Why You Need Manager Runbooks

How can runbooks improve your effectiveness as a manager?

The Problem

One of the challenges all managers face, especially in large organisations, is keeping track of information and remembering how to do specific tasks. Many times during my career as a manager, I struggled to remember how to do particular tasks or processes, which led to frustration, mistakes, and lots of wasted time and effort.

It always amazes me how complex and time-consuming specific managerial tasks can be. Handling VISA applications, ordering IT equipment, employee onboarding, and opening job requisitions are some obvious examples.

Every company you work at will be different. One company might have a dedicated software system or team to handle certain activities. In other cases, it might be all down to the manager to handle things manually.

Let’s look at an example. When a new employee joins your company, there are likely many actions you need to take as a manager.

• Request a badge for them to access the office

• Send emails giving instructions on what to do on the first day

• Scheduling onboarding sessions

• Order IT equipment

• Order office equipment

• Setup passwords and access to systems

• Arrange an onboarding buddy to help them settle

Although individually, this might not sound like much, if you haven’t done this in a while, there’s a high likelihood you’ll forget specific steps or spend hours remembering how to do things. Each step might require additional information, such as knowing how to order IT equipment, who to ask for help when things go wrong, and who to talk to when passwords aren’t created.

The Solution

The solution to this chaos is to write things down.

Manager runbooks are a tool to document repetitive actions you perform as a manager. Not only will you be more effective, but you’ll also save a considerable amount of time by having complex processes documented.

What Is A Runbook?

If you work in software, you’re likely already familiar with the concept of a runbook. They are used by software engineers all the time.

A runbook is a detailed “how-to” guide for completing a commonly repeated task or procedure within a company. A runbook contains instructions for performing specific tasks.

You can think of them as a step-by-step recipe for doing complex tasks.

Why Do You Need Runbooks?

Not only will you be more effective, but you’ll also save a considerable amount of time by having complex managerial processes documented.

If you work with other managers, I suggest sharing standard operating procedures with other managers. That way, more people can update and keep the runbooks current.1

If you have a runbook that explains to another manager how to do a complex task or procedure, they will thank you for it.

Step By Step

Step1: Create a place to store manager runbooks and SOPs

Find a central place to store your runbooks. I use Confluence, but any Wiki tool works (e.g Notion).

Step 2: Create templates for the runbooks

Use templates to ensure consistency and quality.

Step 3: Create runbooks for complex managerial tasks

Here are some of mine

• How to onboard a new hire

• How to do a VISA sponsor

• How to order IT equipment (phones, laptops)

• How to conduct a manager interview

• How to hire (open a new position, job descriptions, approvals, etc)

Step 4: Share with your management peers and encourage collaboration

Often, the runbooks you create for yourself will help other managers. Sharing these enables everyone to benefit.

How To Write Good Runbooks

When writing runbooks, remember the 5 As.

• Actionable: the runbook provides clear, actionable steps to solve the problem

• Accessible: the information is easily discoverable and accessible. This means keeping runbooks in a central place that is easy to access.

• Accurate: outdated information can lead to frustrations or mistakes. Make sure the information is correct.

• Authoritative: there should be a single authoritative source of truth for a particular task. Avoid multiple conflicting instructions when doing a task.

• Adaptable: make runbooks easy to update and change over time.

Summary

As a manager, you often deal with complex processes that can be time-consuming and difficult to remember.

Writing runbooks for everyday management tasks will make you more efficient and save you time in the long run.

Get In Touch

I’d love to connect on LinkedIn.