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Key takeaways
To break down a job into tasks, list the role's recurring outputs, then split each output into tasks that take less than half a day, each written as a verb and an object. A typical admin or coordinator role breaks into 15 to 30 tasks. Outsourcing decisions are made task by task, so a role left as one block cannot be judged.
- Start from outputs: what does the role produce each week?
- Split each output into tasks of under half a day.
- Write each task as a verb plus an object.
- Expect 15 to 30 tasks per admin or coordinator role.
Want help breaking a role down? Message us on WhatsApp.
Chat on WhatsApp →Why judge tasks rather than jobs?
Because almost no job is all suitable or all unsuitable. A sales coordinator's role may contain proposal formatting, which moves well, and pricing approvals, which should stay. Judging the whole job forces a yes or no that wastes either control or capacity. Breaking it down lets you move part of the role and keep the rest.
How do you break a job down step by step?
Use this sequence for each role. It usually takes 30 to 45 minutes with the person who does the job.
- 1. List the role's outputs: orders processed, reports sent, bookings made.
- 2. For each output, list the steps from trigger to finished.
- 3. Group steps into tasks of under half a day each.
- 4. Write each task as a verb plus an object.
- 5. Add frequency and rough minutes each time.
How small should a task be?
Small enough to judge, large enough to matter. A task should have one trigger and one output, such as 'send weekly supplier remittances'. If it takes more than half a day, split it. If it takes two minutes and happens once a month, bundle it with similar tasks rather than listing it alone.
What does this look like in practice?
A pattern we see: 'office manager' is first listed as one line. Broken down, it becomes a couple of dozen tasks, from supplier invoice coding to visitor bookings. A good share pass the outsourcing signals; the rest, including staff issues and supplier negotiations, stay.
Job breakdown checklist
- List the role's weekly and monthly outputs.
- Trace each output from trigger to finish.
- Split anything over half a day.
- Bundle tiny related tasks together.
- Add frequency and minutes to each task.
Next step
Break down one role this week with the person who does it. Use their diary as a prompt and stop once you have every recurring output covered.
Message us on WhatsApp for the job breakdown sheet, or book a 30-minute consultation.
Chat on WhatsApp →Sources and further reading
- The probability of automation in England: 2011 and 2017 · Office for National Statistics
- User research · GOV.UK Service Manual
Frequently asked questions
How do you break a job into tasks?
List the role's recurring outputs, then trace each output from trigger to finish and group the steps into tasks of under half a day. Write each task as a verb and an object, and add how often it happens and roughly how long it takes each time.
How many tasks does a typical role contain?
An admin or coordinator role usually breaks into 15 to 30 recurring tasks. Specialist roles have fewer but larger tasks. If you end up with fewer than ten for a busy role, the tasks are probably still too broad to judge for outsourcing.
Should the person in the role help break it down?
Yes. They know the small steps and exceptions that a manager never sees. Explain that the aim is to find work that could move so they can focus on the parts of the job that need them, not to replace them.
Written by
Global Bridge Labs (GBL) is a UK–Sri Lanka partner for social media, websites and BPO. Everything here comes from client delivery, not theory.
