This document introduces processes and procedures. A process is a series of interconnected tasks, described in a table or diagram showing the order and relationships. A procedure describes a single task in detail through steps and instructions. Procedures are created to optimize operations by eliminating unnecessary tasks and ensuring work can continue if someone is absent. Workers are responsible for documenting the procedures for their repetitive tasks, with support from process managers. The goals are to have procedures for all repetitive tasks and processes describing all company workflows to improve sustainability and competitiveness through continuous improvement.

1. INTRODUCTION TO PROCESSES AND
PROCEDURES
• What is it?
• What do we need it for?
• Who has to do it?
By: Lars Hempel Hedegaard – Project Manager

2. WHAT IS IT?:
Processes:
Procedures:
A process can be compared to a chain of tasks (joints). As an example the development of a new piece of furniture,
the production of a toilet and so on. The process consists of a series of tasks – like for a furniture you need raw wood
machined into planks, then to boards, then finished parts and at the end they all have to be packed.
The process is described in a table, and with the help of figures and
arrows it shows the order of the tasks. Each task is then referenced to a
procedure.
A procedure describes a single task in the process (chain). As an example, the creation of a sales order, machining of
an item, creating a certain report ans so on. The procedure consists of a ”step-by-step” task description with text and
pictures, which ensures that the basics of the task can be done based on the procedure alone.

3. WHAT DO WE NEED IT FOR?:
Describe the current situation:
Analyze and optimize:
All healthy companies wishes to optimize and work smarter. Any optimization of procedures should be done based on the following base principles:
• “Usually” is DEAD!:
• In the company you always have to think new, a phrase like “I usually just do like this” can be poison to a
company. Of course many of the tasks we “usually” do are good tasks, but all repetitive tasks should be
examined to assess whether it could be done easier, better or simply eliminated.
• Easy does not equal smart:
• Every time you think: “I’ll just do like this… it is easier”, it is important that you consider if your actions has
an effect on any coworker’s tasks. Making something easy for yourself can make it time demanding for
other coworkers. Hence it is important to communicate with coworkers about procedures, describe
procedures and then sticking to them.
• Unnecessary data is unnecessary:
• Many workers spend time creating reports, make statistics or other follow up information. The necessity of
these tasks should be reevaluated – If no one reads or uses what you create, then there is no reason to
create it.
The purpose of all this is of course to make it as easy as possible to do your job, and at the same time ensure that repetitive tasks does not take more
time than necessary. Any optimization frees up time – time better spent on the really fun stuff… Growth!
So, boiled down:
“Does anyone use what I create?” – “How can my tasks be done better?” – ”What effect does my change have on others?”
The first time a procedure is written it must be a reflection of how the task is completed right here and now, not a description of how it should be ideally.
This makes it possible for the company to ensure that all tasks can be completed, even if the responsible worker falls ill, goes on maternity leave or in
some other way is absent from the company. Also, the optimization of a procedure or process can only take place once the current situation has been
described. Most companies experience a continuous and healthy replenishment of workers, maybe due to retirement, rotation, advancement or simple
replacement. In these cases a precise description of processes and procedures will ensure that new workers are quickly and effectively introduced to
daily tasks. Job training will never be removed, but can be reduced significantly with the help of process and procedure descriptions – And the coworker
in charge of job training is able to turn his/her focus back on his/her own tasks a lot faster.
”Your situation
should not be
your destination
– but your
motivation”

4. WHO HAS TO DO IT?:
Processes should be described by process and procedure responsible personnel, with the support
of workers in the individual departments.
Procedure descriptions are done by workers in the individual departments, with the support of process and
procedure responsible personnel. So here it is the worker who has to step up – Those who do the daily tasks are
best equipped to describing the procedure, and has the insight in how the task is done, wich pitfalls there are and
when there are exceptions to a rule.
So, it is the individual worker’s responsibility that procedure descriptions are created on all repetitive tasks, for the
position the worker has.
Writing a procedure description is a time consuming, and at times slow process and the most important thing is of
course, that writing procedures does not affect the workers ability to complete deadlines on daily tasks – Luckily,
writing procedures is something you can go back and forth to and if you have 10-15 mins to spare from time to
time, then the opportunity to write procedures should be taken. This way you slowly but surely move towards the
end goal
Processes:
Procedures:
And the end goal is:
• To write procedures on all repetitive tasks in the departments of the company.
• To describe all workflow in the company through process descriptions.
And then through continuous improvement, increase the company’s sustainability and competitiveness.
”If you want to get there quickly – Do it yourself.
If you want to get far – Do it together”