If you’ve just started documenting your procedures, you know how much work goes into writing clear procedures.
If you don’t know, here’s an estimate we follow:
- 5 hours = 1 page. <—- This is for procedures that have never been documented before.
- 2 hrs = 1 page. <—- This is for procedures that need to be updated, revised, or restructured.
Yep, you read that. Writing clear procedures is not a quick task.
But here’s the kicker: once you’ve got everything down on paper (or, better yet, in a digital doc), you’re still not done.
Your business is a living, breathing thing, constantly changing. That means your procedures need to be updated regularly.
Growing fast? You should revisit your documentation every couple of months. More of a steady Eddie? A semi-annual review should do the trick. Letting it gather digital dust will only make things harder down the line.
If you haven’t structured your document properly, updating your procedures can become A LOT of work. Here’s how to make this task easier:
- Break It Down
When we think of an operation manual, we typically think of one big A** document. This document covers the A -Z’s of running your business. Sounds good right?
The problem with this type of manual is that it takes a one-size fits all approach to who needs to know what in this business. What’s worse is that it dilutes messaging around who is responsible for what. And when it comes to updating this manual makes it an unnecessary behemoth of a task.
Instead, focus on structuring your documentation around core business functions. This makes it easier to assign information based on roles and responsibilities. It also makes it easier to find relevant content and keep it updated in the future.
- Go Digital
Use an online platform to keep your procedures in check. Think of it as moving from a physical library to having an e-reader that holds all your books. An online system (like a Learning Management System, LMS for short) can be a game-changer. It makes updating a breeze and sharing those updates with your team even easier. Not sure which platform to use? No worries; reach out to us, and we can help match you with the perfect fit.
- Talk It Out
Last but not least, keep the lines of communication open with your team. Make it super easy for them to tell you when something’s out of date, missing the mark, or just plain confusing. This feedback loop is golden—it keeps your manual useful and makes everyone feel like they’re part of the team effort.
By adopting these strategies, you’ll find that keeping your operations manual up-to-date is less of a chore and more of an ongoing conversation with your team. It’s about making sure this living document grows and adapts with your business, in the most pain-free way possible.
