Follow our guide to creating efficient work procedures

Work procedures are essential to guarantee performance and safety in any organization. They provide clear, detailed instructions on how to carry out specific tasks or processes. In this article, we'll provide you with a step-by-step guide to creating effective work procedures.

‍

Steps in drafting a work procedure

1. Needs identification

‍Thefirst step is to identify the tasks or processes that require a work procedure. It's important to define the purpose of the work procedure. You need to answer the following questions:

• What task or process do you want to document?
• What is the purpose of the work procedure?
• Who will use the work procedure? This step sets the framework for the rest of the drafting process, and ensures that the work procedure will be useful and relevant.

‍

2. Observation and analysis

Having clearly identified the task or process that requires a work procedure, the next step is to observe it in action. This step is essential for understanding the nuances of the task and ensuring that the work procedure will be accurate and complete.

Here are some tips for effective observation and analysis:

• Spend time observing: Don't rush into this step. Take the time to carefully observe how the task is currently being performed. This may involve watching someone perform the task several times or performing it yourself to fully understand each step.
  ‍
• Note each step of the process: While you're observing, take detailed notes on each step of the process. This includes not only the big steps, but also the small details that may seem obvious but are essential to the task's correct completion.
  ‍
• Identify variations: If the task is performed differently by different people or at different times, note these variations. This can help you identify best practices or spot steps that are particularly prone to confusion or error.
  ‍
• Ask questions: If you're not sure why a certain step is done this way, or if you think there might be a better way, don't hesitate to ask questions. People who regularly perform the task are often a valuable source of information and insights.
  ‍
• Thinking about safety and efficiency: While you're observing, think about how the task could be performed more safely or efficiently. These observations can be incorporated into your work procedure to improve performance and safety.

By following these tips, you can gain a thorough understanding of the task or process you're documenting. This will enable you to write a work procedure that is accurate, detailed and tailored to your organization's needs.

‍

3. Drafting the work procedure

‍Writingthe work procedure is the step where you put down in writing the steps in the process you've observed and analyzed. Here's how to do it:

Introduction: Start with an introduction that explains the purpose of the work procedure and gives an overview of the process. For example, "This work procedure outlines the steps for safely and efficiently processing customer claims."

Detailed description of steps: Describe each step of the process in detail, using clear, simple language. For example:

• Receipt of refund request: When a refund request is received, check that the customer has provided all the necessary information, including proof of purchase and reason for refund. Record the request in the refund tracking system.
  ‍
• Refund claim evaluation: Review the refund claim to determine if it is valid. Verify that the product was purchased within the refund period and that the reason for the refund complies with the company's refund policy.
  ‍
• Processing the refund request: If the refund request is valid, process the refund using the customer's original payment method. If the refund request is invalid, inform the customer of the reason for the refusal and propose alternative solutions, if appropriate.
  ‍
• Refund request tracking: Once the refund has been processed or the request refused, update the status of the request in the refund tracking system. Send a confirmation to the customer to inform them that their request has been processed.
  ‍
• Use of visuals: Include screenshots or diagrams of the reimbursement tracking system or claim forms to facilitate understanding. Visuals can help clarify written instructions and show exactly what needs to be done.

By following these tips, you can draft a work procedure that is clear, detailed and easy to follow. Be sure to include all process steps, as well as safety instructions and best practices to ensure efficient and secure claims processing.

‍

4. Validation of work procedure

Once you've written your work procedure, it's important to validate it to make sure it's clear, precise and easy to follow. Here are a few steps to help you validate your work procedure:

• Test the work procedure with users: Ask a few employees who regularly perform the task or process to follow the work procedure and give you their feedback. This will enable you to check whether the work procedure is clear and easy to follow, and identify any points that could cause confusion.
  ‍
• Gather feedback: After testing the work procedure, gather feedback from users. Ask them if they have encountered any difficulties in following the work procedure, if they have any suggestions for improvement, or if they have any questions about certain steps.
  ‍
• Make changes: Based on the feedback received, make any necessary changes to improve the clarity and efficiency of the work procedure. This may involve rewording certain steps, adding additional details, or including visuals to aid understanding.
  ‍
• Re-test the work procedure: After making changes, re-test the work procedure with users to ensure that problems have been resolved and that the work procedure is clear and easy to follow.
  ‍
• Document the validation: Once you've validated the work procedure, document the validation process, including feedback received, changes made and test results. This will enable you to keep track of the validation and show that the work procedure has been tested and approved.

‍

5. Implementation and monitoring of work procedures

Once you've written and validated your work procedure, it's time to implement and monitor it to ensure that it's used correctly and has the desired impact. Here are a few steps to effectively implement and monitor your work procedure:

• Make the work procedure available to employees: Make sure that all relevant employees have access to the work procedure. You can distribute it as a printed document, publish it on the company intranet site, or store it in a document management system. Make sure the work procedure is easy to find and consult.
  ‍
• Train employees: Organize training sessions for employees who have to follow the work procedure. Explain the importance of the work procedure, show them how to follow it and answer any questions they may have. Make sure that all employees understand the work procedure and are able to follow it correctly.
  ‍
• Monitor the use of the work procedure: Monitor the use of the work procedure to ensure that it is being followed correctly. You can do this by observing employees as they perform the task or process, checking records or reports, or asking employees for feedback. Identify any problems or difficulties encountered by collaborators, and make any necessary changes to improve the work procedure.
  ‍
• Evaluate the impact of the work procedure: Measure the impact of the work procedure on your organization's performance and safety. You can do this by comparing key performance indicators (KPIs) before and after implementation of the work procedure, gathering feedback from customers or employees, or analyzing incidents or accidents related to the task or process. Use this information to assess the effectiveness of the work procedure and to identify areas requiring improvement.
  ‍
• Review and update work procedures Review the work procedure regularly to ensure that it remains up-to-date and relevant. Make changes to reflect changes in processes, new technologies, feedback from employees, or lessons learned from incidents or accidents. Make sure that employees are aware of updates to the work procedure, and that they are trained to follow them correctly.

‍

‍

6. Mistakes to avoid when creating work procedures

When writing a work procedure, it's important to pay attention to some common mistakes that can make the work procedure less effective or more difficult to follow.

Here are a few mistakes to avoid:

• Lack of clarity: A work procedure must be clear and easy to understand. Avoid using technical language or complicated terms that may be difficult for employees to understand. Use simple, straightforward language, and explain technical terms or abbreviations.
  ‍
• Omission of important steps: Be sure to include all process steps in the work procedure, including small steps that may seem obvious. Omitting important steps can lead to errors or safety problems.
  ‍
• Lack of detail: A work procedure needs to be detailed enough for employees to follow it correctly. Avoid being too vague or leaving steps open to interpretation. Provide precise instructions and examples to clarify steps.
  ‍
• Lack of visuals: Visuals can help clarify written instructions and show exactly what needs to be done. Avoid not including visuals, such as photos, diagrams or screenshots, to illustrate steps in the work procedure.
  ‍
• Lack of updating: Processes and technologies evolve, and it's important to regularly update the work procedure to reflect these changes. Avoid failing to review and update the work procedure to keep it current and relevant.
  ‍
• Lack of validation: A work procedure must be tested and validated to ensure that it is clear, precise and easy to follow. Avoid not validating the work procedure with collaborators who regularly perform the task or process.

‍

Conclusion

‍Creatingeffective work procedures is essential to ensuring performance and safety in your organization. By following the steps outlined in this article, you can create work procedures that are clear, detailed and easy to follow. Don't forget to implement and monitor your work procedures to ensure they are used and have the desired impact. Komin is the ideal tool for creating and distributing your work procedures.

We encourage you to put the tips in this article into practice to create effective work procedures in your organization. If you'd like to explore the subject further, we offer additional resources to help you create work procedures that improve performance and safety on our Komin.io platform.

‍

‍

‍

‍