Why does documenting my processes feel so hard?

Why does documenting my processes feel so hard?

It's not you, it's them.

The brain-to-paper (or brain-to-cloud) block is real, and it happens to every single business owner I know—including yours truly.

I'm a pro at defining and documenting processes for other people...but as I was reminded recently, it's still incredibly challenging to do it for myself.

First, let's get on the same page about what I mean when I use the word "process." Because if I heard 50 different people say it, there could be 50 different intended meanings.

When I say "process," I'm talking in very broad terms. Anything you want to be repeatable in your business is a process. You might be familiar with the terms standard operating procedure (aka SOPs), procedures, etc. Those things might all live in an operations manual, a handbook, a playbook.

Yes—we're talking about it all.

You're doing it day in and day out...why is it SO hard to write it down?

Short answer

Because it lives deep in your unconscious. To turn your instincts into repeatable action steps, you have to make that knowledge conscious again. Then write it down.

Long answer

If you started your business from scratch, or were part of the founding team, you figured it all out through trial and error. There's really no other way. Try it, fail, try again. Repeat x a million. Land on what works. Repeat.

Now, you're an expert on your business. And there's no one else in the world who can say that, unless you have a couple loyal team members.

The problem is, when something has become second-nature (like many of the things you do in your business,) you’re no longer holding each step in conscious memory.

Have you ever driven somewhere then wondered how you got there? It’s the same thing.

There are 1000 things to remember when driving. It's not a clear, clean 5-step process that works the same way every time.

Have you ever TAUGHT someone how to drive? If you've been doing it for years, and it's second nature, teaching can feel like pulling teeth. It's easier to teach a skill you’ve just learned yourself. You’re still running the checklist in your mind each time. You're aware of everything you didn't know, and you're aware of the specific steps you took to learn those things.

The same goes for sharing your processes with your team.

You just do it. Why can't everybody else?

If you've ever wondered why everybody else can't "just do it," I have two points for you to consider:

  1. "Figuring it out" is expensive

Some people could figure it out...but it might take months or years just like it took you months or years. Is it worth the expense? What's it worth to you to reduce ramp up time?

2. What got you here won't get you there

Your early employees had to be comfortable with ambiguity, because there was no other option. But as you build your business, you'll need people skilled at building and specializing. And those types aren't always a great match for high levels of ambiguity. If you want them on your team, it's up to you to create a place where they can thrive.

It's time to turn your intuition into repeatable action steps.

It doesn't matter if you're manufacturing steel beams, or developing new business for a luxury brand. If you're getting the same results in your business over and over again, you have processes.

But if they live deep in your unconscious, you might need help uncovering what those processes actually are.

How do we get from Point A to Point Z every time? How do we pass this onto someone else so we can grow?

Someone with an outside perspective can help. Maybe by stopping you mid-sentence and say, “Wait..."

  • How did you know to do that?
  • Where did you get that information?
  • What are the cues you were watching for?
  • Why did you make that decision?


Here are some real questions I've asked clients recently:

  • When you say, "Then I read the room"...what do you mean? What are the specific nonverbals you're looking for? If you had to develop a checklist of those cues, what would be on it?
  • What does it mean to you to "build rapport?" What are the touch points you're making repeatably? Is there anything you're working hard to avoid? What is most important here?
  • What does it mean to you to "establish your expertise?" Is there a specific story you share? Give me a few concrete examples.

Takeaway

So if you're really struggling here, find someone who is NOT an expert in your business, and ask them to help you make your unconscious knowledge conscious again. Just start brain dumping, and let them ask questions until your process(es) begin to crystallize.

Then, write it down.


Hi, I'm Elizabeth

I help business owners define and document what they do. After scaling and selling my first business in the food industry, I started Untangled. I've been working with fascinating, smart, growth-minded entrepreneurs ever since. Most have 10-80 employees and counting. The business is growing rapidly, and it's challenging to get everyone aligned around doing things the same way.

Curious about working together? Reach out here: elizabeth at untangleyourbiz dot com.



Virginia Stockwell

Online Business Coach & Kajabi Expert: ??♀? Follow me for a Step-by-Step approach (how to launch an online course, membership, community, consulting, coaching business)

6 个月

Great article, thank you! In summary, focus on what you're good at and leave the SOPs to an expert in the field :)

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