Keep Role Instructions and Knowledge Current
Keep the instructions your team needs in a shared location your business controls. Document recurring tasks, approval points and the context behind decisions. Your business owns its working processes and gives team members the access and guidance they need.
Start with the Work That Repeats
Document a recurring task in the order someone will perform it. Explain what starts the task, where the information comes from and what a completed result looks like. Link to an approved example and show when the person should ask their manager for help.
- The task owner and the person who reviews the result
- Required inputs, steps and a completed-work example
- Checks, exceptions and decisions needing approval
- The document owner and the date it was last reviewed
Keep Instructions Where People Work
Use your approved document or knowledge system and give each team member access appropriate to their role. Link to the current instruction rather than circulating copies that will become outdated. Keep passwords and other credentials in your approved access-management tools.
Who keeps documentation up to date?
Assign an owner within your business for each process. A team member can help draft or update instructions as part of their agreed responsibilities; the person accountable for the process should review changes. Update guidance when tools, approval rules or the work itself change.
Use Documentation in Training and Handover
Work through the instructions with the person doing the task and note where they need more context. Their questions help identify gaps. Include links to current instructions in onboarding and handover notes so the next person can find both the work in progress and the method behind it.
Continue Planning Your Team
Discuss Your Role
Tell us about the work, your team and the arrangements you want to put in place.
Start a brief