Early on, when I was trying to identify the steps in the tax return process I used (ie….how I did EVERYTHING), I started something I call the Sticky Note System.  Here’s how it works:

Assemble a pad of sticky notes and a big piece of tag board.  Now pick something that you do.  In my case, the very first time I did this, I picked “prepare a tax return”.  Now write down each step in the process on a separate yellow sticky note.  Write them as fast as you can and just put them somewhat in order on your tag board.  If they aren’t in order, that’s okay.  For now, just write every single item that you can think of.  When you start to run out steam, go back and put the sticky notes in order.  As you do that, you might identify additional steps or find that you’ve written down a process that could be broken down even more.  

Keep going until you have each small simple step identified.  

Now, go back through and highlight the steps that you, and you alone, must do.  For all the other ones, put the initials of someone who currently works for you who could do that step.  Or if you don’t have anyone yet, write down a job title of the person you need to either hire or contract with.

It’s okay if there are things that you end up doing that perhaps in the end you won’t.  You have taken two GIANT steps forward.  (1)  You have created a written system.  (2) You have identified tasks you can hand off.

Next thing to do is to write up the system in a little more formal fashion and train your staff on the new system and their role in it.