A few years ago, I worked at a start-up outside of Canada. I won't go into specifics, but it was a small team that snowballed WITHOUT SOPs.
It was a nightmare. That experience taught me that if you run a business, you need documentation. Not only does documentation help with future hires, but it also allows you to systematical scale with fewer headaches.
Plus, if you want to sell your business in the future, it will show the potential buyer that you're serious. I kept that in mind when I started Cartfuel. I created what I call a task clarity document template that I use every day in my business.
I even trained my VA on how to use it, so I no longer have to write the processes myself. In this brief post, I'll explain how you can use the same document I use...
And how you can start delegating so, you don't have to worry about trivial tasks.
You can grab a copy of the document here (Make a copy)
To see a completed version of the task clarity document, click this link
The first thing you're going to do before filling out any information is shot a loom on the process. Loom is a free chrome extension that allows you to record your screen. The loom video will go into the document and allow you to think about how to complete the task.
So when it comes time to write in the document, you know how you want it done.
Once you finish the loom, copy the link to the loom and paste it under the steps section where it says "loom video."
Then you will want to scroll up to the top and fill in the objective for the task.
This includes:
Your vision for completion,
Why you are doing this,
When are we starting the task,
What are the milestones along the way,
What's the ultimate, final, drop-dead deadline,
What are the stakes if this goes well? Poorly?
If the task is ongoing, then enter ongoing for the start date.
Continue to the next step, where you will outline the Steps for completing this task.
Since you already filmed the loom, this part should be easy. It's essential that you fill out the steps with the utmost detail; The more detail, the better.
Here's an example from the document above:
After you fill in the steps, you will provide the tools and resources needed to complete this task.
This includes passwords, training videos, and anything else you can provide. Then after that step, you will enter your definition of done. Followed by any notes or related tasks that correlate to the task.
I recommend that you fill out these task clarity templates for as many tasks that you do in your business.
Why? Well, you will want to get a sense of how you should create these documents before handing off tasks to your VA.
Once you get the hang of it, copy the task clarity document that I provided above and send it to your VA to see how they do.
They shouldn't have any issues. After a while, you're going to have many documents.
So it's crucial that your naming conventions are clear.
To keep all my task-clarity documents neat and organized, I use a service called You Need A Wiki (https://youneedawiki.com/)
You Need A Wiki connects with Google Drive and then makes a wiki from my Google Drive, so things are easy to find.
Here's an inside look at how my Wiki is set up.
In each of those folders, there are more folders with documents in them.
If you're a founder, it's vital that you document your processes. Hopefully, this template will help you get started.
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