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The 6 Essential Elements of an Efficient Business Process

Whether creating new business processes or refining existing ones, you need to make sure your documentation is adequate. You'll take each task involved in your business and break it up into steps that are easy for anyone in your organization to understand.

How do you know if your business practices are efficient or not? We’re glad you asked! There are six key elements to an efficient business process.

1.          Short and Concise

Your business process description should be detailed but also as short and concise as possible. All wording should be essential and directed at the goal of getting the task done.

A single business process includes no more than ten steps. If you outline all of the steps and find more than ten, split the task into two related tasks. Each step is essential, but you'll find it unwieldy if you have a task with more than ten.

2.          Talk the Talk

The wording of business process documentation is critical. The way you write it can have a powerful impact on how your employees understand and perceive it. Also, if the wording is awkward or difficult, it will be hard to edit and improve.

Use everyday language that's easy for members of your organization to understand. The tone should be informal and conversational. Write for clarity. Avoid using jargon or technical terms and eliminate vague wording.

3.          Show the Big Picture

All of the wording and every step should be directly related to getting the job done. At the same time, try to tie the task back into the big picture. Show where it fits into your overall business or the intended result. 

By showing the big picture, you put the task into context. This helps your employees understand how to accomplish the work efficiently. When employees must make a decision during the process, they'll make the right decision if they understand where it fits in and what it's supposed to accomplish.

 

4.          Little or No Supervision

Create each business process so employees can complete it with little or no help from others. The employee shouldn't need to consult with supervisors or seek the help of another staff member unless it's absolutely necessary. Each task should be designed for one person to do themselves.

5.          Make It Teachable

Each task should be understandable but also teachable. You'll need to teach it to your employees. The best-case scenario is that you can teach one employee and have them train others on the task. Think of your processes as a "how-to" or guide to accomplishing the task.

6.          Include Multimedia

Wherever it makes the process easier, add images, videos, and other multimedia for reference. You can create a video to show the task step-by-step or use visuals to make it easier to understand.

The key is clarity. Write your business processes so that they're lean with no extra, unnecessary information, but provide enough information to communicate how it's done effectively.

Let ProSavvy help provide efficient processes in your business. Contact us for a free discovery call.

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