How to Write Office Procedures

An employee's signature acknowledges that she understands the office procedures

Office processes and protocols serve as a guide for employees and management-level staff. Use them to clarify what's expected of employees, and to hold them accountable for following those procedures. For example, keep employees aware of safety goals and accomplishments by posting number of days without incidents. Update the office manual as necessary.

Things You'll Need

• Detailed list of office positions
• Layout of office and emergency exits
• Employee time-tracking method and pay schedules
• Organizational chart

Instructions

Establish Procedures to Achieve Company Objectives

1. 

   Create a thorough list of operational challenges within the office (for example, fiscal and safety challenges), and write step-by-step procedures that meet those challenges. Make descriptions clear and concise so that personnel unfamiliar with these processes may perform them easily.

2. 

   Identify the nearest evacuation exits and establish safety compliance and exit procedures. Designate a safety representative to ensure all offices are unoccupied and all employees accounted for during drills and actual emergencies.

3. 

   Document a time-tracking process, time-reporting process, and pay schedules for employee reference. Clarify when employee time reports are due for payment processing, and any documentation requirements for vacation, sick leave, and late reporting.

4. 

   Document any expectations for ethics and employee conduct (for example, regarding personal use of computer equipment and telephones, discretionary spending, and so on). Conduct period spot checks of compliance, and address any violations immediately.

5. Post an organizational chart in several places around the office, so that employees are familiar with the reporting structure.

6. 

   Test your office procedures by asking an individual who is unfamiliar with the procedure to perform each one step-by-step. Modify or update as necessary until you have reached a final draft.

7. Ask employees to read and sign the procedures, to ensure that they both understand the requirements, and agree to comply. Keep these signed copies with the employees' personnel records.

Tips & Warnings

• Designate a person to be responsible for procedure modifications and updates

References

• Writing Procedures to Increase Control
• 7 Steps to a procedural manual

Resources

• Writing Policies and Procedures
• US Department of Labor