The person who knows the job shows it to someone else by doing it. A few days later the same question comes up again, and on another day the task is done in a different order. If the person who knows the job is away that day, the question can go unanswered.
There are two common ways to pass a task on to someone else: putting it into a written guide or teaching it by doing it alongside them. This article looks at the difference between the two, the situations where each can fit, how both can be used together and how a short task guide can be written; which path to choose can depend on the type of work.
⚡ Example scenario: At a florist, only the owner knows how orders are prepared and delivered. During a busy period, the owner shows the job to a helper who has come in, and then the two of them write the steps that keep being asked about on a short sheet. This combined approach can help the job be done in a similar way by different people.
Two Ways to Pass On a Task
A written guide puts the task on paper, while showing in person teaches it by doing. In one, the knowledge sits in a place that does not depend on a person; in the other, it is passed on in the conversation between the one who shows and the one who learns.
Although the two paths may look like rivals, they can be used together in the same business, even for the same task. Which one comes forward can depend on how often the task repeats, how much it changes and how much hands-on skill it needs.
Strengths and Weaknesses of a Written Guide
A written guide can be a source to turn to even when the person who knows the job is not around. The steps can be followed in the same order each time, and someone new can look for the answer in the guide first. On the other hand, a guide can leave out hand habits and small details that are hard to put into words.
| Criterion | Written guide | Showing in person |
|---|---|---|
| First learning | By reading, at one's own pace | By watching and asking |
| Doing the task in a similar way each time | Easier, since the steps stay fixed | Depends on how it is explained that day |
| Reliance on the person who knows the job | Lower | Higher |
| When the task changes | The guide needs updating | The person showing can demonstrate the new way directly |
| Details that need hands-on skill | Can be hard to describe | Can be passed on by showing |
The table shows that the two paths answer different needs; one may not fully take the place of the other.
Strengths and Weaknesses of Showing in Person
Showing in person can let the learner ask questions and try the task right away. Tasks that need hands-on skill, are done by eye or change with the situation can be passed on more easily by showing. On the other hand, the person showing needs to set time aside, and the knowledge can still stay with that person.
When the person who knows the job is on leave or busy, the question of where knowledge that was only passed on verbally has gone can arise. We covered this from the owner's point of view in our article on what to do when work stops while you are away; here the subject is how to pass a task on to someone else.
Which Path May Suit Which Task
A few questions can make the decision easier: Does the task repeat often, are its steps fixed, does it need hands-on skill or judgement by eye, and how much does a mistake matter? For tasks with fixed, frequently repeated steps a written guide can come forward, and for tasks that change with the situation showing in person can come forward.
How you pass on a task is also connected to the question of who will do it. We discussed which tasks may suit a person and which may suit a system in our article on should I hire someone or set up automation.
Using Both Paths Together
In many small businesses, using the two paths one after the other can be a balanced solution. Showing the task first and then writing it down together can help keep both the hands-on skill and the order of the steps.
Three steps can stand out.
1. Doing the task together the first time
The learner can do the task for the first time alongside the person who knows it and ask about sticking points on the spot. This step can help bring out details that are hard to put into writing.
2. Writing the steps down together
After the task has been done a few times, having the learner write the steps in their own words can help keep the guide easy to understand. The person who knows the job can fill in what is missing.
3. Trying the guide with someone else
Trying the written guide with someone who has not done the task before can reveal skipped steps. The points where they get stuck can be added to the guide.
What a Short Task Guide Can Include
A task guide does not need to be long; a few headings may be enough to repeat the task. A short guide may also be more likely to be read.
| Section | What to write |
|---|---|
| Task name | A heading that describes the task in one sentence |
| When it is done | In which situation or on which day the task is done |
| Steps | What to do, in order, in short sentences |
| Point to watch | A detail that can get mixed up or skipped |
| Who to ask when stuck | The name or role of the person who knows the job |
The order of a task can change over time. For example, when a new step is added in a meeting, updating the guide as well can keep people from working with the old version; we covered following up on changes discussed in meetings in our article on why tasks from meetings get forgotten.
Where the Guide Should Live and When to Review It
A guide can be useful when it sits somewhere everyone who needs it can find it easily. We described ways to keep guides in a shared folder under the same naming rule in our article on mistakes when organizing shared files.
It is advisable to review the guide when the task changes, when someone new starts or when a sticking point in the guide is noticed. Tools to turn to as the number of tasks and people grows are covered in our training and employee development automation guide.
Summary
A written task guide can keep knowledge in a place that does not depend on a person and can help the task be done in a similar way each time; showing in person can come forward in passing on hands-on skill and details that change with the situation. Which path fits can depend on how often the task repeats, how fixed it is and how fine its details are. Using the two paths one after the other and keeping a short, up-to-date guide in a shared place can be a balanced arrangement for many businesses.
Frequently Asked Questions
Should I write a task guide or show the task in person?
The answer can depend on the type of work. A written guide can come forward for tasks with fixed, frequently repeated steps, and showing in person for tasks that need hands-on skill or judgement by eye.
What should a short task guide include?
The task name, when it is done, the steps in order, a point to watch and who to ask when stuck may be enough to start with. Keeping the guide short can make it easier to read.
How can the two paths be used together?
Doing the task together first, then having the learner write the steps in their own words and trying the guide with someone else can be followed as a sequence. That way both the details and the order can be kept.
When should a task guide be updated?
It is advisable to review it when the order of the task changes, when someone new starts or when a sticking point is noticed in the guide. An up-to-date guide can keep people from working with the old version.
What should I keep in mind when showing a task in person?
Leaving time for the learner's questions and letting them try the task themselves can help. Writing the task down afterwards in a short note can help keep the knowledge from staying with one person.
Let's choose how to pass on your work together
Which task to write down, which to show, where the guide should live. We can weigh this balance together for your business.
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