Getting regular tasks out of your head and into a repeatable process is one of the easiest ways to build resilience into your business and reduce your stress levels.

To be clear… when I say “process”, I’m not talking about a 10-page SOP with an executive summary and contents page 🙄

This is about setting standards you can build on to improve all areas of your business. It’s about making sure tasks are completed the same way by everyone.

Bonus: it will become easier for you to delegate or step away as needed.

You don’t have to do it all at once, in fact please don’t! Way too overwhelming.

Let’s start easy with a quick refresher on what you can document and why. Then I’ll show you a really simple way to get started.

Grab a coffee and give it fifteen minutes. That’s seriously all it takes to start systemising your business.

So… what counts as a “process”?

In this context, a process documents a task you do more than once, and want done properly every time.

It could be something you do as the owner, or something your team handles. If it makes a difference in your business, it’s worth documenting.

For example:

Reconciling the till at the end of the day
Booking in a job or service
Receiving and unpacking stock
Stocktake (imagine everyone knowing exactly what to do without you!)
Onboarding a new client
Prepping for sales or events

Document the tasks that define how your business runs — especially the ones that shape what your customers experience, and what your team delivers. Having these written down helps your business run consistently, even when you’re not the one doing the task.

It also makes it easier to delegate — because you’re not relying on memory or micromanagement. There’s a clearly communicated, shared standard everyone can follow and improve.

Ask yourself: If someone else had to do this tomorrow, would they know how? That’s your starting point.

Why your team will thank you

Writing things down takes the pressure off everyone. Most day-to-day tasks don’t really need your input — they just need to be done the same way, every time.

And the best versions generally aren’t top-down. Involving your team in developing and refining the process gives them ownership and a clear way to contribute. It also shows you trust them to do it well, without hovering!

And when everyone knows exactly what’s expected, they can just get on with it.

How to write the process down

Start simple. Bullet points are fine.

This doesn’t need to be formal — it just needs to make sense to someone who isn’t you.

If you’ve got writer’s block, here’s a structure you can try:


Prompt	What to write	Example
What’s the task?	Name it so it’s easy to refer to and find	“End-of-day cash-up” “Booking in a new job”
Who does it?	Make it clear who's responsible	“Retail Opener” “Technician”
What kicks it off?	Define what triggers the task	“At the end of each trading day” “When a customer confirms a job”
What are the steps?	List them in the order they happen	Bullet points, just like you’d explain each part
What does ‘done’ look like?	Define what complete, or achieved means	“Invoice sent and saved” “Till balanced and closed”
What’s worth double-checking?	Help them out — list common issues or mistakes and handy tips	“Check payment method matches invoice” "Confirm you can see the booking in the calendar"

If photos, links, or screenshots help, definitely add them. If it makes the task easier to follow, it’s worth including.

Tried this before and given up? You’re not alone. Most people overthink it or wait until they have time to make it perfect.

Spoiler: it’s never going to be perfect.

Write what you know, then keep improving it over time.

Now make it work for you

Save the process somewhere your team can access, like a shared folder, staff manual, or whatever you already use. Let them know about it, and make it easy to update. We’re talking Word doc, not Canva project.

Test the process next time this task comes up. Or better yet, ask a team member to run through it.

If something’s unclear or missing? Perfect. That’s your cue to improve it.

Every small update adds up, because you’re not just adjusting a document — you’re making it easier for anyone to step in and do the work, the way you want it done.

*When someone else follows your ‘finished’ process and immediately finds the missing step.*

Who owns the process?

I promised that this would free you up more — and then I added process maintenance to your plate. Don’t worry, I’ve got you.

Don’t just delegate completion of the task. You can also delgate ownership of process. For example, your senior salesperson might be responsible for the Cashing Up and Receiving Stock processes.

Explain to them that they’ll make sure the process is followed, updated and improved over time. Remind them how staying on top of it helps everyone, and reduces “Hey how do I …?” phone calls on leave days!

TL;DR

✅ Pick one repeat task

✅ Write it in bullet points

✅ Communicate it and save where everyone has access

✅ Use it next time the task comes up

✅ Improve it as you go

✅ Delegate where possible

✅ Rinse and repeat for other tasks

If you need a hand getting started - send me a message!

Let’s chat about how to keep it simple, and fit the systems to your business.