Creating Procedures

In my first two weeks at Steps2Life, I began with reformatting the Administration Manual during a company-wide document sweep. It wasn't too long before I could see the glaring gaps in the policies and procedures within the document. Identifying these gaps was just the beginning; the real challenge lay in creating robust, comprehensive procedures that would streamline our operations and ensure consistency across the board.

My first step was to gather input from the staff. By consulting with the clinicians and admin staff, who were directly involved in the daily operations, I gained valuable insights into the practical aspects of our workflows and identified specific areas that required detailed procedures. This collaborative approach ensured that the procedures we developed were not only theoretically sound but also practically applicable and relevant to the team's needs.

Next, I focused on clarity and accessibility. Procedures are only effective if they are understood and followed by everyone in the organisation. I worked to draft clear, concise, and unambiguous instructions, using straightforward language and logical structuring. Each procedure was broken down into manageable steps, with visual aids such as photographs, diagrams and tables where appropriate, to enhance comprehension.

Once the initial drafts were ready, I implemented a review process. This involved peer reviews, feedback sessions, and pilot testing to ensure that the procedures were practical and user-friendly. This iterative process allowed for continuous improvement and refinement, incorporating feedback from actual users to address any ambiguities or potential issues.

Finally, I ensured that the procedures were integrated into the Administration Manual and communicated effectively across the organisation. Training sessions were conducted to familiarise all team members with the new procedures, emphasising the importance of adherence and the benefits of streamlined operations. Regular reviews and updates were scheduled to keep the procedures current and responsive to any changes in the operational environment.

Creating effective procedures is an ongoing process that requires attention to detail, collaboration, and a commitment to continuous improvement. At Steps2Life, this effort has resulted in a more organised, efficient, and cohesive work environment, ultimately contributing to the organisation's overall success.