Guides › Small Business Admin
Write down how you do a task, just once
Talk through a recurring admin task and get a clear step-by-step guide, so anyone can cover it when you're away.
When to use it
Next time you do a recurring task
Step by step
Talk it through as you work
Next time you do the task (like paying suppliers or closing up for the month), record a voice note describing each step as you go, including the little checks you do.
Turn it into a guide
Many phones can transcribe voice notes, or you can upload the recording to your AI assistant. Paste the transcript with this prompt.
Prompt to copyTurn this transcript of me doing [task name] into a step-by-step guide someone else could follow. Format: Purpose (1 line), When to do it, What you need (logins, files, tools, but never actual passwords), Numbered steps (one action each), Checks before finishing, What to do if something goes wrong, Who to ask. Keep my exact details (amounts, deadlines, app names). List any steps that seem missing or unclear at the end. [paste transcript]Test it
Ask a colleague or family member to follow the guide without your help. Fix any step where they get stuck.
Store it where people look
Save it in a shared Google Docs or Notion folder called 'How we do things' and add the date you last checked it.
What you get
How to pay suppliers (Fridays). You need: banking app access, bills sheet. Steps: 1) Open the bills sheet and filter Paid? = No. 2) Pay anything due before next Friday. 3) Check bank details match the last payment; if they changed, phone the supplier first. Ask: Sam.
Tips
- Never write passwords into the guide; say where they're kept, such as your password manager.