Writing standard operating procedures for your company is very important to do, but they need to be recorded properly or they’re all but useless. Below are some of the biggest mistakes that companies make when using procedure software for a small business. Learn these mistakes and work to avoid them for better procedures.
Saving the How But not the Why
One major mistake that business owners make with their standard operating procedure software is that they document how procedures should be done, but they don’t deeply explain why things should be done this way. When training new employees, it’s much more effective to explain how to do something if you have a reason for doing it that way as well. This reinforces the idea and ensures the best training and it’s something that can be done with procedure software for a small business when programmed properly.
Writing Procedures in a Negative Way
One of the worst mistakes that a company can make when using procedure software for a small business is to document procedures in a negative way. It’s important to specifically say what employees should do, rather than what they should not do. For instance, saying “don’t yell” wouldn’t work as effectively as “talk quietly”. It’s likely many trainees will just pick up on the yell and not so much the language around that word.
Writing Wordy Procedures
One of the surest ways to ruin the effects of quality standard operating procedure software is to write up procedures in a long and drawn out way. By stating something in a wordy way, you ensure that most people won’t really grasp the full idea of the procedure. Keep sentences short, and make ideas simple. This is the best way to pass ideas on so they are remembered.
Having Staff Members Write Procedures
Ideally, the procedure software for a small business will be operated by an accomplished writer that knows how to say things very clearly. The trick to making this work is pairing up a writer with a knowledgeable staff member to make sure the procedures are documented accurately. Some small companies have their regular employees fill out the standard operating procedure software because they figure they know the processes best. This is a good idea in practice, but often the writing won’t be as clear as it could be, which is why hiring a writer to work with a staff member is a better approach to using SOP software for small business.
Letting Executives Make the Documents
At some companies, the procedure software for small business owners is operated by the head of the company or one of the high up executives. This is poor practice because they rarely fully understand all the procedures. Instead, they need to be filled out at a lower level in the company.
There are many mistakes being made every single day at companies when it comes to standard operating procedure software. That’s why it’s so important to take steps to avoid as many as possible, and this list should help you get started with that. Read through it and apply what you learn when you use SOP software for small business next time.