Getting started in operations documentation

Effective business operations are the backbone of any successful enterprise, no matter its size or industry. Whether you're a startup founder or a seasoned entrepreneur, setting up your business operations correctly from the start is critical for long-term success. In this guide, we'll dive deep into the essentials of setting up your business operations, covering everything from developing an operations plan to creating a business process framework and establishing key roles and responsibilities within your team.

1. Develop an operations plan

Your operations plan is the bridge between strategy and execution. It tells your team not just what you want to achieve but how you’ll get there day to day.

Identify your operational needs

Before you can develop an effective operations plan, you need to identify your business's operational needs. These needs can vary widely depending on your industry, the size of your business, and your specific goals.

Analyse your business model: List the core activities that deliver your product/service (e.g., e-commerce → inventory, fulfilment, customer service).
Audit your resources: What people, tech, and capital do you have now? Where are the gaps?
Benchmark against industry standards: See what “good” looks like so you’re not reinventing the wheel.
Plan for growth: Don’t just solve for today — build with scale in mind.

Setting operational goals and objectives

Anchor your plan with goals that are:

SMART: Specific, Measurable, Achievable, Relevant, Time-bound
Prioritised: Focus on high-impact objectives first (e.g., “Reduce order errors by 20% in 90 days”).
Owned: Assign accountability so each objective has a leader.
Tracked: Use KPIs or dashboards to measure progress consistently.

💡 Pro Tip: Turn your operations plan into a one-page living document (Notion or Google Doc). Review it quarterly, update it annually. Buy a operations manual template here.

2. Creating a business process framework

Think of this as the blueprint of how work gets done. Documenting processes avoids guesswork, speeds up onboarding and highlights inefficiencies.

Map core business processes

List your top workflows (sales, marketing, customer support, product delivery, etc.).
Define start and end points for each.
Visualise them: Use flowcharts (Lucidchart, Miro, Whimsical) to make steps clear.
Evaluate efficiency: Ask “Can this be automated, streamlined, or cut?”

Documenting procedures and workflows

Write SOPs: Step-by-step instructions, checklists, tools used.
Add visuals: Screenshots, diagrams, and videos reduce confusion.
Involve your team: They know the real steps, not just the “ideal” ones.
Keep it living: Review and update docs quarterly.

💡 Pro Tip: Centralise everything in a Knowledge Hub (Notion, ClickUp, or Confluence) so your team has one source of truth. Buy Notion Business OS template here.

3. Establish key roles and responsibilities

Clear ownership prevents overlap, finger-pointing and dropped balls.

Define key operational roles

Write job descriptions that outline responsibilities, required skills, and KPIs.
Map each role directly to core processes (e.g., Logistics Coordinator → order fulfilment + supply chain).
Look for gaps and overlaps — streamline so no process is “nobody’s job.”
Plan for role evolution as you scale (succession planning).

Delegating tasks effectively

Match strengths to tasks: Assign based on skills, not just availability.
Communicate expectations clearly: Set deadlines, define success.
Support your team: Provide tools, training, and context.
Monitor progress without micromanaging.
Recognise contributions: Celebrate wins to reinforce good execution.

Operations documentation might not feel glamorous, but it’s the difference between a business that’s reactive and one that’s scalable. By investing in a plan, framework and role clarity now, you’ll: