Foundational Processes

ProcessesOperations and Running the Business
Written By Mollie Watkins

Who, What, When, Where, Why, and How to Measure

Foundational Processes Comprehensive Consulting

Well-defined processes are the backbone of a small business' success. They not only guide the flow of the business but also bring clarity to tasks, ownership, completion, and purpose, thereby enhancing efficiency and productivity.

There are various types of processes that are related to the foundational, core areas of small businesses, such as:

 

Running a business

An example of a foundational process for running a business is your business's payroll process. Ensuring you have a clear, defined process for payroll ensures everyone receives pay for their work, and the pay is accurate to the time employees have logged. Here’s an example of a process for payroll:

On Thursdays at 2 p.m., Susan, the small business owner, enters payroll into QuickBooks (utilizing online time cards). At 3 p.m., Cathy, her admin assistant, prints checks and places them in the safe so that Susan can review them and then give them out on Friday.

This process enables multiple sets of eyes to review and verify that everyone receives the pay they are entitled to, allows for numbers to be double-checked, and ensures the process is completed by a set deadline every time. 

 

Marketing

Important marketing processes include ones that increase sales opportunities and improve follow-up rates. Here’s an example of a process for this:

On Tuesdays at 1 pm, Veronica, the office manager, runs a program that sends mail to prospects downloaded from the agency’s database. Then, she uploads the list of leads gained from the mail into a lead tool for follow-up by the salespeople. The lead tool includes a follow-up workflow to remind salespeople when to try again and when the lead is closed. Phone calls and activity logs are reviewed by the office manager and the small business owner on Fridays to identify opportunities for improvement, and these findings are then discussed with team members during one-on-one meetings on Mondays.

This process utilizes various programs and lists to track every step, and it is followed up with team reviews to identify areas for improvement. 

 

Hiring/Onboarding

Finding employees who would be a good fit for your business is achievable with good hiring processes. Here’s an example of a hiring and onboarding process:

Jane, a small business owner, posts a position on LinkedIn on Monday shortly after opening. On Friday, she logs in to LinkedIn and creates a list of qualified candidates who fit the position's needs. The following Monday, Beth, Jane’s admin assistant, takes the list and contacts the potential candidates to schedule interviews throughout the week. On Thursday, after Jane and Beth have interviewed the candidates, they meet to discuss who they believe would be the best fit. On Friday, after a decision has been made, Jane contacts the candidate they believe is the best fit and schedules their first day to begin the onboarding and training the following Monday.

This process uses online hiring resources to narrow its search and filter candidates who fit the job requirements. After two members of the business's management look over and interview those they both see as good fits, they meet to make a final decision. This process enabled the search, interviews, and decisions to be made quickly and efficiently, ensuring the position was not left vacant for too long. 

 

Tips on how to maximize the efficiency of processes

Assign specific people to specific tasks

For multi-step processes, having the tasks split up and shared by multiple people can be beneficial. It can bring more eyes to the system to catch errors, if any, and it takes stress off all those involved because the whole process isn’t on one person’s shoulders. 

 

Standardize the processes

The best way to ensure that things are done correctly every time is to establish a standard process flow. The best way to standardize processes is to set completion dates, have a specific list of steps, and, if others need to be taught the process, teach it the same way to every new person. 

 

Document your business’ processes

Documenting your process can be helpful in preserving a paper trail, so to speak, in case little steps were forgotten or just to double-check what has been done.

 

Review your processes

Take the time to review the existing processes and see if there are any updates, changes, or new processes that would improve your business's performance. Reviews like this are best done quarterly or annually. 

For more information on processes in your business, check out these articles:

Your business has many processes that are vital to its smooth operation. It is incredibly important to maintain these processes and review them as needed. Whether your business is just starting out or has been around and just needs a change, or if you’re just wanting to make sure you have all your ducks in a row for your business’s processes, Comprehensive Consulting Solutions for Small Businesses would be happy to help you go over your business’s processes with you during a free consultation! 

 

Read More Blogs:

Mollie Watkins https://www.consultingnwa.com
Previous

Questions for Small Businesses
Next

Are You Inspecting What You Expect