Documenting processes is like sharing a recipe: it provides clear instructions for others to follow, just as you would in a kitchen. Studies show employees spend 9.3 hours per week searching for information, emphasizing the need for organized documentation. Companies can save 10% or more by optimizing processes, highlighting the financial benefits of clear instructions. By documenting internal processes, teams improve efficiency, ensure consistency, and reduce errors, akin to a well-prepared dish. This approach also simplifies training for new employees and onboarding team members, making the entire process smoother and more effective!
Here are the processes that we think are key to any team looking to operate smoothly and at high efficiency:
1: Employee onboarding
Only 52% of new hires report satisfaction with their onboarding, with 32% finding it confusing and 22% disorganized. Poor onboarding leads to discomfort, confusion, and disengagement, costing businesses 18% of their salary.
Picture this: When someone joins a company, their onboarding experience shapes their journey ahead, offering insight into their role, team, and company culture. It is like giving employees a backstage pass to the show, where they get a sneak peek into the standard of work they'll be expected to deliver.
Our recipe:
1 structured process: Clearly defined steps and timelines for each onboarding stage.
2 documents: Onboarding document mixed together with a Day-1 checklist
1 buddy: A go-to person for all questions and needs
Seasoning with as many training sessions as needed on the necessary tools
2: Client onboarding
Smooth customer onboarding speaks volumes about a company's professionalism. The culprit? Internal misalignment, unclear communication, and a lack of understanding of customer needs to stop the list. By creating a comprehensive process, you can improve customer satisfaction, foster long-term loyalty, reduce errors, enhance communication between teams, and ultimately drive business growth.
Our recipe:
1 account manager: 1 contact person to collect all needed information from the client
1 checklist: With the tasks to be performed from various departments (finance, HR, customer service, etc.)
1 personalized welcome package: Tailored materials introducing the client to the company's services, team members, and key contacts.
2 kickoff meetings: Initial internal meeting with the project team and a client kick-off meeting to align expectations, validate project scope, and establish timelines and deliverables.
1 clear meeting cadence: set a weekly or bi-weekly check-in cadence with the client to keep him in the loop for all updates
Adding a pinch of ways of working: defining tools to be used by the client for communication, urgent requests, and project management.
3: Cross-functional operations
Traditionally, processes have been viewed as departmental silos, with information and ownership restricted within specific teams. This isolation leads to inefficiencies, inconsistencies, and ultimately, frustrated customers. Cross-functional operations documentation breaks down these silos and maps out the steps for delivering products or services, ensuring efficiency and consistency.
Our recipe:
1 cross-department workshop: bring everyone together to document the phases of the processes, the steps under each phase, and dependencies. You can use our published Miro template to facilitate the workshop.
1 communication channel: Establish an effective communication channel between teams for seamless collaboration.
1 standardized format: Develop a standardized template or format for documenting cross-departmental processes and procedures.
1 process guardian: Assign a responsible person or team to make sure the process is implemented and used by everyone. This person is also responsible for making sure the process is reviewed at a relevant time interval.
Whisking away any doubts with as many team meetings as needed to align on the process!
4: Reporting and Finance
Financial reporting and documentation aren't just paperwork - they're the compass guiding informed decisions and the code ensuring financial health. Clear processes in these areas provide a vital foundation for success.
Why are they crucial?
Accuracy & Trust: Documented procedures guarantee reliable financial data, fostering trust with internal and external stakeholders.
Informed Decisions: Clear financial insights empower leaders to make strategic choices about everything from cash flow to long-term growth.
Compliance & Reduced Risk: Defined processes ensure adherence to regulations, minimizing legal and financial risks.
Our recipe:
1 financial reporting framework: including key metrics, formats, and frequency.
1 data collection system and 1 data visualization template mixed together to ensure data is providing the right insights
Drizzle with a continuous improvement mindset: regularly reviewing and optimizing reporting and finance processes.
5: Quality Assurance and Control
Recording quality assurance and control processes isn't just paperwork; it's about giving your organization a guide to winning. Without clear documentation, it's like playing a game without knowing the rules—participation might happen, but success is unlikely. Documenting QA and control steps isn't just about using special techniques or ensuring product functionality; it's essential for guaranteeing end goals, satisfying customers, enhancing process efficiency, gathering feedback, and taking proactive corrective actions.
Our recipe:
1 Quality Assurance Framework: Comprising of standards, control checks, expected deliverables, and metrics to ensure consistency and reliability.
1 Comprehensive Data Collection System: Gather data from various sources to ensure thorough analysis and monitoring.
1 Data Visualization Template: Visualize data effectively to identify trends, patterns, and anomalies for informed decision-making.
Documented processes act as the glue that binds a successful organization together. They serve as a shared map, ensuring that every member, from marketing experts to sales champions, tech gurus to customer service stars, understands their role within the broader context. By eliminating confusion and enabling smooth handoffs between departments, these processes foster collaboration and create a cohesive team environment.
For more support on process documentation, book a 1-on-1 consultation with us today.
