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effective way of streamlining everyday operations , ensuring the quality of your work and saving time the next time the same task needs to be executed .
The procedure description is a more elaborate description of the business process , which may refer to the business ’ s sales process . The procedure description describes the whole sales chain , from the point when a customer subject is registered , is contacted by a sales representative , an offer is written , an order confirmation or a contract is sent to the point where an order is finally delivered . The advantage of making such a procedure description is , of course , that you decide , once and for all , which procedure is the best and the description simultaneously ensures that it is consistently followed .
Another way of describing how a business operates is a company policy . A company policy might for example relate to the company ’ s personnel policy . By using headings from A-Z , you can describe the business ’ s policy on everything from areas of responsibility , back-up procedures , email , lunch arrangements , working from home , salary negotiations , work hours , sick days etc . A company policy will make clear , which “ house rules ” apply and which agreements you have entered into in the business .
An even more comprehensive documentation of a business process can be to produce a business manual , which describes in detail how the business ’ s external collaborators or partners should execute their tasks . A business manual might describe in what way the business should take part in an annual fair , and how the various employees and suppliers should set up a sales stand . It might also be a design manual , which describes the graphic rules , which suppliers of printed material and online marketing need to comply with . If you are selling a product by means of distribution channels , it could be a distribution description of how your partners can best market , sell and deliver the product to the market they operate in .
Regardless of which method you choose to document your business procedures , it is important to aim for descriptions that are so good that they can function as a guideline , allowing others besides yourself to complete the given tasks .
In the long run , the business will then be able to operate independently of its founder and owner , a development which makes the business more robust , and affords the entrepreneur the freedom to use his creative powers on new innovative projects .
The road to efficient business procedures
Documenting the business processes does not automatically make them more streamlined or efficient . To achieve this and gain a competitive edge at the same time demands a particular overview of the processes and a systematic attempt to improve them . One method of doing this is the so-called “ Lean method ,” originally developed to optimize the production process on assembly lines of companies like Toyota , among others .
A startup can also use the healthy , lean principles when seeking inspiration for how to become more efficient on a day-to-day basis . One of the most obvious principles is to look at the business processes and evaluate whether they actually produce value for the customer . Sometimes a business has internal processes or habits , which the customer neither sees nor benefits from .
In order to determine what really creates value , you need to establish a dialogue with the customer and identify what is most meaningful in the relationship . For example : is it 100 % consistent quality that is most important to the customer or is it the opportunity to have a chat when it is needed ?
Another lean principle is to eliminate “ wasted-time ” and inefficiency . Entrepreneurs typically do not expect to find a lot of wasted-time and inefficiency in their businesses , but if they take a closer look , they will often encounter irregularities . This could happen if e . g ., an assignment changes hands too many times , or that employees sometimes do not
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13 PACIFIC BUSINESS PARTNERS JUNE 2023