TABLE OF CONTENTS
In the realm of business operations, the terms “process” and “procedure” are often used interchangeably. While they are perceived to be similar, their differences are distinct and substantial. Understanding the nuances between these two concepts is crucial for effective documentation and organisational management. In this blog, we look at the differences and similarities between the two and understand their significance in the business.
What is a process?
A process is a high-level set of activities that transform inputs into outputs to achieve a specific goal. It represents the “what” of business operations – what needs to be done to accomplish an objective. In essence, a process is more surface-level and is indicative of a business’s efficiency.
What is a procedure?
A procedure, on the other hand, is a detailed, step-by-step set of instructions that describe how to perform a specific task within a process. It represents the “how” – how to execute a particular activity.
Watch this quick video to understand more about the difference between processes and procedures: Process Vs Procedure What’s the Difference
The Power of Capturing Both Processes and Procedures
Documenting both processes and procedures creates a comprehensive operational blueprint that drives organisational excellence. Here’s why this dual approach is crucial:
- Holistic Understanding: Processes provide the big picture, while procedures offer the details. Together, they give employees a complete understanding of their roles and tasks within the process as a whole.
- Seamless Execution: Documented processes outline what needs to be done, while procedures explain how to do it, ensuring smooth and efficient execution of tasks while ensuring consistency.
- Effective Problem-Solving: When issues arise, having both processes and procedures documented helps quickly identify whether the problem lies in the overall approach (process) or specific execution (procedure).
- Comprehensive Training: New employees can grasp the overarching workflow through process documentation and learn specific task execution through procedural guides.
- Balanced Improvement: Documenting processes and procedures allows organisations to optimise at both macro (process) and micro (procedure) levels, leading to more comprehensive operational improvements.
- Clear Accountability: Processes define roles and responsibilities broadly, while procedures clarify individual task ownership, creating a clear accountability structure.
- Scalable Quality Control: Process documentation ensures quality at a strategic level, while procedure documentation maintains quality in day-to-day operations.
- Effective Automation: Understanding both processes and procedures is crucial for successful implementation of automation and digital transformation initiatives.
- Regulatory Compliance: Comprehensive documentation of processes and procedures provides a robust framework for meeting regulatory requirements and passing audits.
Processes vs Procedures: Key Differences
- Scope and Granularity
Process: Broader in scope, encompassing multiple activities and potentially spanning across departments.
Procedure: Narrower in focus, detailing specific steps within a single activity or task. - Flexibility
Process: More flexible and adaptable to changing circumstances.
Procedure: Precise steps that should be followed consistently. - Purpose
Process: Focuses on achieving a business objective or outcome.
Procedure: Aims to ensure consistency and standardisation in task execution. /li> - Level of Detail
Process: Provides a high-level overview of what needs to be done.
Procedure: Offers detailed, step-by-step instructions on how to perform a task. - Measurement
Process: Typically measured by effectiveness and efficiency in achieving the desired outcome.
Procedure: Often measured by adherence to the prescribed steps and consistency of output.
Processes and Procedures: Similarities
Despite their differences, processes and procedures share some common ground:
- Goal Orientation: Both are designed to achieve specific objectives within an organisation.
- Documentation: Both are typically documented to ensure clarity and consistency.
- Continuous Improvement: Both can be subject to analysis and optimisation for better performance.
- Training Tools: Both serve as valuable resources for employee training and onboarding.
- Quality Control: Both contribute to maintaining quality standards in organisational operations.
The Interplay Between Processes and Procedures
Processes and procedures are not mutually exclusive; rather, they work in tandem to ensure smooth business operations. A single process may encompass multiple procedures, each detailing how to perform specific tasks within the broader process framework.
For example, a customer onboarding process might include procedures for account creation, identity verification, and initial customer communication. While the process provides the overall framework, the procedures ensure that each step is executed consistently and efficiently.
In summary, processes provide the strategic framework for achieving business objectives, while procedures offer the tactical guidance for executing specific tasks. By leveraging both effectively, organisations can optimise their operations, ensure consistency, and drive continuous improvement.
Well-defined processes coupled with clear procedures form the backbone of efficient and scalable business operations. Regularly reviewing and refining both is key to maintaining operational excellence in today’s dynamic business environment.
Ensuring Adherence to Documented Processes and Procedures
Documenting processes and procedures is only half the battle. The real challenge lies in ensuring their consistent application throughout the organisation. You might have invested time and resources in documenting accurate and detailed processes and procedures, but they are no good until they are followed by the stakeholders.
So, how can you bridge the gap between documentation and real-world implementation? The key lies in making processes and procedures immediately relevant and accessible to each team member. Effective adherence requires the latest processes and procedures to be available centrally and a mechanism to make sure that any changes are communicated and acknowledged by the stakeholders. There needs to be a governance structure for acknowledging any changes in the process and ensuring that the updated procedures are comprehended by all stakeholders. Additionally, there must be a well-defined mechanism to suggest improvements and review and approve them to drive continuous improvement.
Watch this quick video to see how you can drive Process Adherence: How to drive Process Adherence
Drive Accurate Documentation and Adherence
Clearly to unleash efficiency and productivity, not only do you need clearly and accurately documented processes and procedures but also ensure their adherence. This is where PRIME BPM, an end-to-end Business Process Management platform, proves to be an effective solution. With its in-built templates, drag-and-drop functionalities, and intuitive platform, PRIME BPM empowers organisations to create accurate and standardised process maps complete with procedural information in minutes.
Further, PRIME ensures centralised and easy access to the latest processes and procedures to the stakeholders and promotes process-driven execution.
PRIME BPM empowers front-line staff to suggest improvements directly against published process maps, which can then be approved by Process Owners. Additionally, audit functionality enables defining process audit owners and frequencies for all mapped processes, fostering continuous process improvement.
Explore the process mapping, process adherence and continuous improvement functionalities of PRIME BPM software, take a free trial.