Process Documentation - What is a Procedure?

This blog is a continuation of my blog series on “Process Documentation”. As each blog is released, its title will become an active link. 

1. Process Documentation -  an introduction
2. The importance of documenting key processes
3. Benefits of process documentation
4. Understanding the 3 Ps
5. What is a policy?
6. What is a process?
7. What is a procedure?
8. How to design an effective process workflow
9. How to implement your process workflow
10. Quick steps for creating process documentation

*****************************************************

What is a Procedure?

A procedure is a work instruction that provides step-by-step instructions for completing a task. The SOP or the Standard Operating Procedure provides detailed and specific instructions on how to complete each task in a business process.  

Make sure to keep your procedure documents regularly updated with new information or clarifications as your organization makes workflow improvements. 

Note: A process can include multiple procedures. When you document a process, it may be a good idea to provide links to all the relevant procedures to make it easier for users to find the information required for completing tasks. 

Procedure Samples 

Provided below are some sample procedures. In a previous blog on What is a process, I shared samples of processes related to training planning and training material development. The four procedures provided below are related to these processes.  

Note: The steps provided for the procedures below are only representative and are not intended to be a comprehensive list of steps to complete a task. 

Procedure: Role-based training planning 

Step 1: Identify the user profiles of the trainees and the roles they belong to. 

Step 2: Review any user feedback available from previous training programs. 

Step 3: Set learning objectives for each role. 

Step 4: Design training curriculum outline that will help meet the role’s job requirements.  

Step 5: Document your training plan. 

Procedure: Training material design 

Step 1: Study the learning objectives set for the role. 

Step 2: Develop a standard training template complying with branding guidelines. 

Step 3: Create the training content outline based on the curriculum requirements for the role. 

Step 4: Send the outline to the stakeholders for review and approval. 

Step 5: On approval, mark the outline as “ready for content development”. 

Procedure: Training material development 

Step 1: Develop the training content based on the approved outline. 

Step 2: Send the completed draft to the Training Manager for content review and approval.  

Step 3: Send approved content to the Technical Editor for editing and proofreading. 

Step 4: Complete a final review and layout check and approve the content. 

Step 5: Prepare the approved content for publishing by creating a secure and noneditable version of the content and marking it as “ready for release”. 

Procedure: Training material release 

Step 1: Publish the content marked “ready for release” to the learning management system portal. 

Step 2: Notify the Training Manager by email and provide a link to the published material in the email.  

About the Author

Technical Writer and Editor<br><br>Surya has been writing and editing technical content for over two decades in multiple industries. How do you transform complex technical content into an easy-to-understand document? Ask Surya - technical writing is her passion! She has been with ASCENT since 2018. She holds a master’s degree in English Literature, and a diploma in Journalism, and is a certified Technical Writer.

Follow on Linkedin More Content by Surya Nair