How to Use a Process Library?

Why Do Small and Medium Businesses Need a Process Library?

In a small business, tasks are often managed "on the fly." Everyone knows their responsibilities because the team is small, and you work closely together. However, as the business expands, challenges begin to emerge:

• New hires lack understanding of company procedures → training becomes prolonged and error-prone.
• Each person follows their own methods → outcomes are inconsistent.
• Essential knowledge is stored only in people's minds → when someone departs, that knowledge goes with them.
• Customers receive varying responses → the business appears unprofessional.

 A process library is a straightforward overview of all the key procedures within the business. It serves as a company "handbook" that ensures everyone is aligned and the business doesn't rely solely on individual recollections.

Process Library: Resource for Job Descriptions and SOPs

Process library is a central and shared list of business processes, like SOP library - place for describing processes in your company. Here you can add and describe all your processes and activities in a clear process map, a list of all your processes and activities. This will create a list and ready-made template of processes, which you can further use, for example, when describing job roles or for creating SOP, process guidelines and work procedures. It complements your description of guidelines.

How to add and manage individual processes

1. Open the Process Library
2. Enter "Add new process"
3. Fill in the process details
4. Save

How to Use the Process Library for Job Descriptions

• You can create detailed job descriptions by choosing relevant processes and activities from the Process Library.
• Simply combine specific tasks and workflows to define the main responsibilities for each position, ensuring consistency and clarity throughout your business.

Using the Process Library for Developing Company Policies

• You can utilize the catalog to enhance your company policies.
• By linking processes to policies, you can identify which specific processes are covered by each policy or workflow.

A tool for continuous process improvement

• Another use of your company's process library is for companies that are engaged in improving their company processes and using one quality management method or system.
• In this case, you will then use the additional information for each process, assign an owner to each process, and manage and improve your processes in line with the principles of  PDCA.
• Using the attached tasks and minutes, you maintain information and manage the improvement process