Administrator Aid

Introduction

Not long ago, we were in the middle of an important project when a client asked us to produce several documents—some of which didn’t even exist yet. The deadline? Just a few hours. For a moment, it felt like the entire contract, and all the work leading up to it, was in jeopardy.  Thankfully, this was not the first time I have had to produce documents that I needed to create, and I already had a proven method to quickly get out the documents by the deadline. 

If you own or manage a small business, this situation might sound familiar. Requests for policies, safety manuals, or compliance documents often arrive with little notice, leaving you scrambling to respond. The truth is, not every small business has every document ready from day one, and that’s okay. What matters most is how you handle the request.

With the right process, you can take control of the situation instead of letting it overwhelm you. By breaking down the request, researching what’s required, and quickly creating a working draft, you can provide a professional response, protect your contracts, and keep your projects moving forward.

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Don’t Panic — Understand the Request

The first step when you’re asked for a document you don’t have is to stay calm and clarify exactly what’s being requested. Often, the pressure comes not just from the request itself, but from the short timeline and fear of making a mistake.

Before you start writing or searching online, ask yourself (and the requestor):

• Why is this document needed? Is it for compliance, legal requirements, or simply a client preference?
  
• What details must be included? Sometimes only certain information is required, and you may already have part of it available.  Conversely, there are rules and regulations that dictate what is needed on your document.
  
• Is there a specific format? Some documents need official wording or a signed template, while others just need the information presented clearly.
  
• What is the deadline? Knowing how much time you actually have helps you set priorities.
  

Many times, a quick conversation or clarification can buy you more time, or reveal that a temporary draft or partial version will be acceptable. This takes the pressure off and gives you space to prepare something professional.

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Related Reading: Mastering Administrative Skills

Research the Document Requirements

Once you understand the request, the next step is to research exactly what that document should include. This saves you from wasting time creating something that won’t meet the need.

Here’s how to approach it:

• Check compliance or legal requirements – Some documents, like health and safety manuals or insurance certificates, must include very specific wording to be valid. Look to government or industry websites for guidance.
  
• Look for examples and templates – Search online for sample documents, or check with industry associations. Past project files or subcontractor submissions are also great resources.  The internet is full of samples for almost every need.
  
• Highlight the essentials – Identify the sections that every version of the document includes, like scope, responsibilities, or signatures.
  
• Learn from others – If you find several examples, pick out the strongest parts of each and note what makes them effective.  Typically I will have a blank word document that I dump all my information into, then I use this to pull from.
  

By spending a little time on research, you’ll know exactly what to include in your own draft. This step gives you confidence that your document will hold up under review—whether it’s for a client, contractor, or regulatory body.

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Create a Working Draft Quickly

Now that you know what the document should look like, it’s time to get a draft down on paper. Don’t worry about making it perfect right away—the goal here is speed and clarity.

Here’s how to move fast without losing quality:

• Start with the basics – Put all the required information into one place, even if it’s rough. Use bullet points or notes to capture ideas quickly.
  
• Borrow structure from examples – If you’ve collected sample documents, follow their outline. This helps you stay organized and avoid missing key sections.
  
• Focus on content, not formatting – At this stage, clear information matters more than polished design. You can clean up the layout later.
  
• Collaborate if possible – Ask supervisors, admin staff, or team members if they have input. They may already have experience with similar documents.
  

Remember: a draft is better than nothing. Even a straightforward, well-organized version shows initiative and helps your leaders see that you can respond quickly and professionally when challenges arise.

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Edit, Simplify, and Format

Once you have a working draft, it’s time to polish it into a professional, usable document. This step turns rough notes into something that reflects well on your business.

Here’s how to refine your draft:

• Remove unnecessary details – Cut out extra information that doesn’t directly support the purpose of the document.
  
• Keep the language simple and clear – Avoid jargon or long sentences. The easier it is to read, the more professional it looks. 
  
• Check accuracy – Make sure names, dates, and technical details are correct. Small errors can cause big problems. Review, review, and review again.
  
• Add consistent formatting – Use headings, bullet points, and numbered lists to make the document easy to scan.
  
• Apply your branding – Add your company logo, consistent fonts, and a footer with contact information.
  

By editing carefully and presenting the document in a clean format, you send the message that your business is organized, professional, and reliable—even if the document was created quickly.

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Save, Reuse, and Improve

Once the document is complete and delivered, don’t let it disappear into a folder and be forgotten. Turning it into a reusable resource saves time and stress in the future.

Here’s how to make the most of it:

• File it properly – Store the document in a central location that your team can easily access. Consider cloud storage for shared access.
  
• Create a template – If the document is something you’ll need again (like contracts, safety forms, or project checklists), turn it into a standard template to speed up future requests.  Fillable forms that can be locked is a great way to share templates.
  
• Review and refine – Each time the document is used, check for improvements. Update wording, formatting, or instructions based on feedback.
  
• Build a document library – Over time, you’ll have a set of ready-to-go documents for contracts, compliance, HR, and more. This library can reduce panic and make your business more professional. I like using the term “Templates” as my folder title.
  

By saving and improving your documents, you’re reducing stress, increasing efficiency, and protecting your business from last-minute scrambles.

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Conclusion & Call to Action

Being asked for a document you don’t yet have can feel stressful—but with a clear process, it doesn’t have to derail your business. By staying calm, understanding the request, researching requirements, creating a draft quickly, and polishing it into a professional document, you can meet deadlines confidently.

Start building a library of templates today. The more prepared you are, the less last-minute scrambling you’ll face—and the more professional your business will appear to clients, contractors, and regulators.