trail behind you – an instruction manual – that anyone else can follow in your absence or you can use for training someone to help you. And of course if one day you want to franchise your business, you’re in a stronger position to help others to duplicate your actions and your approach.

There are a lot of benefits to documenting your actions. By doing so you’ll also enhance your learning of the process or series of actions that you’re documenting.

Do you have some other ideas of benefits that you’ll gain if you document procedures? I’d love to hear them.

Mark Moore is the Director of Excelerated Performance International. He helps people to close the skills and knowledge gaps that they face, much faster, and manage themselves more effectively in order to achieve their business goals.

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Definitely agree.
I taught myself a multimedia program (GIMP) recently ... all without any help.docs, as none were installed. (The newer version now does!)
But whilst I was learning all the components, I was keeping a notepad of hand-written notes, screen-dumping sections (and giving numbered names that were used in my notes). It was a lot of fun, because I had to relearn each step over and over as I went through the notes.
Amusingly, the new help.docs do exactly the same thing. Yet I don't regret my method ... even if they are obsolete -- they don't match the new layout of the program!
The biggest advantage of documenting your procedures is for performance-appraisal days. Your supervisor/employer may not be fully aware of the specific and menial duties within your job. By documenting and outlining all the procedures, you can use this information during your appraisal to put examples to their questions. Stephen Mitchell from Adelaide, Australia
Great point Stephen - and another one occurred to me: Some of your systems may be useful to other people and might therefore serve as a resource or article which will add value to others and of course gain you some exposure too! Mark Moore from Coolum Beach | Read my articles
Mark is exaclty right. If you are able to document a workable procedure, you can give or sell it to the client. I prefer to give it to the client, and charge them for the consultancy time I spend discussing how they could use it in their environment, or even adapting it to their environment. Heather Smith from Brisbane
Documentation is essential to maximising your equity if you want to sell your business. Most buyers don't care what you say, they want to see hard evidence of performance and function for themselves, before signing anything! Grant Hyman from Sydney | Read my articles
Documenting procedures can also be a valuable exercise in itself. i have had experience in getting people to write down how they did their jobs, and as they went through this process they started to question why they were doing things certain ways ( ie "we've always done it this way " ) and in this process actually generated improvements in the way tasks were done. Another important point is getting the "doers" to take ownership and responsibility - it is important for procedures to not be imposed from above Graham Eddington from Nhulunbuy NT Australia
I thought it was normal procedure, it is to me, making notes. I used to take notes every time I started a new job when I was employed and most importantly I take notes now as I interview a new client. I also agree with Heather, what you learn is yours, it becomes part of your expertise which you can sell to others and with Graham too.
It is a good practise to examine every step of your work from time to time, you’ll always find something to improve on.
Judit Nagy www.theofficewitch.com.au from Sydney

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