🎒 Microlesson

🪞 Reflect

How many processes do you follow that are not documented, like resolving customer issues, screening job applicants, or writing a newsletter? 

💡 Concept

Documenting recurring processes is a vital practice in any team to ensure consistency, efficiency, and the transfer of knowledge. In distributed teams that span multiple time zones and schedules, documenting standard operating procedures (SOPs) makes it easier to complete work and get answers at any time, from any place. 

Even if you’re currently the only one completing a recurring series of tasks, creating SOPs is a good idea. Not only does it prepare your team for when you’re on vacation or ill but it also helps you to identify inefficiencies in your workflow. 

Documenting processes may seem daunting, but not if you just start with one at a time. 

Format

Choose a format for your SOP: If it’s a simple series of steps, a document with illustrative screenshots might be the best way to capture the process. If it’s more complicated or involves navigating an app or web interface, consider recording a screencast with a tool like Loom. 

Content 

Start by breaking down a process into its essential steps, outlining each in a clear and logical sequence. Include any necessary details, such as tools or resources required, potential challenges, and best practices. 

Strive for clarity and simplicity in your documentation by using language that is easily understandable and avoiding unnecessary jargon or technical terms.

Use the simple template below to structure your SOP. Text in red indicates instructions that you can omit when creating your SOP.

Purpose

[Insert: What is this SOP for? When is it used?]

Users

[Insert: Who/what team(s) uses this SOP? Who needs to be notified if there is a significant update?]

Standard Operating Procedure 

[Describe the action, linking any resources that are needed in order to complete it. Add any screenshots or recordings to demonstrate the action being completed. Use numbered steps so the order of operations can be followed consistently and so you can easily refer to a particular step in the process.] 

Access

Finally, make sure your documentation is easily accessible to everyone who needs it. Utilize centralized platforms such as shared drives, project management tools, or intranet portals to store and distribute your documentation. That way, the information can be easily located and accessed by the people who need it. 

By documenting these recurring processes effectively, you empower your team to work more efficiently and collaboratively, driving continuous improvement and team success.

🎬 Take Action

• Choose one recurring process to document. 

• Choose an appropriate format for your SOP. 

• Document the process using the format you’ve chosen. 

• Store your SOP in a location where others can access it. 

• Share your SOP with team members. 

• Repeat as needed!

✅ Check In

🧠 Keep Learning

Learn more about documenting processes in the Remote Work Certification program. 

🎁 Learn with your team!

Refer our weekly microlessons to your team members to learn as a group! Just follow the instructions in the section below to get started.