How to write a workplace procedure
Great procedures turn tribal knowledge into documented processes that anyone can follow. They reduce errors, speed up training, and ensure consistency — even when your best people are away. Once written, use our guide on implementing a new workplace policy for the rollout steps.
Written by
Georgia Morgan
This guide provides general information about writing workplace procedures for Australian businesses. It does not constitute legal advice. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
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Key takeaways
- A procedure documents the step-by-step "how" of a task, while a policy sets the "what" and "why"
- Write for your least experienced team member — one action per step, each starting with a verb
- Consult the staff who actually do the task, then test the draft with someone unfamiliar with it
- Store procedures in a central, searchable place and review them at least annually
What is a workplace procedure?
A workplace procedure is a step-by-step document that explains exactly how to complete a specific task or process. While workplace policies tell employees what to do and why, procedures tell them how to do it.
Good procedures eliminate guesswork. They ensure tasks are completed consistently regardless of who performs them, reduce training time for new staff, and provide a reference when things go wrong. They are especially valuable for compliance-critical processes where mistakes can have serious consequences — for example, cash handling, incident reporting, or food safety.
Once a procedure is written and tested, it still needs to be communicated and enforced. See our companion guide on how to implement a new workplace policy for the communication and rollout steps — the same framework applies to procedures.
Sample workplace procedure
Here's what a typical workplace procedure document looks like with the key sections highlighted.
Cash handling procedure
Related policy: Cash Management Policy
1. PURPOSE
This procedure outlines the steps for handling cash during opening, closing, and banking to ensure accuracy and security.
2. RESPONSIBILITIES
Shift Supervisor: Count float, verify cash totals, authorise banking.
Team Members: Process transactions, report discrepancies.
3. PROCEDURE
Count the opening float
Count all notes and coins in the till. Record total on the Daily Cash Sheet.
Verify against expected float
Float should be $200. If discrepancy exists, report to Shift Supervisor immediately.
Sign the Daily Cash Sheet
Both counter and verifier must sign. Keep sheet in cash drawer.
A typical workplace procedure includes:
- Purpose — What this procedure covers
- Responsibilities — Who does what
- Steps — Numbered instructions
- Related documents — Linked policies
- Version control — Owner and review date
Standard procedure document structure
Every workplace procedure should follow a consistent structure so employees always know where to find key information:
- Title: Clear, action-oriented name (e.g. "Employee Clock-In Procedure")
- Purpose: One sentence explaining why this procedure exists
- Scope: Who this procedure applies to, and any exclusions
- Responsibilities: Which role or position is accountable for each step
- Resources/Equipment: Tools, systems, forms, or materials needed
- Procedure steps: Numbered list starting with an action verb
- Review date: When this procedure was last reviewed and by whom
Policy vs procedure: what's the difference?
Policies and procedures work together but serve different purposes. Learn more in our guide to writing workplace policies.
Policy
A set of guiding principles or rules that outline your organisation's objectives, goals, and expectations.
Example: "All cash must be banked daily."
Procedure
A step-by-step process that outlines how a specific task or activity should be performed.
Example: "1. Count cash. 2. Complete banking slip. 3. Place in safe. 4. Lodge at bank by 3pm."
Practical tip
Every procedure should link to its parent policy. For example, a "Cash Handling Procedure" should reference the "Cash Management Policy". This provides context and ensures procedures support your broader business rules. See how to create a policy first in our policy writing guide.
Procedures every business needs
These are the most commonly needed procedures for Australian businesses. Start with the required ones — many of which have WHS or legal compliance implications — then add recommended procedures as your team grows. Safety procedure templates and conduct procedure templates are available in our free library.
Opening and closing
PriorityDaily tasks for starting and ending shifts
Cash handling
PriorityCounting, reconciling, and banking procedures
Customer complaints
PriorityStep-by-step process for handling complaints
Emergency evacuation
PriorityWhat to do in fire, flood, or other emergencies
Incident reporting
PriorityHow to document and escalate workplace incidents
Leave requests
PriorityHow employees apply for and managers approve leave
Onboarding new staff
First-day and first-week checklist for new employees
Equipment maintenance
Regular checks and servicing schedules
Stock ordering
When and how to reorder inventory
Shift handover
Information to pass between shifts
Three ways to create procedures
Each method has trade-offs. Here's how they compare.
Write from scratch
Create custom procedures in Word or Google Docs. Maximum flexibility but time-consuming.
Best for: Unique process requirements
Start with pre-written templates and customise to your business. Faster and more consistent.
Best for: Small teams getting started
Dedicated tools with templates, version control, and mobile access for staff.
Best for: Growing teams (5+ employees)
How to write a workplace procedure in 6 steps
Follow these steps to create clear, actionable procedures your team will actually use.
Identify the process to document
Start by identifying which tasks or processes need documented procedures based on frequency, complexity, and risk.
Key actions:
- Focus on tasks performed regularly by multiple staff members
- Prioritise high-risk or compliance-critical processes first
- Consider onboarding needs — what do new starters need to know?
- Review incident reports for processes that frequently go wrong
Gather information from subject matter experts
Consult with the people who actually perform the task to understand how it is done, identify unofficial shortcuts, and capture the knowledge that typically lives only in experienced employees' heads.
Key actions:
- Interview staff who perform the task daily — they know the real process, not just the intended one
- Observe the process being done in real-time to capture steps that are hard to verbalise
- Review relevant Australian legislation, award requirements, or WHS safety guidelines applicable to the task
- Review any existing SOPs or previous procedure versions for gaps or outdated steps
- Note compliance obligations specific to your industry (food safety, childcare, financial services, healthcare)
Map out the process steps
Break down the task into clear, sequential steps that anyone can follow.
Key actions:
- Use numbered steps in logical order
- Include decision points (if X, then do Y)
- Note any required tools, forms, or systems at the relevant step
- Specify who is responsible for each step
Write clear instructions
Draft the procedure using simple language that leaves no room for interpretation.
Key actions:
- Start each step with an action verb (Click, Enter, Submit, Count, Verify, Sign)
- Be specific — avoid vague terms like "process" or "handle appropriately"
- Include screenshots or images where helpful, especially for software tasks
- Specify timeframes and deadlines where applicable
Test and refine
Have someone unfamiliar with the task follow the procedure to identify gaps or confusion.
Key actions:
- Ask a new team member to follow the steps exactly as written
- Note where they get stuck, confused, or need to ask a question
- Check that the outcome matches expectations every time
- Revise based on feedback before finalising and publishing
Publish, train, and review
Make the procedure accessible, train all relevant staff, and schedule regular reviews. Once written, also see our guide on how to implement a new workplace policy — the rollout steps apply to procedures too.
Key actions:
- Store in a central, searchable location accessible to all affected staff
- Train all affected employees on the procedure before it goes live
- Schedule a review date (at least annually, or when the process changes)
- Link to related policies and companion procedures for full context
How to write clear procedures
The best procedures are so clear that anyone can follow them — even someone doing the task for the first time.
Use action verbs
Start each step with a verb: Click, Enter, Submit, Check, Verify, Send, Count, Sign.
One action per step
Each numbered step should contain only one action to avoid confusion and missed steps.
Include visuals
Screenshots, diagrams, and flowcharts help users understand complex or multi-system processes.
Specify who does what
Clearly identify which role or position is responsible for each step in the procedure.
Note exceptions
Document what to do when things do not go as planned — error handling is often the most valuable part.
Link related procedures
Cross-reference related procedures and parent policies to provide full context.
Procedure checklist
Create procedures with RosterElf HR hub
What takes hours manually can be done in minutes with the right HR policy management software.
Choose a template
Browse our library of procedure templates. All written by HR and operations experts.
Customise for your business
Add your company details, adjust steps, and tailor the procedure to your specific processes.
Publish to staff
One click sends the procedure to all relevant employees via the mobile app.
Track training
See who has read and acknowledged each procedure. Get automated reminders for upcoming reviews.
No credit card required
Feature comparison
See exactly how each method stacks up across key features.
Setup time
Consistency
Version control
Searchability
Procedure updates
Staff access
Training tracking
Audit trail
| Feature | From scratch | Templates | HR software |
|---|---|---|---|
| Setup time | 2-4 hours | 30-60 minutes | 10-15 minutes |
| Consistency | Varies by author | Standardised format | Built-in templates |
| Version control | Manual tracking | Manual tracking | Automatic |
| Searchability | File folders | File folders | Full-text search |
| Procedure updates | Create new version | Edit document | Real-time editing |
| Staff access | Network drive/email | Shared drive | Mobile app access |
| Training tracking | Separate system | Spreadsheet | Built-in |
| Audit trail | None | Limited | Full history |
Common procedure mistakes
Learn from others' errors. These mistakes lead to procedures that nobody uses or follows.
Writing procedures at the wrong level of detail
Consequence: Too vague and staff still make mistakes; too detailed and nobody reads them
Solution: Write for your least experienced team member — include enough detail that they can complete the task without additional guidance policy templates
Not involving the people who do the work
Consequence: Procedures that look good on paper but do not match reality
Solution: Always consult with frontline staff who perform the task before finalising — see step 2 of the writing guide above procedure management
Storing procedures where no one can find them
Consequence: Staff either do not know procedures exist or cannot access them when needed
Solution: Use a central, searchable system that staff can access from anywhere, including on mobile
Never updating procedures
Consequence: Outdated procedures that lead to errors, inefficiencies, or compliance issues
Solution: Schedule annual procedure reviews and update whenever processes, systems, or legislation changes
No ownership or accountability
Consequence: Nobody takes responsibility for keeping procedures current
Solution: Assign a procedure owner responsible for updates, reviews, and ensuring training occurs
Download free procedure templates
Get started with our library of free procedure templates. Written by HR experts, ready to customise for your business. To compile your procedures alongside policies into a single reference document, see our guide on how to create a staff handbook.
Document and distribute procedures
RosterElf HR Hub helps you create, distribute, and track workplace procedures with version control. Built for Australian small businesses.
Regulatory sources
This guide is aligned with official Australian workplace documentation requirements.
How RosterElf helps with workplace procedures
Purpose-built tools to make workplace procedures faster, easier, and compliant for Australian businesses.
Related guides
More resources for workplace policies and procedures.
Policy management software
Publish procedures and policies, track acknowledgements, and manage your document library in one place.
Learn moreWrite a workplace policy
Create the parent policies that your procedures support and reference.
Read guideImplement a new policy
Roll out new policies and procedures effectively — communication, acknowledgements, and enforcement.
Read guideCreate a staff handbook
Compile your policies and procedures into a comprehensive employee handbook.
Read guide
Streamline your HR processes
Join thousands of Australian businesses using RosterElf to manage HR tasks efficiently. Built for Australian small businesses.
Frequently asked questions about writing workplace procedures
- A workplace procedure is a step-by-step document that explains how to complete a specific task or process. Unlike policies (which state the "what" and "why"), procedures focus on the "how" — providing clear, actionable instructions that anyone can follow.
- A policy provides the "what" and the "why" — guiding principles or rules that outline your organisation's objectives and expectations. A procedure provides the "how" — step-by-step instructions for carrying out specific tasks. For example, a policy might state "We don't tolerate workplace bullying" while the procedure explains "Report bullying to HR within 48 hours using the grievance form." See our guide to writing workplace policies and our guide on implementing a new workplace policy for the full process.
- Common workplace procedures include: (1) employee clock-in procedure — link to time tracking system, (2) expense claim procedure — form submission and approval steps, (3) incident reporting procedure — who to notify, what form to complete, timeframes, (4) leave request procedure — how to apply and who approves, (5) onboarding procedure — first-day checklist and system access setup. See safety procedure templates and leave procedure templates for ready-to-use examples.
- Write procedures for your least experienced team member. Include enough detail that someone new to the task can complete it correctly without additional help. Each step should contain one action, start with a verb, and leave no room for interpretation. Include screenshots or diagrams where helpful.
- 6-step process: (1) Identify the process — focus on high-risk or frequently performed tasks; (2) Gather information — consult the subject matter expert and review any legal/WHS requirements; (3) Map the steps — break into logical, sequential numbered steps; (4) Write clear instructions — action verbs, one action per step, specify responsible roles; (5) Test with someone unfamiliar — note where they get stuck; (6) Publish and train — store centrally and ensure all affected staff are trained. See the full 6-step writing guide above.
- Yes. Even small businesses benefit from documented procedures for critical tasks. Procedures reduce errors, ensure consistency, save training time, and protect your business if key staff leave. Start with your most critical or frequently performed tasks and build from there.