How to create standard work instructions that make your business scalable (step-by-step guide)

Woohoo! You’ve made the decision to document your processes! That’s a major step toward making your business scalable and independent of you. It’s an incredible goal—but one that requires a strategic approach. Without a structured system, your knowledge base can quickly become a chaotic mess instead of a streamlined “wiki” where your team can easily access critical know-how. So, how do you get started? Let’s break it down step by step.

What are standard work instructions?

Work instructions are step-by-step guides that ensure tasks are performed consistently and efficiently. They eliminate guesswork, reduce errors, and create a standardized way of working—whether in business or daily life. To put this into perspective, here are three short real-world examples of work instructions we unknowingly follow every day:

✔️ Making coffee with a coffee machine → You follow a step-by-step process:

1. Check the water tank – Open the lid and fill it with fresh water up to the indicated level.
2. Insert the coffee capsule – Lift the lever and place the pod inside, following the direction indicator.
3. Adjust the settings – Select the desired coffee strength and cup size (e.g., espresso, lungo, or cappuccino).
4. Start the machine – Press the brew button and wait for the coffee to dispense.
5. Serve and clean up – Remove the used pod, clean the drip tray if necessary, and enjoy your coffee!

A well-defined coffee-making process prevents spills, machine damage, or weak/bitter coffee—ensuring efficiency and quality control.

✔️ Boarding a plane → Every airline follows clear instructions to ensure safety and efficiency:

1. Check – Present your ID at the airline counter or use the airline’s mobile app to receive your boarding pass.
2. Drop off luggage – If checking a bag, place it on the conveyor belt, confirm the weight limit, and receive a baggage tag.
3. Pass through security screening – Remove your belt, shoes, and electronics from your bag, place them in the security trays, and walk through the scanner.
4. Find your gate – Locate your assigned gate on the departure board and proceed to the waiting area.
5. Board in groups – Listen for your boarding group number, present your boarding pass, and proceed down the jet bridge.
6. Find your seat – Place your carry-on luggage in the overhead bin or under the seat, fasten your seatbelt, turn off your phone and prepare for takeoff.

If these instructions weren’t structured and enforced, the boarding process would be chaotic, causing delays and safety risks.

✔️ Using a self-checkout at the supermarket → A digital step-by-step guide helps customers process their own payments:

1. Start the self-checkout process – Tap the screen or scan your store loyalty card to begin.
2. Scan each item’s barcode – Hold each item’s barcode under the scanner until it beeps. If the barcode is unreadable, notify a representative.
3. Review your cart – Ensure all items are listed correctly on the screen before proceeding to payment.
4. Select your payment method – Choose between card, cash, or mobile payment and follow the on-screen instructions.
5. Complete the transaction – Wait for the receipt to print (or select digital receipt), collect your items, and exit the checkout area by scanning the barcode at your receipt.

A well-designed self-checkout system ensures customers follow the same steps, reducing errors and keeping the checkout process smooth and efficient.

In business, work instructions serve the same purpose: making sure every task is done the right way, every time—without unnecessary confusion, wasted time, or costly mistakes. By documenting your core processes and training your team on them, you:
✅ Streamline daily operations
✅ Eliminate confusion and assumptions about how tasks should be performed
✅ Reduce errors and inconsistencies in execution

But to make them truly effective, you need a structured and practical approach.

How to create standard work instructions in 7 steps

🚀 Step 1: Map out your company’s departments

Before diving into documentation, start by outlining your organizational structure. Most businesses have the following core functions:

🔹 Branding
🔹 Marketing
🔹 Sales
🔹 Operations
🔹 Finance

This big-picture overview helps you structure your work instructions logically—so you don’t end up with an overwhelming, unorganized mess.

🎯 Step 2: Identify your core activities

Not everything needs to be documented! Avoid over-documentation—it can overwhelm your team and kill efficiency. Focus on the 20% of activities that generate 80% of your results. This is your Pareto Principle approach to work instructions. Here’s an example of key processes per department:

Branding

✔️ Defining company mission, vision, and values
✔️ Establishing a brand style guide

Marketing

✔️ Generating new leads through networking
✔️ Publishing SEO-optimized blogs

Sales

✔️ Conducting intake calls with potential clients
✔️ Implementing a follow-up system
✔️ Presenting upsell opportunities to existing customers

Operations

✔️ Planning and executing customer projects
✔️ Collecting and managing client feedback
✔️ Handling after-sales support

Finance

✔️ Issuing invoices
✔️ Managing subscriptions & recurring payments

Focusing on the most valuable processes ensures your business stays lean, agile, and scalable.

💡 Pro Tip: My book YOLOpreneur features the HERO model, a four-step framework with a template to identify your business’s most critical processes and how to document them effectively.

📝 Step 3: Standardize the format of your work instructions

For work instructions to be useful, they need to be clear, consistent, and structured. Before documenting, create a work instruction template that includes:
✔️ Title format for easy searchability
✔️ Numbered steps for clarity
✔️ Version control (publication date & last update)
✔️ Assigned owner (who’s responsible for this process?)
✔️ Definitions for technical jargon
✔️ Required tools/software links

A consistent format prevents confusion and wasted time searching for information.

💡 Pro Tip: Larger companies may also include a point of contact for questions about each instruction. My book YOLOpreneur includes a work instruction template you can use to standardize your processes.

🛠 Step 4: Create your work instructions

With your template in place, it’s time to document the process. But don’t do it alone—get your team involved from the start!

Here’s how to make it effective and engaging:
✔️ Let one team member demonstrate the task while another documents it.
✔️ Keep instructions short and action-oriented.
✔️ Use imperative sentences for clarity (e.g., “Click here” instead of “You need to click here”).
✔️ Write in plain language—skip the jargon.
✔️ Use visuals (screenshots, flowcharts, or step-by-step images) to simplify complex steps.

💡 Pro Tip: Sometimes, a quick video tutorial is more effective than written instructions! Consider recording screen captures for technical processes.

📎 Step 5: Add attachments & resources

Efficiency is everything! If a process requires templates, checklists, or additional tools, attach them directly to the work instruction.

Examples:
✔️ Sales calls → Attach a company presentation.
✔️ Project kick-off meetings → Include a call script and checklist.
✔️ Grant applications → Provide step-by-step screenshots.

💡 Pro Tip: Using a knowledge management tool? Upload attachments directly so your team always has the latest version at their fingertips.

📚 Step 6: Train & evaluate your team

Documenting processes is only step one—now, they need to be trained and applied.

✔️ Assign relevant work instructions to employees based on their roles.
✔️ Set clear deadlines for when each process should be learned.
✔️ Use tools like Teamify to track who has reviewed each instruction.
✔️ Conduct random audits to ensure employees follow procedures correctly.

💡 Pro Tip: Use evaluation sessions to check understanding, especially after mistakes occur. Work instructions should be living documents that evolve with your business.

🔄 Step 7: Establish an update cycle

One of the biggest advantages of a well-documented business is continuous improvement. Since your company grows and evolves, your procedures should too!

✔️ Schedule regular updates (monthly, quarterly, or annually depending on the process).
✔️ Assign team members to review and refine work instructions.
✔️ Use employee feedback to eliminate bottlenecks and improve clarity.

💡 Pro Tip: Schedule updates as recurring calendar events so work instructions never become outdated or irrelevant.

Work instructions help you build a business that runs without you

Creating clear, structured work instructions isn’t just about efficiency—it’s about freedom.

When knowledge is shared and accessible:
✅ Employees can take over tasks seamlessly (no bottlenecks).
✅ Mistakes are reduced thanks to standardized processes.
✅ Your business scales more easily without depending on you.

Make it a team effort! Once your employees experience how much easier their jobs become, they’ll be fully on board with process documentation.