Virtual Teams and Small Businesses: Procedure Manuals Are A Must!

You might think, “It’s just me and my virtual assistant–why do we need to have a procedure manual?”

Even if it’s just the two of you, it is still a great investment in your business to start compiling a procedure manual. Why?

Here are 5 reasons why you should start building a procedure manual today:

1 – For one thing, it is a teaching aid.

You assemble the procedure one time, and then every time you or your virtual assistant does the task, you can just look at your procedure manual to see the step-by-step instructions on how to do things.

2 – It helps keep you in the loop.

As your virtual assistant takes on more and more of your work, she may be doing things that you haven’t done before or things that you’re not that familiar with. By having a procedure manual in place, you will be able to do what your virtual assistant does, if needed.

3 – It helps you plan for the future expansion of your team.

As your business grows, roles may change in your business. Your virtual assistant may start out doing some things that you later want to assign to someone else. If you have a procedure manual in place, the integration of new team members is relatively seamless.

4 – It helps you present a consistent business “face” and message to your clients.

This is especially true when it comes to customer service. You will most likely have “frequently asked questions” (FAQs) that come in via customer support. By having a FAQs section of your procedure manual, the same answer can be given for whenever a customer asks a common question. That way you aren’t giving out conflicting information. It also saves you time because you (or your virtual assistant) don’t have to start from scratch formulating a reply every time a particular question comes in.

5 – It keeps the level of the work that’s done in your business consistent.

No matter who is doing the work, whether it’s you, your VA, or another member of your team, if the person follows the step-by-step instructions, the product of each person’s work should be relatively similar.

So, it may be just you and your virtual assistant right now, but who knows how your business will expand over the next 5 years? Why not build your business so that it can easily grow and expand?

Are you convinced that you need to start compiling a procedure manual? Next time we’ll cover how to go about creating one.