Playbook Strategy and Planning

Before you dive into writing a playbook, it helps to step back and think strategically. A well-crafted playbook is more than a collection of processes—it should serve a clear purpose and fit seamlessly into your broader business goals.

Without a plan, even the most comprehensive playbook can become a shelf document that no one uses.

Every playbook should start with a simple question: Why are you creating it? The answer shapes everything from content to tone to how you distribute it. Are you documenting a repeatable process for internal consistency? Creating a resource to onboard new team members? Sharing insights with external partners? Each goal requires a different approach.

A focused purpose helps prevent the common trap of over-documenting. If your playbook tries to cover everything, it quickly becomes bloated and unusable. Keep the scope clear and practical — it should be as detailed as necessary, but no more.

Understanding who will use your playbook is just as important as defining why it exists. Different audiences need different levels of detail and clarity.

For example:

Consider your reader's expertise and how familiar they are with your systems. If the playbook is for a specialized audience, you can skip the basics. For broader use, assume less knowledge and provide more guidance.

A good playbook doesn’t just describe what to do — it also clarifies the outcomes you want. Before you start writing, outline 2-3 core objectives. These could include:

These objectives keep the content focused and give users a clear sense of what the playbook is meant to achieve. If a section doesn't serve one of these goals, reconsider whether it needs to be included.

A playbook that no one can find or follow is a wasted effort. Think about how people will access and use it in practice:

It also helps to break complex workflows into digestible sections. Long, uninterrupted text is hard to follow — use checklists, visuals, or brief step-by-step guides where it makes sense.

Playbooks work best when they fit within the larger context of your business objectives.

If you're documenting a sales process, does it align with your broader customer acquisition strategy? If it's a technical guide, does it reflect your team's preferred tools and methodologies?

Check in with relevant stakeholders early. Their input ensures your playbook reflects actual practices, not just idealized processes. It also increases the likelihood that people will adopt and maintain the playbook over time.

The best playbooks are practical, not theoretical. Before you start writing, ask yourself:

When those questions are answered, you're ready to move forward with confidence. A well-planned playbook doesn’t just capture knowledge — it makes it easier for people to do their work better and faster.