Set a clear department vision
Define the minimum deliverables, focus activities, direction, and desired result.
Start with the whole system in view
Your map turns recurring work into hiring clarity
The chart connects five decisions. Build them in order, and the work you should keep, systemise, or hand off becomes much easier to see.
List the work creating results
Capture the recurring responsibilities that make each department work.
Give recurring work a cadence
Place each activity under Daily, Weekly, Monthly, or When Needed.
Choose your delegation priorities
Protect your best work and review everything else for a clearer handoff.
Choose the next hire and SOPs
Use the gaps in ownership to decide which role and processes come next.
See the finished work before you begin
This is what your completed pack contains
The page gives you the logic. The AI Implementation Toolkit helps you turn that logic into five assets built around your business.
Your Responsibilities & Delegation Pack
One map that leads to one real handoff decision.
A completed responsibility map across the departments in your business.
A recurring activity inventory organised by when each activity happens.
Your top three delegation opportunities, chosen from the work already happening.
A next-hire brief based on the responsibilities that need a clear owner.
Your top three SOP priorities, ready to prepare before the handoff.
Begin by defining the business clearly
Start with the departments that already exist
Marc's default model uses six departments. Keep these as editable starting points, then adapt them to the way your business actually works.
Delivery
Client response, group coaching, workshops, playbooks, and client support.
Operations
Access, hiring, SOPs, business numbers reporting, contracts, and onboarding.
Lead Nurture
Content scheduling, filming, editing, repurposing, and social engagement.
Lead Generation
Prospecting, funnels, lead magnets, and workshop or webinar automation.
Sales
Prospecting, webinars, renewals, pre-qualification, and sales calls.
Finance
Salary processing, monthly cash reporting, and payslips.
Give every department a useful direction
A department needs a vision before it needs more tasks
Answer the same three questions for every department. This keeps the chart focused on results rather than becoming another long task list.
What are the minimum deliverables for this department?
Which activities do you want this department to focus on?
What direction and desired result should guide the work?
Keep the vision practical enough to use.
The vision records the minimum deliverables, focus activities, direction, and desired result. The responsibilities underneath it are the recurring activities that create results.
Make every recurring responsibility visible
Recurring work needs one accountable owner
Marc defines recurring work as anything done more than once. List it under the right department, attach one accountable owner, and use an optional role code when you want the map to stay compact.
| Department | Examples from Marc's workbook | What the client adds |
|---|---|---|
| Delivery | Respond to client queries, conduct coaching, create playbooks. | Your recurring result-producing work and one accountable owner. |
| Operations | Manage access, maintain SOPs, and prepare business numbers reporting. | Your recurring result-producing work and one accountable owner. |
| Lead Nurture | Schedule content, film content, and edit or repurpose content. | Your recurring result-producing work and one accountable owner. |
| Lead Generation | Prospect, create funnels, and prepare lead-magnet copy. | Your recurring result-producing work and one accountable owner. |
| Sales | Hold renewal conversations and conduct sales or strategy calls. | Your recurring result-producing work and one accountable owner. |
| Finance | Process salary and update monthly cash collected. | Your recurring result-producing work and one accountable owner. |
Role codes are optional examples, not fixed labels.
Marc's workbook uses short codes for roles such as Owner, Virtual Assistant, Content Manager, Sales Closer, and Finance. Create codes that match your own business.
Turn the list into an operating rhythm
Give recurring work one of four cadences
The cadence view shows when each activity returns. It also makes the next SOP priorities easier to see, because recurring work eventually needs a process someone else can follow.
Daily
Work that returns as part of the normal working day.
Weekly
Work that returns on a regular day or weekly rhythm.
Monthly
Work that returns during the normal monthly review cycle.
When Needed
Recurring work that is triggered by an event rather than a fixed date.
Use your best work as the filter
Protect your Zone of Genius, then review the rest
Use the Zone of Genius as a practical delegation filter. Protect the work that matters most for you to keep, then review everything outside it for improvement, automation, or delegation.
Keep the work that needs you
Mark the activities that belong with the owner because they protect the owner's best contribution to the business.
The result is a clearer keep list.Systemise work that will repeat
Anything done more than once becomes a candidate for a clear SOP, especially before another person takes ownership.
The result is a clearer SOP list.Delegate work with a clear owner
Use the responsibility gaps to choose the activities another person can own and the role that should take them.
The result is a clearer hiring brief.Choose three delegation opportunities
Pick the three recurring responsibilities that are specific enough to hand off and most useful to remove from the owner's plate.
Choose three SOP priorities
Pick the three recurring processes that need to be documented before or during the handoff.
Keep the chart useful after today
Review the map as the business changes
Marc generally reviews the chart monthly. Once a new team member learns the work, that person can help keep the related SOPs current.
Monthly review
Check the vision, ownership, cadence, and SOP gaps
Update the map when responsibilities move, new recurring work appears, or the next hire changes.
Use the separate practical resource
Complete the map inside the sanitised workbook
The workbook gives you editable departments, ownership, department vision, and the four cadence groups without MI's internal assignments, links, or hidden tabs.
Keep these decisions in one place
Three takeaways make the map useful
A department vision comes before the responsibilities listed underneath it.
Every recurring responsibility needs one owner and one clear cadence.
The map should end in real delegation, hiring, and SOP priorities.
Your AI Implementation Toolkit is ready
Build the map around your real business
The guide teaches the system. The AI Implementation Toolkit asks about your departments, responsibilities, owners, and recurring work, then helps you shape the five finished assets one decision at a time.
- Download the AI Implementation Toolkit file.
- Open ChatGPT, Claude, or any LLM you use.
- Upload the file and begin building your responsibility map.