The Pros of Creating Procedure Lists and how to Start Yours Today

Do you have issues remembering every step of your business process? Get frustrated when you forget a step? Do you feel you can’t delegate a project because you are afraid the other person will miss a crucial step? Well, you are not alone. All small business owners have these worries. Today, we are talking about the pros of Procedure Lists and to start making yours today.

For a small business to succeed, the company needs to have structure. Step-by-step instructions documented will help the person doing the task and allow another to do the duties if the individual is unexpectedly out or on vacation.  Creating procedure lists and checklists goes a long way to making this process transparent and professional.  Well, making lists help in many ways. Here are nine benefits of creating lists for your small business.

“Nothing is particularly hard when you divide it into small jobs.” – Henry Ford – Read about the pros of making checklists in a small business. Click To Tweet

9 Pros For Making Checklists In Your Small Business

1. Having a list written down will free your mind from doing other tasks and projects.
2. Making a list will allow you to quickly hand off the duties to someone else, especially if you do not like doing the project.
3. For tasks that are done quarterly or even yearly, it helps remind you of the different tasks that need to be done.
4. If you have an emergency and can’t finish a job, you can hand the incomplete list of tasks over to someone to finish it for you.
5. It makes you more aware of the processes you are establishing in your business and highlights the areas that can streamline the process.
6. Procedure lists help employees with orders and processes to follow. They will feel more in control of new projects and less stressed.  They can then modify and refine the list as they do the tasks.
7. You can change between projects easily on a particular day.
8. It allows you to focus on what needs to be done with that particular checklist task.
9. You are in more control of all the projects in your business.

“Goals are good for setting a direction, but systems are best for making progress.” – James Clear Click To Tweet

Though remember, the primary disadvantage of making procedure lists is the time it takes to make the initial list and the time required to modify the list regularly. Updating the list every year to refine your process does help keep your system working efficiently.

"Start by doing what’s necessary, then what’s possible, and suddenly you are doing the impossible.” – Francis of Assisi Click To Tweet

I hope this convinces you that it is an important aspect of a small business. Let’s continue below if you are ready to make a comprehensive list for your small business projects. These steps will help you get your list started and hopefully save you time and money in the long run.

Determine where to start.

But how do you start with going about creating a procedure or checklist? First, start by documenting any process that is repetitive. This step could be the method you use for invoicing, bill paying, sharing posts online, preparing newsletters, tasks you do not often do, or even direct communication between client tasks. Start with any project that has several different components involved.  Think of the ones that take the longest to do or are more complex.  These projects will benefit most from a documented procedure or checklist.

Pick the process to document.

Now, choose one process to document. While going through the process, document each step.  Be sure to include details like the website name, where to find the detailed information needed for the process, and any reference information that may be required. Type it up so you can easily reprint it for future use and modifications.

Test your created list.

The next time you have to do this project, pull out the list and use it. Pretend you do not know what to do and rely on the list. Ask yourself, is there anything missing in the process? Write those steps down and then modify the original copy.

Test the procedures again. 

If your list is missing significant steps, rerun the test by printing out the updated checklist copy and make sure you have included each step. And, if you still missed some steps, revise the procedures again. It’s OK if it takes some time. Lists that are this detailed are bound to have missing steps.  However, by doing these test runs, you will easily see what is missing and what needs to be included. You can also hand it off to an employee or subcontractor to do the process and analyze it. Having someone else do the steps allows you to see what areas need more detail.

Laminate the procedure list for future use. 

Now that the list is completed and detailed, you can print it out and then laminate it. I like to do this with shorter lists or processes I often do (say every week), so I can easily use a dry-erase marker and wipe it off when I am done. This task allows me to reuse it another time without wasting paper. Saving lots of trees and money on paper.

Inform others of the procedure list.

This step helps keep communication open between you and your employees or subcontractors. It shows them exactly what you are looking for in a particular project.

That’s it. This process will make you more productive and, above all else, less stressed about the tasks. And if you need help making a procedure list, I can help. Feel free to check out my Procedure Evaluations and Refinement Services.

Below are some other articles about procedure lists in a business for extra tips and inspiration.

10 steps to start your business

Step-by-Step Procedures in Starting a Small Business

6 Policies Your Small Business Should Put in Writing Today

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