All about desktop procedures: What it is and how to create them 2023

All about desktop procedures: What it is and how to create them 2023

In today's dynamic business world, we can't underestimate the importance of having well-defined processes. Among these tools, Desk Procedures stand out as your essential allies in streamlining tasks and ensuring that everything runs smoothly. In this 2023 guide, we'll delve into the realm of desktop procedures. We'll explore together what they are, why they're so crucial, and provide you with a detailed step-by-step on how to create them effectively.

Whether you're a seasoned professional looking to fine-tune your current processes or you're new to this and excited to establish solid operational foundations, this article will equip you with the knowledge and skills needed to navigate the world of desktop procedures with confidence.

What are Desktop Procedures?

Desktop Procedures, also known as Desktop Procedures, are detailed documents that provide step-by-step instructions on how to carry out specific tasks in an office environment or on a computer system. These procedures are designed to guide employees in performing their duties consistently and efficiently. They can address a wide range of activities, from the operation of software and hardware to the execution of administrative and operational processes.

Desktop Procedures are useful for standardizing operations, facilitating the training of new employees, and ensuring that best practices are followed in the organization. They are also valuable in situations of staff absences, as they provide a clear and structured resource for other employees to continue with assigned tasks.  

In short, Desktop Procedures are detailed guides that help employees carry out specific tasks accurately and consistently in an office environment or computer system.

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Types of Desk Procedures:

Standard Operating Procedures (SOPs):

These are comprehensive documents that outline the step-by-step processes for carrying out routine tasks or activities within an organization. SOPs in business are crucial to maintaining consistency and quality in operations.

Work Instructions:

Work Instructions provide detailed instructions on how to perform specific tasks or activities. They are usually more specific than SOPs and focus on the execution of a particular job. In this article on our blog we help you to do them. How Write a How-To Guide

Policies and Guidelines:

These documents set out the rules, regulations, and guidelines that employees must follow in various aspects of their work. They provide a framework for decision-making and behavior within the organization.

Troubleshooting Guides:

Troubleshooting guides provide step-by-step instructions for identifying and resolving common problems that may arise during work processes.

Process Flow Diagrams:

Flowcharts visually represent the sequence of steps in a process, making it easier for employees to understand and follow procedures.

Safety Procedures:

These procedures outline the necessary steps and precautions that must be taken to ensure the safety and well-being of employees while performing specific tasks or working in certain environments.

Onboarding Procedures:

These documents guide new employees through the orientation and training process, helping them become familiar with their roles and responsibilities, so it is very important for team care to know How to Create a Training Manual

Emergency Response Plans:

These procedures detail the actions that should be taken in the event of an emergency, ensuring the safety of employees and minimizing potential damage or hazards.

Change Management Procedures:

Change management procedures outline the steps and protocols for implementing change within an organization, ensuring a smooth transition and minimal disruption.

Information Technology (IT) Procedures:

These procedures focus on using, maintaining, and troubleshooting information technology systems and equipment within the organization.

These are just a few examples of the various types of Desk Procedures that organizations can implement to streamline their operations and ensure consistency across tasks and activities. Below, in order to provide a complete understanding, we will share concrete examples of how some of the procedures mentioned above are applied in practice.

Examples of SOP Use:

  • Manufacturing: SOPs are used to guide assembly line workers in the production of goods.
  • Healthcare: Hospitals use SOPs for various tasks, such as administering medications or performing surgical procedures.
  • Information Technology: SOPs are created for tasks such as software installations, system configurations, and troubleshooting.


In a manufacturing environment, an SOP for assembling a product might include detailed instructions for each step, including the necessary tools, safety precautions, and quality controls.

Work Instructions:

  • Examples of Use:
  • Customer Service: Work instructions can be provided to call center agents on how to handle specific types of customer inquiries.
  • Laboratory Procedures: Scientists may use work instructions to conduct experiments or tests.
  • Food Service: Restaurants may have work instructions for preparing specific dishes.


In a laboratory, a work instruction for a particular experiment might include precise measurements, equipment configuration, and data recording procedures.

Examples of Use:

  • Retail: A quick reference guide to using the cash register or handling returns.
  • Construction: Job aids may include safety checklists for specific tasks such as installing scaffolding.
  • Software Applications: Cheat sheets or lists of keyboard shortcuts for using complex software.


In a retail setting, a job aid for operating a cash register might include step-by-step instructions for processing a transaction, voiding items, and handling different payment methods.

The Importance of Desktop Procedures:

How to create a Desktop Procedures: Step by step

Desktop Procedures are essential for setting clear standards and ensuring efficient day-to-day operations within a company. Below, we provide a comprehensive guide to creating them effectively, step by step:

Step 1: Identify the Process or Task

The first crucial step is to identify the process or task you want to document. This can encompass a wide range of activities, from production processes on the assembly line to administrative procedures in the human resources department.

Step 2: Analyze and Break Down the Process

Once you have selected the process, it is essential to break it down into concrete and sequential steps. Make sure to include all relevant details, such as necessary tools and resources, safety precautions, and potential checkpoints or quality controls.

Step 3: Use a Clear and Organized Format

Choose a format that is easy to follow and understand. You can opt to use numbered lists, bullet points, tables, or any other style that best suits the type of procedure you are documenting. The key here is to ensure that the information is accessible and comprehensible to any team member who consults it.

Step 4: Incorporate Graphics or Diagrams if Necessary

If the process is particularly complex or involves a series of visual interactions, consider including diagrams or graphics. These visual elements can provide a clearer and more easily followed representation of the steps involved, making it easier to understand and execute the procedure.

Step 5: Be Concise and Precise

Avoid redundancy and ensure that each step is clearly defined. Precision is key to ensuring that the procedure is followed effectively. Each instruction should be clear and unambiguous.

Step 6: Include Safety Considerations

If the process involves safety aspects, it is crucial to include relevant precautions and guidelines to ensure a safe working environment. This can range from the use of personal protective equipment to the safe handling of materials or substances.

Step 7: Review and Validate the Procedure

Before finalizing, it is crucial that the procedure is reviewed and validated by experts or individuals familiar with the process. This ensures its accuracy and effectiveness while providing an opportunity to identify potential improvements or necessary adjustments.

Step 8: Keep the Procedures Updated

As processes or technologies evolve, it is imperative to keep the Desktop Procedures updated to reflect the changes. This ensures that staff always have the most current and accurate information, contributing to efficiency and consistency in the workplace.

By following these steps, you will be on the right path to creating effective Desktop Procedures that significantly contribute to efficiency and consistency in your company. Remember, these procedures represent valuable tools for the ongoing success and operational excellence of your organization.

Tools and Software for Managing Desktop Procedures

There are several specialized tools and software that facilitate the management of desktop procedures in the business environment. Here are some popular options:

Microsoft Office Suite:

Description: Microsoft Word and Excel are widely used tools for creating and organizing desktop procedures. Word is ideal for detailed documentation, while Excel can be useful for tables and checklists.

Advantages: Widely available and familiar to most users. Offers robust formatting and organizational options.

Google Workspace (formerly G Suite):

Description: Google Docs and Google Sheets are cloud-based alternatives to Microsoft Office. They allow for real-time creation and collaboration on documents and spreadsheets.

Advantages: Facilitates team collaboration and provides access from any device with an internet connection.


Description: Trello is a project management tool based on cards and lists. It can be used to visually organize and track desktop procedures.

Advantages: Facilitates organization and visualization of procedures, especially for teams that prefer a more visual approach.


Description: Confluence is a collaboration and documentation platform developed by Atlassian. It allows for the structured creation and organization of desktop procedures.

Advantages: Integrates with other Atlassian tools and has the ability to create detailed wiki pages.


Description: Lucidspark is a virtual whiteboard tool that enables real-time collaboration on visual documents. It can be useful for flowcharts and processes.

Advantages: Facilitates real-time visualization and collaboration, making it ideal for procedures that require a more graphical approach.

Process Street:

Description: Process Street is a platform specifically designed for the creation and management of procedures and checklists. It streamlines workflow automation.

Advantages: Specialized in procedure management, making it easy to create, track, and update procedures.


Description: SweetProcess is another tool focused on the creation and management of procedures. It allows for documenting and assigning tasks within procedures.

Advantages: Provides a clear structure for creating and tracking procedures, with capabilities for task assignment.


Description: OpenKM is a powerful open-source document management system (DMS) designed to streamline the management of documents and knowledge within organizations. It offers a comprehensive set of features and tools that facilitate efficient document capture, organization, version control, workflow automation, and content indexing.

Key Features of OpenKM: Document Capture, Version Control , Workflow Automation and Content Indexing

Advantages of OpenKM: Robust document management capabilities, Open-source nature allows for customization and flexibility and Streamlines document workflows and improves collaboration


Description: Factorial is a cloud-based human resources software that provides tools for HR management, employee onboarding, time tracking, and more. It aims to simplify HR processes and improve efficiency in managing personnel.

Key Features of Factorial: HR Management, Employee Onboarding, Time Tracking and Leave Management

Advantages of Factorial: Centralized HR management for easy access and organization, Simplifies employee onboarding processes and Provides tools for effective time and leave management


Description: Quipu is a cloud-based accounting and invoicing software designed for small businesses and freelancers. It offers features for managing invoices, expenses, financial reports, and tax compliance.

Key Features of Quipu: Invoicing, Expense Management, Financial Reports and Tax Compliance

Advantages of Quipu: Streamlines invoicing and expense management processes, Provides insights through financial reports, Helps ensure tax compliance for small businesses and freelancers

Each of these tools has its own strengths and approaches. The choice will depend on your company's specific needs, the type of procedures being managed, and your team's preferences. It's important to consider ease of use, team collaboration features, and integration with other work tools your company already uses.

Key Components of a Desktop Procedure:

Desktop procedures are detailed documents that outline how to perform specific tasks consistently and efficiently. The complexity of these procedures can vary depending on the nature of the task being documented. Here are the key components typically included in a desktop procedure:

These components are crucial for creating a comprehensive and effective desktop procedure. By including each of these elements, it ensures that the procedure is clear, thorough, and easy to follow for any user who consults it.

Best Practices for Desktop Procedures

Desktop procedures are documents that describe the steps required to perform a task or complete a process. They are an essential tool for businesses, as they can help improve efficiency, reduce errors, and ensure that all employees follow the same procedures.

If you're thinking about creating desktop procedures for your business, it's important to follow a few best practices to make sure they're clear, concise, and easy to follow. In this article, we will provide you with tips on how to do this.


The first step in creating desktop procedures is to plan. You need to identify which proceedings need to be documented, organize them logically, and consider the hearing of each proceeding.

Identify procedures that need to be documented

Not all procedures need to be documented. You should only document the procedures that are essential to the operation of your business. Consider the following factors when identifying procedures that need to be documented:

  • Importance of the procedure: Is the procedure essential to the operation of your company?
  • Frequency of use: Is the procedure used frequently?
  • Difficulty of the procedure: Is the procedure difficult to understand or perform?

Organize procedures in a logical way

Once you've identified the procedures that need to be documented, you need to organize them logically. You can organize them by function, department, or process. For example, you might have a how-to section for using software, a how-to section for completing tasks, and a how-to section for solving common problems.

Consider the Hearing of Each Proceeding

You should consider the hearing of each proceeding when writing it. Who will use it? What level of detail do they need? What jargon should they avoid?


Once you've planned your procedures, it's time to start writing them down. Here are some tips for writing clear, concise, and easy-to-follow procedures:

  • Use clear and concise language. Avoid jargon and technical terms whenever possible.
  • Break down each procedure into step-by-step instructions. This will help employees understand and follow the procedures.
  • Use active voice and imperative mode. This will make the instructions clearer and more direct.
  • Use screenshots and other visual resources to illustrate complex steps. This can help employees better understand the procedures.
  • Provide troubleshooting tips for common problems. This can help employees solve problems on their own.
  • Review procedures with others to ensure accuracy and clarity.

Review & Update

Once you've written down your procedures, you should review and update them regularly. This is important to ensure that procedures are accurate and reflect changes in software or processes.

Additional Tips

Here are some additional tips for creating effective desktop procedures:

  • Keep procedures as simple as possible. Don't include unnecessary details that can confuse employees.
  • Focus on the essential steps. Do not include steps that are not necessary to complete the task or process.
  • Use consistent formatting and terminology throughout procedures. This will help employees find the information they need.
  • Make procedures visually appealing and easy to read. This can help employees better understand the procedures.
  • Use a version control system to track changes to procedures. This can help ensure that all employees have access to the latest version of procedures.

Practical Applications

Here are some examples of how to apply best practices to desktop procedures:

  • A procedure for creating a new user account on a computer system might start with a screenshot of the start menu and then list the steps required to create the account.
  • A procedure for resolving an Internet connection problem might include a list of possible causes of the problem and tips for fixing it.
  • A procedure for using accounting software might include screenshots of the software's different screens and explanations of how to use them.

By following these best practices, you can create desk procedures that are useful and valuable to your employees.

Most Important Examples of Implementing Desktop Procedures

The implementation of desktop procedures can vary depending on the specific needs of each company. However, there are some examples of implementation that are particularly important.

Procedures for the use of software

Procedures for using software are one of the most common examples of implementing desktop procedures. These procedures can help employees learn how to use the software effectively and efficiently.

For example, a manufacturing company may have a procedure for using its enterprise resource planning (ERP) software. This procedure could describe the steps required to create a purchase order, track inventory, and generate financial reports.

Procedures for Customer Service

Procedures for customer service are also an important example of implementing desktop procedures. These procedures can help employees provide consistent, high-quality customer service.

For example, a service company may have a procedure for responding to customer inquiries, resolving problems, and providing technical support. This procedure could include tips for communicating with customers effectively, resolving issues quickly and efficiently, and providing accurate technical support.

Procedures for the sales process

Procedures for the sales process are also an important example of implementing desktop procedures. These procedures can help employees close deals effectively.

For example, a sales company may have a procedure for identifying leads, qualifying opportunities, and closing deals. This procedure could include tips for developing customer relationships, understanding customer needs, and presenting solutions that meet those needs.

These are just a few examples of the many important examples of implementing desktop procedures. By implementing desktop procedures in these key areas, businesses can improve efficiency, reduce errors, and provide high-quality customer service.

Tips for Successful Implementation of Desktop Procedures

For desktop procedures to be effective, it is important to implement them successfully. Here are some tips for successful implementation of desktop procedures:

  • Get employee buy-in. Employees who are involved in creating the procedures will be more likely to follow them.
  • Provide training to employees. Help them understand the procedures and how to use them.
  • Make procedures accessible. Make sure employees can find the procedures they need when they need them.

Challenges and Solutions you might face

When implementing desktop procedures, businesses can face a number of challenges. Some of the most common challenges include:

  • Resistance to change: Employees may resist change, especially if they don't understand the benefits of desk procedures.
  • Lack of involvement: Employees may be more likely to follow desk procedures if they are involved in their creation.
  • Difficulty in maintenance: Desktop procedures must be kept up-to-date to reflect changes in software or processes.

The following are some tips for addressing these challenges:

  • Communicate the benefits: It's important to communicate the benefits of desk procedures to employees. This can help reduce resistance to change.
  • Engage employees: Employees should be involved in the creation of desk procedures. This will help ensure that the procedures are relevant and useful.
  • Create a maintenance system: A system must be created to keep desktop procedures up to date. This can help ensure that procedures are accurate and reflect changes in software or processes.

In addition to these challenges, companies may also face specific challenges related to their industry or business. For example, a company that uses complex software may face challenges in creating clear and concise procedures.

It is important to assess the specific challenges your business may face when implementing desktop procedures. By proactively addressing these challenges, you can increase the chances of success.

Here are some additional tips for addressing desktop procedure implementation challenges:

  • Start small: Don't try to implement all the procedures at once. Start with the most important procedures and then add the others gradually.
  • Simplify procedures: Procedures should be as simple as possible. Avoid including unnecessary details or technical jargon.
  • Use clear and concise language: The language should be clear and easy to understand. Avoid using technical jargon or terms that employees don't understand.
  • Review and update procedures regularly: Procedures should be reviewed and updated regularly to reflect changes in software or processes.

And there you have it! We hope this article on Desktop Procedures has provided you with a clear and practical guide on what they are and how to create them in 2023. Remember, regardless of the size of your company or the industry you're in, establishing well-defined processes is key to maintaining efficiency and consistency in day-to-day work. So go ahead, put these tips into practice, and watch your organization thrive thanks to effective desktop procedures!

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