The following steps show the sequence of events needed to construct a new procedure.
1. Determine need- The most important question is whether the procedure is needed at all. There are many situations where a new procedure is not necessary or cost-effective. You might consider getting approval from the controller or CFO before spending the time on a new procedure.
2. Define boundaries- Determine where the procedure documentation is to start and stop, it is possible only a portion of the process need the procedure.
4. Create a draft- Create a first draft of the procedure, using your agreed upon company format, along with sample forms (if any) and a flowchart.
5. Review by users- Have all of the interviewees review the procedure for accuracy. If someone wants to make a document change, ask the other interviewees if the proposed change is accurate for the existing process.
6. Reiterate- Issue a new version of the procedure that incorporates the changes, have them review the document again.
7. Approve- After the reviews have all been done, then a department manager impacted by the procedure should approve the finished procedure.
8. Distribute- A procedure is useless if it is not distributed to the people who need it most, and in a timely manner. Develop a list of positions to which procedures should be distributed to and update it frequently for changes.
NEXT BLOG: WHAT DOES A SAMPLE PROCEDURE FORMAT LOOK LIKE?