How to Create Business Processes Your Team Will Actually Follow

You did it. You spent hours documenting your business processes. You meticulously detailed every step, every expectation, every possible scenario.

And your team? They should be thriving.

Instead… they’re not using them at all.

If this sounds familiar, welcome to the club. Writing business processes is one thing—getting people to actually follow them is an entirely different battle.

But don’t worry, it’s not hopeless. Let’s break down how to create processes that don’t just look good on paper, but actually work in real life.

Why Most Business Processes Fail (And How to Fix Them)

1. They’re Way Too Complicated

If your process document reads like a legal contract, your team will never use it. The simpler, the better.

? Use clear, direct language—skip the corporate jargon.

? Break tasks into small, actionable steps (nobody wants to read a 20-step saga just to send an invoice).

? Add screenshots, GIFs, or short videos for clarity.

2. They’re Hidden in the Abyss

If your team has to dig through ten folders, three logins, and a PDF from 2017 to find your processes, they’ll just ask you instead.

? Store them where your team already works—Google Drive, Notion, ClickUp, etc.

? Make them searchable—no one wants to guess where they’re stored.

You can take this a step further by using tools like MyAsk.AI (not a promo, just a site I really love) to create a tool that allows your team to ask their questions directly and get an answer back directly from your documentation. Taking this additional step is a game-changer for both efficiency and quality of work. (If you want to try before you buy, MyAsk.AI also offers a 30-day free trial!)

? Attach them directly to relevant tasks or tools (e.g., link the ‘How to Submit an Invoice’ guide inside your invoicing software).

3. They’re Never Updated

A stale process is worse than no process at all. If things change but your documentation doesn’t, your team will ignore it.

? Set reminders to review processes regularly—quarterly or biannually works well.

? Assign ownership—someone should be responsible for keeping them up to date.

? Make updates fast and easy—no bureaucratic hoops to jump through.

4. They Don’t Explain the ‘Why’

If your team doesn’t understand why a process exists, they won’t follow it.

? Show how the process saves time, reduces mistakes, or makes their lives easier.

? Explain the consequences of not following it (because “this is how we do it” isn’t compelling enough).

? Get buy-in from your team—ask for feedback and adjust accordingly.

How to Build Processes That Actually Stick

Step 1: Identify What’s Worth Documenting

Not everything needs a process—focus on tasks that:

?? Are repeated often

?? Waste time due to inefficiency or confusion

?? Have high consequences if done incorrectly (e.g., client onboarding, invoicing)

Step 2: Keep It Stupidly Simple

Processes should be so easy to follow that a new hire could do them on Day 1.

? Use checklists instead of long paragraphs.

? Keep instructions short and to the point.

? Visuals > Text—a quick Loom video or flowchart beats a giant wall of text.

Step 3: Make It Impossible to Ignore

If you have to remind people to use a process, you’ve already lost. Instead, bake it into their workflow.

? Link SOPs directly inside project management tools (e.g., attach “How to Onboard a New Client” inside Asana tasks).

? Automate reminders—set up Slack or email nudges if a process isn’t followed.

? Train your team on where to find processes and make them part of onboarding.

Step 4: Get Team Buy-In (Or Watch It Fail)

Nobody likes being told “follow the process because I said so.” If your team doesn’t trust or understand the process, they’ll find ways around it.

? Involve them early—ask for their input when designing workflows.

? Let them test the process and give feedback.

? Make it a team effort—not just “management’s idea.”

Step 5: Review, Improve, Repeat

Processes aren’t set in stone. The best businesses continuously refine them.

? Schedule regular check-ins to update workflows.

? Encourage your team to suggest improvements.

? Track what’s working and what’s not. If a process keeps getting ignored, ask why?

The Bottom Line: Work Smarter, Not Harder

A well-documented process is only useful if people actually use it. Keep it simple, make it accessible, and get your team involved. That’s how you turn good intentions into real results.