How to Create a List of Business Processes

How to Create a List of Processes in Small and Medium Businesses?

Do you want a clear understanding of how your business functions? Creating a list of processes is the first step to establishing order in your company, ensuring everyone knows their responsibilities, and simplifying the training of new employees or enhancing efficiency. You have two ways to approach this:

1. Conduct your own process analysis – use a sheet of paper or a spreadsheet, review key areas of your business (sales, purchasing, HR, customer service) and systematically list all the processes running in your company.
2. Use a pre-made framework, a prepared list as a guide – instead of starting from scratch, use a sample list of processes. This will provide you with a basic structure that you can modify to suit your company's specific needs.

Whether you choose the first or second approach, the result is a comprehensive list of your company's processes – a clear, understandable overview you can rely on for daily operations and future growth.

How to Create a List of Business Processes: A Step-by-Step Guide

Step 1: Compile a List of Your Core Processes

Begin by listing the 8–10 most essential processes for your business. Based on our experience, we suggest starting with this list:

• Sales and Marketing
• Operations (Production or Service Delivery)
• Customer Support and Service
• Human Resources (Recruitment, Onboarding, Training, Offboarding)
• Finance and Accounting
• Information Technology and Data Management
• Asset, Equipment, and Facilities Management
• Procurement and Vendor Management
• Quality Assurance and Safety
• Business Strategy and Planning

This is not meant to be exhaustive—it's about creating a basic framework that provides structure. Alternatively, you can use a pre-made list of processes suitable for small and medium-sized businesses.

Step 2: Provide a Brief Description of Each Process

For each process, document the following:

• Its purpose (Why it's done)
• The responsible party (Process Owner)
• A general overview of steps (How it's done)
• Expected results (Process Output)

TIP: Keep it concise; this is not meant to be detailed ISO documentation.

Step 3: Centralize the List and Descriptions

Ensure that everyone knows where to find the list and descriptions of processes. A single, clear location prevents confusion and eliminates multiple email versions. It should be easily accessible to everyone in the company.

1. Use a shared document or spreadsheet (e.g., Excel, Google Sheets)
2. Utilize company intranet or tools like Notion or Confluence
3. Consider using the Process Library in Aptien

Step 4: Keep the List Updated

• Processes evolve. What worked last year might not be effective today.
• Assign an "owner" to each process responsible for updates.
• Include the date of the last revision.
• Review processes annually or during significant changes.

Step 5: Make the Process Library a Practical Tool

• People will use it only if it serves them well. Therefore:
• Use clear, straightforward language.
• Link to checklists, forms, and templates you already use.
• Include the library in the onboarding process for new employees.

Summary

• List of processes  - a process library is not just documentation but a tool that helps prevent chaos, saves time, and minimizes errors.
• Facilitates quick training of new employees
• Ensures consistent results
• Reduces reliance on individual employees
• Provides clarity and oversight during company growth
• Start simply—with a list of ten core processes and a brief description