Write down your processes before you hire

In a small business, much of the know-how lives in the founder’s head. That works until the first hire, when every question comes back to one person. Writing down how the work is done is one of the cheapest ways to prepare for growth.

Pick the tasks that repeat

Start with the tasks done every day or every week: confirming orders, answering common questions, preparing deliveries, posting content. These are the tasks a new person will take over first, so they benefit most from clear instructions.

Keep each process short

A good process document fits on one page. It says what the task is for, the steps in order, and what ‘done’ looks like. Screenshots or a short screen recording often explain more than paragraphs of text.

• Purpose: why this task matters
• Steps: numbered, in the order they happen
• Done: how to check the result
• Owner: who to ask when something is unclear

Let the new person improve it

Ask each new team member to follow the document and mark anything confusing. Their fresh eyes find the gaps you no longer notice. Over time, the processes become shared tools rather than the founder’s notes.