This guide is going to help you write a procedure.

Procedures are necessary because they reduce errors, speed up onboarding, protect institutional knowledge, and make sure a task gets done the same way no matter who is doing it.

What is a Procedure and Where is it Used?

A procedure is a documented, step by step description of how to complete a specific task. It differs from a policy, which explains the rules, and from a process, which describes a broader sequence of activities across a team or department. A procedure focuses on the “how.”

Procedures show up in almost every part of an organization. Common places include:

  • Employee onboarding and training
  • Standard operating tasks in operations or manufacturing
  • Compliance and safety requirements
  • Quality control checks
  • IT and software workflows
  • Customer service scripts and escalation steps

The Process at a Glance

Category

Details

Time Required

1 to 3 hours per procedure, depending on complexity

Skill Level

Beginner to intermediate

Tools Needed

Word processor or documentation software, screenshot tool (optional)

Who It's For

Managers, team leads, operations staff, technical writers

Output

A clear, repeatable, step by step document

Best Used For

Onboarding, training, compliance, quality control
Interested In Reading More?

Read Here: How to Write an FAQ Page →

 

Step 1: Define the Purpose and Scope

Before writing anything, decide exactly what the procedure covers and what it doesn't. State the specific task or outcome the procedure is meant to produce. Note any boundaries, such as what happens before this procedure starts and what happens after it ends.

Step 2: Identify Your Audience

Determine who will actually use this procedure. A new employee needs more background and explanation than an experienced specialist. Knowing your audience helps you decide how much detail to include and what terms need defining.

Step 3: Gather the Information

Talk to the people who currently perform the task, or perform it yourself if possible. Make sure you capture:

  • Every action, in the order it happens
  • Decision points and how they're resolved
  • Tools, systems, or forms involved
  • Exceptions and edge cases
  • Inputs needed before the task can start

Exceptions are often left out of procedures, but they cause the most confusion later.

Step 4: Outline the Steps in Order

List out every action in the exact sequence it needs to happen. At this stage, don't worry about polished wording. Focus on getting the order right and making sure no steps are missing.

Step 5: Write Each Step Clearly

Turn your outline into full instructions. Use short, direct sentences and start each step with an action verb. Write one action per step whenever possible.

Vague

Clear

"Process the request."

"Enter the request number in the tracking system and click Submit."

"Check the form."

"Confirm all required fields are filled in before saving the form."

"Handle the shipment."

"Scan the shipment barcode and confirm the quantity matches the packing slip."

Step 6: Add Visuals Where They Help

Screenshots, diagrams, and short tables can prevent confusion, but only when placed carefully. Visuals tend to help with:

  • Software interfaces and click paths
  • Physical equipment or machine settings
  • Forms with multiple fields
  • Comparisons, like the table above

Visuals tend to add clutter when the step is already simple or purely descriptive.

Step 7: Test the Procedure

Have someone unfamiliar with the task follow the written procedure exactly as written, without extra guidance from you. Watch where they hesitate, misread a step, or ask questions. Revise the procedure based on what you observe.

Step 8: Format and Publish

Apply consistent formatting and a standard template if your organization has one. Before publishing, confirm the document includes:

  • A clear title
  • A short description of purpose
  • Version number or date
  • The name of the person or team responsible
  • A storage location the intended audience can easily find

Set a schedule to review and update the procedure periodically.

How Tools Like Wizardshot Can Help with Writing Procedures?

Writing a procedure by hand works fine, but it takes time, especially when the task involves clicking through software or web pages. This is where a tool like Wizardshot comes in handy.

Wizardshot is a browser extension that captures each step you take as you complete a task, automatically turning clicks and actions into a step by step guide with screenshots. Any procedure involving a browser can be documented this way, without manually taking screenshots or writing out every click.

This is especially useful for:

  • Software walkthroughs and internal tool training
  • Web based form completion or data entry steps
  • Admin tasks performed through a browser dashboard
  • Onboarding guides for web applications

Below is a short tutorial made with Wizardshot, showing how it can turn a browser based task into a ready-to-use procedure in a fraction of the time it would take to write one manually.
 

Key Takeaways

  1. A procedure should have a clearly defined purpose and scope before any writing begins.
  2. Know your audience so you can calibrate detail and terminology.
  3. Gather information directly from the people who perform the task, including exceptions and edge cases.
  4. Write one clear action per step, using direct language and action verbs.
  5. Use visuals only where they genuinely clarify a step.
  6. Always test a procedure with someone unfamiliar with the task before finalizing it.
  7. Keep formatting consistent and review procedures periodically to keep them accurate.