EPISODE 203 | The First Step to Freedom: Document Your Genius
Ever feel like your team members just can't seem to read your mind? You've explained the process a dozen times, yet somehow the work still comes back nothing like what you envisioned?
In this episode of "How She Did That," I dive deeper into one of the five crucial steps to remove yourself as the bottleneck in your online agency: documentation. Building on my recent YouTube video comeback, I explain why documentation is essential for creating freedom in your business and how to approach it strategically.
▶️ Escape the Agency Owner Trap: 5 Steps to Remove Yourself as the Bottleneck
In this video, I share the exact 5-step process that helped me and hundreds of my clients break free from being the bottleneck in our businesses. If you dream of scaling your agency without working longer hours, this framework will transform how you operate:
Why Documentation Is Your Key to Freedom
Documentation isn't just about having process guides—it's the foundation of effective delegation. Without clear documentation, your team members can't understand your expectations, which leads to you constantly stepping in to fix work and your team feeling untrusted.
Proper documentation allows you to move from merely delegating tasks to delegating decisions and outcomes—where true freedom lies. As I say in the episode, "That level of delegation is where the freedom comes."
Overcoming Common Resistance
If you're hesitating to document your processes, you might be thinking:
"It takes too much time"
"My work is too creative to document"
I address both concerns with my philosophy of "work hard once" (credit to Rachel Rogers) to create long-term efficiency. Even for creative work, I suggest documenting the before and after processes while leaving room for creative strategy in the middle.
The 3 Types of Documentation Every Agency Needs
1. Client-Facing Processes
Onboarding workflows
Communication templates
Deliverable standards that show what "A+ work" looks like
2. Internal Team Processes
Task handoff procedures in your project management system
Quality control checklists (my team has at least three people check deliverables)
Meeting structures that keep everyone focused and productive
FREE GUIDE FOR AGENCY OWNERS: The Agency Owner’s Guide to Impactful Team Meetings
Learn more about 10 of the most impactful types of team meetings, why you need them, and how to structure them to get in, get out, get to the points, and, of course, get results!
3. Business Development Processes
Sales call scripts
Proposal templates (I use Dubsado)
Follow-up sequences for potential clients
Quick-Start Documentation Method
Feeling overwhelmed? Start with these simple steps:
Record yourself doing the process as a Loom video
Have an operations person create written SOPs from the recording
Use simple tools—I find "Loom and Google Docs and then linking it all in our project management system" works perfectly
Prioritize documenting processes where you frequently give the same feedback
The Path to Freedom Takes Time
I remind listeners that building solid documentation takes time—it took my team over a year and a half to feel confident in our project management system. What matters is starting the process and being consistent.
"If this doesn't feel really, really good at first, even three to six months from now, that's okay. It doesn't mean that you're doing it wrong, it just means that it's taking time."
By investing in documentation now, you're creating the foundation for a team that can work without your constant input, giving you the freedom to focus on CEO-level tasks and strategy.
Resources Mentioned
DOWNLOAD NOW: Create a Team Your Clients Rave About
Fix Your Hiring Hiccups in 15 Minutes Using My 10 Agency-Tested Interview Questions!
Learn more about the 3 ways you can work with me as an agency owner in 2025!
About Me
Hey! I’m Tasha Booth, the host of the How She Did That Podcast and the founder and CEO of The Launch Guild. I started my business almost 8 years ago and am so excited to share my story with you. Check out my about me page if you’d like to get to know me a bit more. I even share 10 random fun facts!