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.
Written by
Georgia Morgan
General information only – not legal advice
This guide provides general information about writing workplace procedures for Australian businesses. 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.
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.
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
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.
Procedures every business needs
These are the most commonly needed procedures for Australian businesses. Start with the required ones, then add recommended procedures as your team grows.
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
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
- Prioritise high-risk or compliance-critical processes
- Consider onboarding needs — what do new starters need to know?
- Review incident reports for processes that often go wrong
Gather information from experts
Consult with the people who actually perform the task to understand how it is done and identify tips.
Key actions:
- Interview staff who perform the task daily
- Observe the process being done in real-time
- Document variations between different staff or shifts
- Identify any workarounds or unofficial shortcuts
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
- 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)
- Be specific — avoid vague terms like "process" or "handle"
- Include screenshots or images where helpful
- 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
- Note where they get stuck or confused
- Check that the outcome matches expectations
- Revise based on feedback before finalising
Publish and train
Make the procedure accessible and ensure all relevant staff are trained on how to use it.
Key actions:
- Store in a central, accessible location
- Train all affected staff on the new procedure
- Schedule regular reviews (at least annually)
- Link to related policies and procedures
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, etc.
One action per step
Each numbered step should contain only one action to avoid confusion.
Include visuals
Screenshots, diagrams, and flowcharts help users understand complex processes.
Specify who does what
Clearly identify which role is responsible for each step.
Note exceptions
Document what to do when things do not go as planned (error handling).
Link related procedures
Cross-reference related procedures and policies to provide context.
Procedure checklist
Create procedures with RosterElf HR hub
What takes hours manually can be done in minutes with the right HR 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 reminders for 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, or too detailed and nobody reads them
Solution: Write for your least experienced team member — include enough detail that they can complete the task 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 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
Never updating procedures
Consequence: Outdated procedures that lead to errors, inefficiencies, or compliance issues
Solution: Schedule annual procedure reviews and update when processes or systems change
No ownership or accountability
Consequence: Nobody takes responsibility for keeping procedures current
Solution: Assign a procedure owner responsible for reviews and updates
Download free procedure templates
Get started with our library of free procedure templates. Written by HR experts, ready to customise.
Need to write policies too?
Learn how to create the policies that your procedures support. Every procedure should link to a parent policy.
Read our policy writing guideFrequently 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."
- Common workplace procedures include: opening and closing procedures, cash handling, customer complaint handling, emergency evacuation, incident reporting, leave request process, onboarding checklists, equipment maintenance schedules, stock ordering, and shift handover procedures.
- 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.
- 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.
Regulatory sources
This guide is aligned with official Australian workplace documentation requirements and tips.
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Related guides
More resources for workplace policies and procedures.
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