How to Write a Procedure (+ Free Template)

Documented procedures are essential for any business or organisation. For small businesses, procedures help you step away from day-to-day tasks knowing your team can keep things running.

In larger organisations, procedures form part of a quality management system, ensuring your products or services consistently meet customer expectations.

By having standard procedures in place, you can:

• Ensure consistent outputs

• Give staff clear instructions on what to do and how to do it

• Provide reference points for tasks that don’t happen every day

Why Do We Need Procedures?

• Consistency: Every process runs the same way, every time.

• Clarity: People know what to do, when to do it, and who to ask if something goes wrong.

• Reliability: Even infrequent tasks (quarterly, annual) are carried out correctly.

Key Steps for Writing a Procedure

These steps are adapted from ISO9001 guidance.

1. Align to the Business Process

Understand the process in context. In a small business, this may be as simple as ensuring all burgers have the right ingredients. In larger organisations, it may involve multiple departments, stakeholders, and inputs.

2. Define the Scope

Clarify the start and end of the procedure and who is responsible for each action.

3. Gather Process Information

Map out the process by speaking with the people responsible. This could be a simple list of steps or a complex flowchart across departments.

4. Create a Standard Structure

Use a consistent template to make procedures easy to follow. Common sections include:

• Scope and Purpose

• Definitions

• Responsibilities

• Procedure

• References (checklists, forms, templates)

• Version History (author, approvals, dates, version numbers)

5. Document, Review and Approve

Write the procedure, then have it reviewed by the accountable person. In a large business, this may be a department head; in a small business, it may be you.

6. Communicate and Train

Make sure staff know about the procedure, where to find it, and what to do if something goes wrong. Provide training if needed.

My Formula for Writing a Great Procedure

When in doubt, use the 5Ws + How framework:

• Why – What is the purpose of the procedure?

• Who – Who needs to follow it (roles, teams, or everyone)?

• What – What resources, materials, or information are needed?

• Where – Is location relevant (e.g. multiple sites)?

• When – How often should the task be performed?

• How – The step-by-step process to complete the task.

Mix the order to create the best flow for your readers.

Final Tips for Effective Procedures

• Keep it short and succinct – 1–2 short paragraphs for scope and purpose is enough.

• Test it – Have someone follow the procedure without guidance.

• Keep it up to date – Review when staff change, or your business grows.

• Use simple language – Keep It Super Simple (KISS).

• Add visuals – Screenshots, diagrams, or flowcharts can save paragraphs of text.

Free Procedure Template Download

Now that you know how to write a procedure, it’s time to put it into practice. Download my free Procedure Template and start documenting your processes today.

Need help with Policies and Procedures?

If you need support with writing procedures, policies, or getting your business organised, Ellevate Solutions is here to help.

See our Services or Book a call with Elouise today to simplify your business processes and save time.