Some things in your business only get done when you do them.
Think about what would cause real hardship if you couldn’t lift your head off the pillow tomorrow.
Those inventory orders only you can place, the payments only you can approve, they’re your vulnerability.
Most owners have more of these than they realize, and carrying all of them alone is a big part of why a busy stretch feels so draining.
But we’ve seen what works instead.
Pick one of those vulnerable spots and document the process with screenshots and a quick video.
Train a backup person on it, have them watch you do it once, and then have them do it while you watch to be sure.
You’ve just bought yourself a slice of freedom that didn’t exist before.
Now test it with a deliberate day off. A real one, where you don’t check your phone every twenty minutes.
In our work with clients, we cover linchpin redundancy, which means that for every task everything else depends on, there’s a documented process and a second person who can step in when the first is sick, on vacation, or unavailable.
We’re all human, and the business should be able to carry on when anyone can’t be at work.
The good news is that you don’t have to build this for everything at once. One process a month is plenty.
Every task you hand off is attention you get back for the work that truly only you can do.
So if you’d like help building that kind of backup into your business, reach out and let’s chat.
Cyndi
For my next research question I’d like to know: when did you last open your P&L?
Quick Summary
- Tasks that only happen when you do them, like placing inventory orders or approving payments, are your business’s biggest vulnerability.
- To create processes that reduce owner dependence, start with one task: document it with screenshots and a short video.
- Train a backup person: they watch you do it once, then do it while you watch.
- Test the process with a real day off, without checking your phone.
- Your Profit Team calls this linchpin redundancy: every critical task has a documented process and a second person who can step in.
- Build one process a month. Each handoff gives you back attention for the work only you can do.
Frequently Asked Questions
How do I make my business less dependent on me?
List the tasks that would stop if you were out sick tomorrow, such as inventory orders or payment approvals. Pick one, document it with screenshots and a quick video, and train a backup person to do it. Repeat with one new process each month.
What is linchpin redundancy?
Linchpin redundancy means that every task the rest of the business depends on has a documented process and a second trained person who can step in when the first is sick, on vacation, or unavailable.
How do I train someone to take over a task in my ecommerce business?
Have them watch you do the task once using your documented process. Then have them do it while you watch, so you can confirm they’ve got it. After that, step away and let them handle it.
How many processes should I document at once?
You don’t need to do everything at once. One process a month is plenty, and it adds up quickly without overwhelming you or your team.
Related reading: How Do I Get My Team to Stop Asking Me for Every Answer? | What Do I Do When I’m Too Overwhelmed to Think Clearly?
