Processes & Workflows
Operational process design, workflow automation, SOPs, and team training. Standardize what works, automate what's repetitive.
The Problem
Without clear processes, operations are chaotic. Common issues:
- Inconsistent execution across team members
- Knowledge trapped in individual heads
- Repetitive manual tasks wasting time
- No clear escalation paths for issues
- Difficult to onboard new team members
You're reinventing the wheel every day instead of scaling what works.
How to Document a Process (SOP Template)
Every SOP should include:
1. Process Name & Purpose
What is this process? Why does it exist? What problem does it solve?
2. Who & When
Who is responsible? When does this process run? (Daily, weekly, per order, etc.)
3. Step-by-Step Instructions
Numbered steps. Be specific. Include screenshots or examples where helpful.
4. Quality Checks
What to verify before marking as complete? What are the success criteria?
5. Troubleshooting
Common issues and how to resolve them. Who to contact if stuck?
6. Last Updated
Date and who updated it. Processes should be reviewed quarterly.
Common Processes to Document First
Order Fulfillment Process
From order received to shipped. Include:
- How to pick items from inventory
- Quality check steps
- Packaging standards
- Label printing and application
- Shipping carrier selection
- Order status updates
Customer Service Response Process
How to handle common customer inquiries:
- Response time standards
- Email templates for common issues
- When to escalate
- Refund/return authorization process
- How to document interactions
Inventory Management Process
How to maintain accurate inventory:
- Receiving new inventory
- Cycle counting procedures
- Adjusting for discrepancies
- Low stock alerts and reordering
Automation Opportunities
These tasks are perfect for automation:
Order Processing
- Auto-print shipping labels when order is ready
- Send tracking emails automatically
- Update inventory counts in real-time
- Create fulfillment tasks in project management tools
Customer Service
- Auto-respond to common questions with templates
- Route tickets by type to right team member
- Create support tickets from email
- Send follow-up emails after issue resolution
Reporting & Alerts
- Daily sales reports via email
- Low stock alerts to purchasing team
- Chargeback notifications
- Performance metric dashboards
Prevention Checklist
- ☐Document all critical processes in SOPs
- ☐Create checklists for repeatable tasks
- ☐Automate repetitive manual work
- ☐Regular process review and optimization
- ☐Train team on standardized processes
- ☐Set up clear escalation paths for issues
Tools for Process Management
Documentation
- Notion, Confluence, or Google Docs for SOPs
- Loom for video walkthroughs
- Figma or Canva for visual process flows
Automation
- Zapier or Make.com for workflow automation
- Shopify Flow for ecommerce-specific automations
- n8n for self-hosted automation
Task Management
- Asana, Trello, or Monday.com for process tracking
- Checklist templates in your project management tool
- Slack or Microsoft Teams for process notifications
Quick Wins
Document your top 5 processes (This Week)
Start with the most critical processes: order fulfillment, customer service, inventory management, returns processing, and new employee onboarding. Document them step-by-step with screenshots.
Automate one repetitive task (This Month)
Pick one manual task you do daily (like sending order confirmations or updating spreadsheets) and automate it. Use Zapier or Make to connect your tools. You'll save hours per week.
Create process checklists
Turn your documented processes into simple checklists. Team members can follow them without training. Use checkboxes in your project management tool or create printable checklists.
Set up weekly process review
Schedule 30 minutes weekly to review processes. What's working? What's broken? What can be improved? Continuous improvement beats perfect processes.
Last updated: January 31, 2026
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