On this page
Key takeaways
The write-it-down test asks whether you can explain a task in writing on one page: the trigger, the steps, the rules and the three most common exceptions. If you can, the task is teachable and passes the first outsourcing signal. If you cannot, the task either carries hidden judgement or has never been thought through, and both need fixing first.
- One page: trigger, steps, rules, top 3 exceptions, finished state.
- Can you write it in 30 minutes? It is teachable.
- Stuck on 'it depends'? Hidden judgement to resolve.
- Stuck on steps? Watch it done once and record it.
Want a one-page task template? Message us on WhatsApp.
Chat on WhatsApp →Why one page?
One page forces clarity. A task that needs ten pages of instructions is really a process, or a role, and should be judged that way. A task that fits on a page can be learnt in a few days, checked against the page, and handed to a second person later. The limit also exposes vague steps, such as 'tidy up the data', that need defining.
What goes on the page?
Five short sections are enough for most recurring tasks.
- Trigger: what starts the task, and when.
- Inputs: what information or files are needed, and where they are.
- Steps: numbered, each starting with a verb.
- Rules and exceptions: the top three 'if this, then that' cases.
- Finished state: what 'done' looks like, and who receives it.
What if you cannot write it down?
Find out why. If the steps are unclear, record the person who does it once on screen and write the page from the recording. If every case 'depends', sort the last 20 cases to see how many truly need judgement. If more than a quarter do, split the task and keep the judgement part inside.
What does this look like in practice?
A pattern we see: an owner says supplier ordering 'cannot be written down'. Recording one session shows a short list of steps and two real decisions: substitutions and urgent orders. The page takes under an hour to write, and the two decisions stay with the owner while the rest moves.
Write-it-down checklist
- Write the trigger and the finished state first.
- Number the steps, each starting with a verb.
- Add the three most common exceptions.
- Ask someone else to follow the page once.
- Fix any step they could not follow.
Next step
Pick a shortlisted task and give yourself 30 minutes to write its page. Then ask a colleague to follow it without help.
Message us on WhatsApp for the one-page template, or book a 30-minute consultation.
Chat on WhatsApp →Sources and further reading
- Human factors: managing human failures · Health and Safety Executive
- Writing to GOV.UK standards: writing guidelines · GOV.UK
Frequently asked questions
How do I know if a task can be written down?
Try to describe it on one page: the trigger, inputs, numbered steps, the top three exceptions and what 'done' looks like. If that takes about 30 minutes and a colleague can follow it, the task is teachable. If you keep writing 'it depends', it carries hidden judgement.
What should a task instruction include?
What starts the task, what information is needed and where it lives, numbered steps that begin with a verb, the most common exceptions and how to handle them, and a clear description of the finished result and who receives it. Screenshots help for system tasks.
Is a video better than written instructions?
Use both. A short screen recording shows exactly how a task is done in your systems and is quick to make. A one-page written version is easier to check against, update and translate into rules. Most outsourced teams work best with a recording plus a page.
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.
