How to document your processes before you outsource

Outsourcing goes best when the work is written down. You don’t need a thick manual. A few clear pages for each task are enough.

1. List the tasks you repeat

For a week, note every task you do more than once. Include small ones like renaming files or sending the same email reply.

Describe each task as a short numbered list. Write it as if explaining to a smart newcomer who has never seen your tools.

Narrate while you do the task once. Video catches details that are hard to write, like which button to click and where files are saved.

Say how you will know the task was completed well. Include examples of good work and a note on common mistakes.

Write down which software the task uses and who needs access. Use shared logins managed through a password manager, not email.

Decide how questions are asked and how often you review the work, especially in the first few weeks.

If you’d like help turning this into a working process, that is the second step of how we work. We build the process with you, then assign your team.

Tell us which tasks are taking your time. We will reply with a plan for how our team can take them on.