Procedures and Processes That Don’t Suck: A Survival Guide

kimgullion
4 days ago
3 min read

Technical Writer Documenting Procedures and Processes that Don't Suck.

Because chaos isn't a workflow.

If your internal procedures are more “choose your own adventure” than “clearly defined process,”

WELCOME—you’re not alone.

Writer Resource can help

Most companies start with great intentions: someone jots down a few steps in a Google Doc, slaps a “FINAL_FINAL_USE_THIS_ONE” label on it, and calls it a day.

Fast forward six months: new hires are confused, seasoned staff are winging it, and IT support just found someone using a 2022 SOP titled “Draft2_Maybe.”

Let’s fix that.

So…What Are Procedures and Processes, Really?

Here’s a cheat sheet:

Processes = The big picture (e.g., how we onboard new hires)
Procedures = The detailed steps to make it happen (e.g., open HRIS, enter employee info, send welcome email)

Together, they’re the secret that keeps teams aligned, compliant, and not reinventing the wheel.

Bad Procedures = Big Problems

Outdated, vague, or MIA procedures aren’t just annoying—they can cost you time, money, and sometimes even clients. How?

🚨 Compliance risks
🧃 Knowledge drain when staff leave
🌀 Inconsistent customer or employee experiences
🔥 Onboarding chaos
🕳️ Productivity black holes

And the worst part? Often, you won't know there’s a problem until something breaks.

Your 5-Step Guide to Procedures That Actually Help

1. Start With the Pain

Before you write a word, ask:❓ Where are people confused?❓ What’s the most frequently asked internal question?❓ What breaks when someone’s on PTO?

Document those things first. That’s your starting line.

2. Interview Your People (Yes, Actually Talk to Them)

No one knows the true process like the people doing the work. Grab 15 minutes with the doers—not just the managers—and get the real steps, shortcuts, and “oh yeah, we don’t do that anymore” notes.

Pro tip: Reward honesty. You want the truth, not the pretty version from the PowerPoint.

3. Write for Humans, Not Robots

Avoid this:

“Initiate workflow protocol 7 per SOP-A429 then submit requisite form 6-B per compliance sub-section 12.”

Try this instead:

“Log in, select ‘New Request,’ and upload the form labeled ‘Request Form B.’ Click Submit.”

Clear beats clever. Always.

4. Add Screenshots, Diagrams, and Decision Trees

People don’t read—they scan. And when they do read, they want to understand it quickly. So help them out:

✅ Visual step-by-steps
✅ Real examples
✅ "If this, then that" branching logic
✅ Icons (we all love a good clipboard icon)

5. Keep It Alive

Documentation isn’t a tattoo—it should change. Set a regular review cadence (quarterly is ideal), assign owners, and add a last-reviewed date.

And if no one owns it? It won’t get updated.

What Not To Do (😉)

❌ Don’t copy-paste from emails and call it done
❌ Don’t assume everyone knows step 3B is “obvious”
❌ Don’t wait for a problem to write it down
❌ Don’t let your docs live only in Janet’s desktop folder

Still Don’t Have Time? (We Get It.)

You’re juggling 14 things and wondering if someone already documented the PTO process… somewhere.

That’s where we come in.

At Writer Resource, we specialize in creating smart, scalable, human-friendly documentation that makes your workflows smoother—and your life easier 👈 That's the best part!