Many self-employed small business owners are sole proprietors who work alone or with clients (affiliate) and don’t feel the need to create checklists or templates for their regular tasks since they are the only ones doing them. However, if they get sick or busy, those tasks don’t get done. Then, they feel overwhelmed and anxious, frustrated that they can’t finish their projects. I am here to show you why templates and checklists are critical to your small business. Below are the pros of using templates and checklists.
This applies whether you are a solopreneur or you run a team of up to five people. A written template or checklist means the work gets done the same way every time, no matter who does it or how your week is going.
Estimated reading time: 11 minutes
Key Takeaways
- Templates and checklists are crucial for small business owners to manage tasks efficiently and reduce overwhelm.
- They help ensure consistency in work, improve productivity, and minimize errors, especially in small teams with no backup.
- Create all three: task checklists, reusable document templates, and procedure lists for complex processes.
- Start by documenting frequently repeated tasks first to make the transition to templates and checklists easier.
- Investing time upfront in setup saves time and frustration in the long run, improving overall business operations.
Topics
- What Is the Difference Between a Template, a Checklist, and a Procedure List?
- The Benefits of Making Templates and Checklists for Your Small Business
- Why These Pros Matter More When Your Team Is Small
- Which Tasks Should You Turn Into Templates or Checklists First?
- More tips to make them stick:
- A Simple 4-Step Plan to Build Your First Checklist This Week
- DIY or Get Help? How to Decide
- FAQs
What Is the Difference Between a Template, a Checklist, and a Procedure List?
A checklist is a list of steps you tick off so you don’t miss anything. A template is a pre-built document you copy and fill in, like a proposal, invoice, or welcome email. A procedure list goes deeper than a checklist and includes the details: which website to use, where files are saved, and who to contact.
Most small businesses need all three. Start with a checklist, add templates for the documents you recreate each time, and turn your most complex checklists into procedure lists. For that next step, see my post on The Pros of Creating Procedure Lists and how to Start Yours Today.
The Benefits of Making Templates and Checklists for Your Small Business
Pros
- When you have a template or checklist of all the steps for a particular task, you can pause during the process and do other, more time-sensitive tasks.
- You can see where the steps can be improved, where the process is most effective, and where it is less efficient.
- You will see the big picture and how it fits into your business.
- You can give the checklist to a subcontractor to complete the tasks.
- Reducing errors in your tasks.
- It will increase your productivity and speed up the steps.
- Checklists will remind you of things you and your staff may not have done.
It takes a little more time to set up the checklist or template initially. I know what you are thinking; this is a Con, right? But after the setup process, it will save you time whenever you need to do the task.
Why These Pros Matter More When Your Team Is Small
In a business of one to five people, there is no backup. If you are sick, on vacation, or buried in client work, the invoice doesn’t go out, and the social post doesn’t get scheduled. A checklist is your backup plan.
- You can step away mid-task. Written steps let you stop, handle an urgent call, and return without losing your place.
- Handing off work gets easier. A subcontractor, virtual assistant, or new hire can follow your steps instead of asking you each one. That also makes it easier to delegate tasks you do not enjoy.
- Mistakes drop. A written list catches the step you always forget when you are rushed.
- Quarterly and yearly tasks stay on the radar. Tasks you do only once in a while, like tax prep or renewals, are the easiest to forget.
- Training takes less time. New helpers get a clear path from day one, which keeps your team feeling in control rather than stressed.
Which Tasks Should You Turn Into Templates or Checklists First?
Do not try to document everything at once. Pick the tasks that are repeated often, are easy to get wrong, or are things you may want to hand off. Here are starter ideas:
| Business area | Checklist or template to create | Why it helps |
|---|---|---|
| Client onboarding | New-client welcome email, intake form, and setup checklist | Every client gets the same professional start |
| Invoicing and bills | Invoice template and weekly bill-pay checklist | Faster payments and fewer missed bills |
| Bookkeeping | Monthly reconciliation and receipt-matching checklist | Cleaner books at tax time. See QuickBooks Online Pros and Cons |
| Tax paperwork | 1099 tracking sheet and year-end checklist | Fewer errors and less January scrambling |
| Marketing | Social media post checklist and email newsletter template | Consistent posting with less decision fatigue |
| Website and blog | Pre-publish checklist. See To-Do Blog Checklist for Every Small Business | SEO (affiliate) and links are never skipped |
| Office and files | Filing system and contact list. See Effective Filing Systems for the Office and contact information lists | Anyone can find what they need |
Tips on making templates or checklists:
- Start by listing each step while you do a project. Write down each step, and use colored markers or pens (affiliate) to highlight different areas of the template.
- Then, use the checklist or template the next time you do the project. Add and modify steps you may have missed or need to elaborate on, and write them down.
- Type it up and revisit it when you do the task again. Spending time now will help you see patterns in the steps and may even help you find a better, more efficient way to do the project.
- Have a colleague or friend review the process with your list to see if it works. Watch how they complete the tasks. Is there anything that needs tweaking?
More tips to make them stick:
- Keep each checklist to one task. “Monthly bookkeeping” is one list. “Run my business” is too big to be useful.
- Store them where you can find them in seconds. Use a shared cloud folder so you and your team always use the latest version.
- Use plain words and start each step with a verb. “Download the bank statement” is clearer than “bank statement.”
- Add a “last updated” date. Review each list once a year, or whenever a tool, price, or process changes.
- Make short, frequent lists reusable. A laminated or digital copy you can reset each week saves paper and time.
- Tell your team the list exists. A checklist nobody knows about does not help anyone.
A Simple 4-Step Plan to Build Your First Checklist This Week
Keep it simple when setting up a checklist. Follow the steps below this week.
- Choose one task you repeat at least monthly.
- Do the task once while writing each step as you go. Include website names, file locations, and who to contact.
- Use the list the next time and fix any gaps.
- Share it with whoever might need to cover for you, and save it in your shared folder.
That is it. One list this week is better than a perfect system you never start. Want help making checklists you don’t skip? Learn how to remember tasks at work when your to-do list keeps growing.
DIY or Get Help? How to Decide
You can build checklists yourself if you have the time and know your steps well. Consider help if:
- You feel rushed all day or regularly forget tasks.
- You cannot see where your process is slowing you down.
- You are about to hire your first helper or subcontractor and need training steps ready.
- You know your process could be better, but do not have the time or energy to fix it.
If two or more of those sound like you, outside eyes can help. An objective review often finds time and money savings you cannot see when you are in the middle of the work.
Feel free to check out our other posts:
I hope these pros of using templates and checklists help. I hope I convinced you to take the time and make templates and checklists for your tasks. It will help you in the long run. If you don’t believe me, try it and see.
If you need help breaking down the process and creating checklists or templates, I have over 25+ years of experience doing both and can help you break it down into easy-to-understand steps. Click here for more information.
Ready for checklists built around how your business really works?
My Small Business Process Improvement Service looks at one department at a time, such as invoicing, accounts payable, social media, or office administration. I document your current steps, then give you a Recommendations Report with written procedure outlines and checklists your team can use right away.
- Works for solo owners and teams of 1-5
- No documentation needed to start. We build it together
- Available in person in the King of Prussia, Collegeville, Phoenixville, and Norristown, PA area. Outside that area, start with a Virtual Consultation
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FAQs
A checklist is a list of steps you check off to complete a task, while a template is a reusable document you copy and fill in, such as an invoice or welcome email. Checklists make sure no step is missed. Templates save you from starting from scratch. Most small businesses use both.
Yes. Solo business owners benefit because no one can catch a missed step or cover for you when you’re sick or busy. A checklist acts as your backup and makes it easy to hand work to a subcontractor or assistant later.
Write down each step as you complete the task once, then use that list the next time and add anything you missed. Refine it after one or two uses. Having a colleague test it is the fastest way to find gaps.
Start with tasks you repeat often, or that are easy to get wrong: invoicing, bill paying, client onboarding, monthly bookkeeping, and social media posting. Pick the one that takes the most time or that you most want to delegate.
A simple checklist takes about the same time as doing the task once, plus a few minutes to type it up. It takes longer than just doing the task the first time, but it saves time on every repeat.
Review them at least once a year, and any time a tool, vendor, or process changes. Adding a “last updated” date helps you see when a list is overdue for a refresh.
Yes. A clear checklist shows a new helper exactly what you expect, which reduces questions, mistakes, and training time. It also lets you hand off a task partway if something unexpected comes up.
The best tool is the one you will actually use. A shared cloud folder with clear file names works for most small businesses, and a laminated sheet works well for short weekly tasks. The key is that everyone can quickly find the current version.
Yes. My Small Business Process Improvement Service documents your current workflow and delivers a Recommendations Report with checklists and procedure outlines. It is available in person in Southeastern Pennsylvania. Businesses elsewhere in the U.S. can start with a Virtual Consultation.
Visit Microsoft Business Startup Checklist for more ideas.
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- Small Business Virtual Consultations: accountability, goal setting, and a sounding board (nationwide)
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