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Processes

What is a process?

‘A series of actions or steps taken in order to achieve a particular end.’

Three Core Reasons Why We Create Processes:-

Be More profitable

A good process is like a checklist that ensures the right things get done by the right people at the right time.   

When you formalise a process, you think about the workflow with productivity in mind and it makes it easier to execute and thus more profitable.  You are not spending time thinking about what comes next, or creating the next step, as its already been created and tested

Consistency

If you have a process for every part of your business, and everyone follows this – the client will get a consistent level of service every time.

Future Growth

Are you thinking that you may have staff one day are you wanting to sell your business as your end goal?  If everything is in the owners head it will make these two growth options impossible – by creating a process,  a step by step guide for every part of your business – it means that the right people can carry out the tasks instead of you – making the business more valuable.

There are three types of processes every business needs and within each three there will be a variety of further processes for example:

Operational / Core / Primary Processes:

The Key Operational Processes are the daily functions the business must conduct. How does your business generate value and make its income? What does your business primarily do?” •Developing and creating a product or service •Marketing the product or service •Sales and After-sales service and support

Supporting processes :

Support the management and operational processes. The company relies on these processes to prop up the planning and doing parts of the business. •IT  •HR (hiring and firing processes) •Accounting

While these are not money generating activities, they facilitate the main revenue stream.

Management Processes:

All processes require planning, coordination, monitoring, and control. Management processes also include measuring overall results and dealing with opportunities and threats that could help or harm your business.

It’s also up to management to ensure that regulatory compliance, budgets and targets are met.

Although management processes don’t directly generate income, they optimise income generation and ensure the continued survival of the business as a whole.

When a process is documented on paper (or hopefully, digitally), it’s done in the form of a standard operating procedure (SOP) document. they make processes easy to understand, distribute, teach and carry out.

An SOP can contain: •A header with the title, date, author and ID •A step-by-step list of instructions •The team or individual responsible for executing each task •The resources (equipment, money, time, supporting teams) that the user will need •Location of documents to support the process

The right way to create a process:

A bad process means you won’t be able to carry out the task by following the instructions. 

1.Carry out the task

2.Note down how you did it, not leaving any of the steps out (even if you think someone should know to click ‘next’ don’t presume – write EVERY step down.

3.Follow the process exactly, not deviating from it or using your own knowledge.

4.Make edits to anything that needs to be clarified

5.Give the process to someone who needs to use it and have them run through it, making comments on it where it’s unclear.

Formally implement the process.

Be prepared to edit/amend the process – especially when eg legislation changes dictate a change to how you carry out your task.

Author

victoria sharp

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