How to Write Procedures—A Painless Guide

Ever feel like you’re reinventing the wheel every time you onboard a new team member or roll out a process?

I’ve been there, too—where things feel organized until suddenly they don’t, and you realize just how much clarity and consistency are missing.

Enter documented procedures: the unsung heroes that can transform team productivity, reduce confusion, and keep everyone on the same page. Think of them as the guardrails keeping your and your team’s work on track.?

As I started editing content for ClickUp and we onboarded new editors, I helped create procedures and SOPs that would preserve ClickUp’s brand identity—despite our varying editorial styles.?

In this article, I’ll share how you, too, can write procedures.?

Why Documented Procedures Matter

I used to think procedures were just bureaucratic “must-dos,” but once I actually saw the impact, it changed my approach.?

Clear, well-written procedures do so much more than check a box—they build efficiency, reduce redundancy, and ensure every team member understands their role and how they contribute to the bigger picture.

The results are obvious. No last-minute questions, no miscommunication, and most importantly, no fire drills. When you’ve got procedures that work, your team spends more time doing and less time asking, “Wait—who’s handling this?”

How Procedures Improve Efficiency and Productivity ??

At ClickUp, we try to document even the simplest procedures so they can serve as signposts for new team members and reference materials when we forget key steps or feel lost during a routine activity.?

Think drafting blog posts on WordPress, raising invoices, requesting IT assets, etc.

Not only do such procedures prevent redundancy, but they also create a streamlined way for us to share knowledge, collaborate, save time, and maximize productivity.

What Procedures Can Do for Clarity and Consistency ??

As a marketer, I can’t overstate the importance of clarity. When procedures are in place, everyone knows the “how” and “why” of a task. Think about it—this means less back-and-forth, fewer mistakes, and more consistency in how work gets done.

Example: We implemented a step-by-step WordPress checklist for ensuring accuracy and consistency in our blog posts, and it immediately cut down errors like missing alt texts for images, incorrect anchor texts and hyperlinks, typos and casing errors in the content, etc.?

Now everyone on the team knows what’s expected, and how to do it, which keeps us on track to crushing our publishing goals.

Supporting Compliance and Reducing Risks ??

Compliance is often one of those “not-my-department” things we tend to ignore—until it matters.?

For example, if you’re writing about sensitive topics like neurodivergence or mental and physical health, skipping a step could lead to non-compliance, potential fines, or worse, irreparable damage to your brand image. Documented procedures give you a structure that ensures you stay aligned with both internal and external requirements.

This is why you’ll see companies posting disclaimers when writing on sensitive topics.

??Pro Tip: Regularly review procedures to ensure they meet current legal requirements and best practices.

Continuous Improvement: Adapting Procedures as You Grow ??

If the last few years have taught us anything, it’s that business needs can change overnight. Think back to when everyone was scrambling to set up remote work systems. Procedures that were fine for in-office setups became obsolete in weeks.

I’ve learned that procedures aren’t set-it-and-forget-it. Revisiting them regularly keeps your team responsive and prepared for change.?

My go-to? Setting a Recurring Task in ClickUp for quarterly reviews—these can be lifesavers when you’re growing fast or adapting to new norms.

Simplify Training and Onboarding ????

Training new hires can feel like a monumental task, but having documented procedures gives them a solid foundation. Rather than shadowing or relying on others to explain each task, they have a clear roadmap. And for experienced employees, these documents offer a quick refresher for rare or complex tasks.

Having access to editorial guidelines and checklists, together with walkthrough videos in ClickUp, helped me and the other editors get up to speed faster. We weren’t asking the same questions over and over; instead, we had a “how-to” guide we could refer to anytime.

How to Write Procedures That Work ??

Writing procedures doesn’t have to be complex, boring, thankless work.?

You can get started with something as blank and simple as a ClickUp Doc, no fancy tool needed.?

ClickUp Docs come with built-in rich-text formatting, so you can add headings, demarcate sections with banners and highlighted text, add emojis, bold and italicize text, and even insert images, GIFs, links, videos, etc. right within your procedure guide for better clarity and readability.

Here’s a quick overview of how to go about creating procedures:

1. Define the Purpose

Start with a clear goal. What problem does this procedure solve? Who benefits from it? Getting specific keeps your procedures relevant and effective.

2. Align with Business Goals

Your procedures should directly support your team’s or company’s objectives. Involve stakeholders to ensure alignment and buy-in from those impacted. Dictatorial procedures won’t get you anywhere!

3. Structure Consistently

Templates are your friends here. Set up a standard format for procedures, whether through an SOP (Standard Operating Procedure) or a custom template. Consistency makes things easy to find and follow.

I recommend these ClickUp templates to start with:

• ClickUp’s Process and Procedures Template: Map each step of your process in detail and add the required documentation to support it—in one place
• ClickUp’s Standard Operating Procedure (SOP) Template: Use ClickUp’s Custom Task Statuses, Fields, Views, project proposal management features, and ClickUp Brain to create clear, credible SOPs and share them as a single source of truth for your entire organization.?
• ClickUp’s Procedure Template: Document processes in an appealing flowchart format

4. Use the Five W’s Approach

• Who: Identify the responsible person or team.
• What: Outline the specific task or goal.
• Where: Specify the platform, tool, or location for each step.
• When: Outline timelines or deadlines for accountability.
• Why: Include context to connect each step to the bigger picture.

5. Embrace Version Control

Keeping procedures up-to-date and organized is key. I’ve seen too many great processes buried because the latest version was lost. Using a system with version control ensures everyone’s on the same page. And yes, before you ask, ClickUp Docs does offer version control.?

Dogfooding ClickUp for writing SOPs has transformed our procedures into living, accessible resources—no more dusty manuals or outdated guidelines. If you want to try it for yourself, sign up for ClickUp here.

Ready to Step Up Your Team’s Efficiency? ??

If you’ve ever felt like procedures are a hassle, I get it. But when done right, they give your team the clarity and efficiency needed to deliver their best work.

Have you ever had a procedure that changed the game for you? Or maybe one you wish had been in place sooner? Drop a comment below—I’d love to hear your insights!