business improvement

In this blog I want to show you how to document business systems properly so anyone in your business can follow them and complete tasks correctly without you having to step in all the time. I use a simple five-step method that makes sure every process is clear, consistent, and easy to hand over to someone else. Without proper documentation, systems often fall apart and the work ends up back on your plate. 

Here are the five key steps I use for documenting business systems: 

Brief Description
Video / Photo
Steps
Frequency
Checklist 

Every system should start with a short description of the task, for example “how to enter a new job into Fergus” or “how to reconcile QuickBooks.” Then I recommend recording a short video or taking photos to show exactly how it is done. After that, write down the step-by-step actions in order, note how often the task should be completed, and include a checklist so you can confirm it has been done properly. 

I keep my systems in both a physical folder and a digital version that links directly to the instructional videos. This way, the whole team has easy access and can complete tasks consistently without confusion. 

If you would like to see how to write it up and what my systems actually look like when they are finished, click on the link below and I will show you a real version from my own business.