What Process? 7 Questions to Clarify Any Procedure
When you need to understand or improve a process—whether for work, a hobby, or a household routine—asking the right questions quickly reveals gaps, responsibilities, and opportunities for improvement. Use these seven focused questions to clarify any procedure and get actionable next steps.
1. What is the goal?
- Purpose: Define the intended outcome in one sentence.
- Example: “Process invoices so suppliers are paid within 30 days.”
2. Why does this matter?
- Purpose: Tie the process to value (safety, cost, speed, compliance).
- Example: “Timely payments preserve supplier relationships and avoid late fees.”
3. What are the exact steps?
- Purpose: List step-by-step actions, keeping each step single-minded.
- Tip: Capture who does each step and any decision points.
4. Who is involved and accountable?
- Purpose: Clarify roles (owner, doer, approver, reviewer).
- Format: Use RACI if needed (Responsible, Accountable, Consulted, Informed).
5. What inputs and outputs are required?
- Purpose: Identify required documents, data, systems (inputs) and expected results (outputs).
- Example: Inputs: purchase order, invoice PDF. Outputs: payment confirmation, updated ledger.
6. What can go wrong and how do we detect it?
- Purpose: Note common failure modes and where controls or checks are needed.
- Examples: Missing approvals, incorrect amounts, duplicate invoices. Detection: validation rules, exception reports.
7. How will we measure success and improve it?
- Purpose: Define metrics, targets, and a review cadence.
- Examples: Metric: % invoices paid within 30 days (target ≥ 95%). Review: monthly process retrospective.
Quick template to use
- Goal:
- Why:
- Steps (numbered with owners):
- Roles / RACI:
- Inputs → Outputs:
- Risks & Controls:
- Metrics & Review:
Use this question set whenever you encounter an unclear handoff, repeated errors, or slow cycle times. It produces a clear, actionable map you can document, assign, and measure.
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