It’s something that every solopreneur goes through, especially when you start to grow.

That sinking feeling when a client asks a question, and you realize... you have no idea where that file is? Is it in Google Drive, or was that in the desktop file? Should I check the backup USB?

Or when you're trying to explain your process to someone (a client, a potential contractor, or even yourself six months from now), and it feels like you’re making it up as you go.

Or worse, when you finish a project and feel so ‘floaty’ because you don’t exactly know how to wrap it up, with a nice bow. And you think, "Wait, what did I do last time that worked so well?"

If you've ever found yourself winging it, scrambling to remember your own steps, or feeling like you're starting from scratch with every single project, you're not alone.

And here's what I want you to know: you're not scattered because you’re disorganized, have ADHD, or have too much going on. You're scattered because you're holding everything in your head—and that's exhausting.

Why We Avoid Documenting (And Why That's Totally Understandable)

I know, listen, I get it. The idea of "documenting your process" probably sounds about as appealing as organizing your junk drawer at 9 PM on a Tuesday. There’s also no fun way to say “documenting” either, trust me, I checked. 😉

And when you're already stretched thin, the thought of adding one more task to your plate feels impossible. Plus, there's this underlying fear that if you start to document everything, you'll realize just how messy things really are behind the scenes. How many decisions you haven’t made. How many holes there are in your process.

But here's the thing: messy is normal. Messy is where we all start.

And the longer you put off documenting, the more mental energy you're spending trying to remember, recreate, and recover from what you forgot.

You're not avoiding this because you’re not ready. You're avoiding it because you're tired, and this feels like work that won't pay off right away.

But I promise you, it will.

What Changes When You Finally Document Your Process

When you take the time to get your process out of your head and onto paper (or into a doc, a project management tool, wherever you’ll find it the easiest), something shifts.

Suddenly:

You stop second-guessing yourself mid-project
Your client experience becomes consistent (instead of dependent on how stressed out you are that week)
Decision fatigue drops because you're not reinventing the wheel every time
You can actually take a day off without panicking about what you might forget
If and when you're ready to bring on help, you have something to hand them (instead of trying to explain everything while simultaneously doing the thing)

You're not just creating a reference guide. You're building a foundation that lets you show up with confidence, consistency, and a whole lot less mental load.

And the best part is, once it's documented, you can refine it. Improve it. Make it even better over time.

That means no more one-off wins with clients that you can't replicate. Lost emails, the perfect gift message, the onboarding checklist that made everything easier. Instead, you have a roadmap to follow, every adjustment you make actually sticks, and you're building a business that runs smoother with each pass at your process.

Where to Start (Even If You're Overwhelmed)

If you're staring at your business wondering where on earth to begin, I've got you.

Start by figuring out what to document first.

I like to make two lists:

Processes that drain you (the ones you dread, the recurring tasks that take up way too much time, like bookkeeping, or delivering client files).
Processes you keep forgetting (the ones where you're constantly asking yourself, "Wait, how did I do this last time?")

The overlap between these two lists? That's your starting point.

For most of my clients, client onboarding is at the top of the list. It's repetitive, it's crucial for setting boundaries and expectations, and when it's not done properly, it has the potential to create chaos across your project. (If you need help with that specifically, I've got a whole post on crafting a client onboarding process that actually works.)

But maybe for you, it's project kickoff. Or invoicing. Or how you organize client files. Whatever it is, pick one process to start with.

Not three. Not five. One.

You'll build momentum once you see how much lighter you feel with just one thing documented.

The Process (Simpler Than You Think)

Here's the good news: documenting your process doesn't have to be perfect right out of the gate. In fact, it probably won’t be. Not at first, anyway.

Your goal is to get it out of your head and onto something you can reference. And then follow it to test what works and what doesn’t, making tweaks along the way. That’s it. There’s no magic formula, just write it down… and follow along.

Here's how to do it without overthinking:

1. Pick One Process to Document

Choose the process that will give you the most relief. If you're not sure, go with the one you do most often. Write down the purpose of the process as it relates to your business.

For example: "The purpose of this process is to outline what happens after a client signs their contract and pays their retainer."

Clear. Simple. Done.

2. Make a General Outline of the Steps (Don't Overthink It)

Just start typing out every step you can think of. Don't worry about perfect wording or formatting yet—just get the sequence down. This becomes your process overview. A quick glance at how you get the process done from A-Z. Keep it short.

Think of it like this: if someone asked you to walk them through this process right now, what would you say?

3. Define Who Does What

If you're solo, this might feel silly, but humor me. This is something that you’ll grow into if you decide to bring on team members in the future. And hot tip: We’ll assign roles instead of names.

For example:

"Designer" handles X
"Admin" handles Y
"Client" is responsible for Z

Why roles instead of names? Because when (not if) you bring on help someday, or when your role shifts, you won't have to rewrite everything. The process stays the same even as the people change.

If you're using a project management tool like Asana or ClickUp, this step also makes it super easy to turn your SOP into a project template later.

4. Add the Stuff You'll Actually Need

If the process is the overview, the procedure is where you get granular—the step-by-step details that can be followed even if you’re a new person coming in off the street.

This is where your SOP goes from "nice to have" to "actually useful."

Include:

A step-by-step procedure for how to complete tasks
Screenshots or a quick Loom video walking through the steps (especially helpful for visual learners or software walkthroughs)
Links to templates, folders, or files you'll need
Contact info for contractors, vendors, or anyone else involved

The goal is to make it so easy that future you (or someone else) can follow it without having to hunt anything down.

5. Polish It Just Enough (Then Use It)

I love keeping works-in-progress files titled "WIP" so everyone knows it's still evolving. Because the truth is, these are living documents. They're meant to be updated as you go, and everyone on your team should be able to assist you in fine-tuning them based on their role and interpretation.

Run your doc through Grammarly, AI, or your favorite proofreading tool to catch any errors. If you can, get a second pair of eyes on it to spot anything confusing.

But don't let perfectionism keep you from actually using it.

Done is better than perfect. Always.

Once it's ready, start implementing it. Reference it the next time you go through that process. See what works, what doesn't, and what you forgot to include. Then update it.

Over time, it'll get better and better—and so will your process.

And Finally, What Life Can Look Like With Systems in Place

Here's what starts to happen when you have documented processes:

You stop living in reactive mode. You start feeling like you're running a real business, not just spinning plates.

Your client experience becomes consistent and polished (even on the weeks when you're barely holding it together behind the scenes).

You can actually enjoy a weekend without worrying that you’re forgetting something super important.

And when you're ready to bring on help, you're not starting from the very beginning, training someone when you, yourself, are already in the weeds. You'll actually have a roadmap to hand them.

Most importantly, you reclaim your mental energy. Because when your process is documented, you're not constantly trying to remember what comes next. You just... know.

And that clarity when you’re juggling all the things is worth its weight in gold.

Ready to Build Your Signature Process?

If you're ready to define your workflow, build systems that actually work, and scale your creative business with confidence, I'd love to support you.

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