What is a process and why do I need one?


I was thinking about my client Victoria the other day. Vicky is a bookkeeper – so smart and so organized?! I absolutely loved working with her! Why? Because all of her processes and systems were documented.

But Jacqui, what did you do for her if everything was so organized? Well, she needed her systems audited for inefficiencies and then she wanted them automated.

I started off doing an audit of her current systems which was easy breezy because everything was documented. I then made some suggestions on improvements she could make after which I set about automating as much of her processes as possible.

It was so much fun and because her processes were so well documented I was able to get it all done in a day!

So what is a process actually?

A process is a series of steps required to complete a task and achieve the same result every time.

Some practical examples of processes are:

  • Cleaning the dishes
  • Making a peanut butter and jelly sandwich
  • Onboarding a client
  • Repurposing content
  • Writing a blog post

Processes are used to reduce the risk of errors and improve the efficiency and quality of work.

Process mapping

I love doing a process map with clients when they first start working with me. This allows both of us to get an overview of exactly what is going on in the business.

I call it a Magic Mapping Session, where we get on a call and map out your process. I then spend the rest of the day coming up with a detailed plan of action for you.

I look at the following key areas:

  • The tools you are using, 
  • Your level of automation
  • Where improvements can be made. 

You then get a detailed pdf telling you exactly what you need, to optimize your processes as well as the opportunity for us to implement everything for you.

Here are the 5 steps that that I take with each client when we are doing a process map:

  1. We look at the goals of the process we are mapping out. This helps to get focus and clarity.
  2. We identify the various phases within the particular process
  3. We then create the process map looking at each step within that process
  4. Analyze and improve the efficiency of each step
  5. You then share your process with others
  6. Finally you schedule in regular maintenance and improvement.

This is what our process map looks like for our own onboarding process all documented inside of the Workflow Magic Wand™

I have a whole onboarding process mapping workshop that takes you through my Magic Mapping Method™ and gives you the Workflow Magic Wand™ diagnostic tool to help you map, refine and perfect your onboarding process. All of my die hard DIYers can grab my Onboard Like a Pro workshop HERE or book a Systems Strategy VIP Day with us HERE.