How to Write a Runbook

Every team has that one process everyone thinks they understand — until the person who runs it goes on vacation.
That’s where a runbook comes in.
It’s a simple, structured document that captures what needs to happen, how to do it, and what to do if things go wrong.

What Is a Runbook?

A runbook is a clear, step-by-step guide for handling a recurring process.
It could be restarting a service, onboarding a new client, sending a weekly report, or deploying a release.

Think of it as a checklist with context — something your future self or your teammates can follow without guessing.

The best runbooks aren’t long. They’re actionable, specific, and easy to update.

Why Runbooks Matter

Without them, teams depend on memory and experience.
That’s how small issues turn into big outages — or missed deadlines.

Runbooks help you:

• Reduce guesswork and errors.
• Keep processes consistent.
• Train new team members faster.
• Turn knowledge into action.

When paired with automation tools like Bearify, your runbooks don’t just describe the process — they execute it.

What Every Runbook Should Include

A good runbook balances clarity and detail.
Here’s what it needs:

1. Title and Purpose

Start with what it’s for.
Example: “Restarting the Backup Service When Disk Usage Exceeds 90%.”

2. Context

When should this be used? What’s the scenario or trigger?
Example: “This runbook is used when backup alerts show high storage usage.”

3. Preconditions

What needs to be true before you start?
Example: “Ensure maintenance window is approved and system load is low.”

4. Steps

Write actions in order, using clear verbs.
Example:

name: 'Restart Backup Service'
steps:
  - check: 'Verify disk usage alert is valid'
  - execute: 'Stop backup process'
  - confirm: 'Check disk cleanup completion'
  - restart: 'Start backup process again'
  - notify: 'Send confirmation message in #infra'

5. Expected Outcome

What does “done” look like?
Example: “Disk usage below 80%, backup service operational.”

6. Escalation or Next Steps

What to do if something fails?
Example: “Contact storage admin if cleanup fails after two retries.”

Writing Tips

• Keep it short. One runbook per process.
• Write for your future self. Assume the reader is tired, rushed, or new.
• Use consistent verbs. Check, start, stop, confirm, notify.
• Avoid assumptions. If a step depends on a tool or command, name it.
• Update regularly. Every time something changes, fix the runbook.

How Bearify Simplifies It

Traditionally, runbooks live in wikis or PDFs — helpful, but static.
Bearify turns your runbooks into living automation.

You can write your process in plain text, and Bearify can actually execute it — connecting your tools, systems, and notifications automatically.

name: 'Client Onboarding'
steps:
  - create: 'Add client to CRM'
  - setup: 'Generate project folder in Drive'
  - assign: 'Notify team and assign tasks in Slack'
  - track: 'Update progress in Google Sheets'

Readable by humans. Executable by Bearify.
That’s how runbooks become the foundation of reliable operations.

Why Start Now

If your team relies on memory, email threads, or scattered notes, you’re already writing runbooks — they’re just hidden.
Putting them in one place turns chaos into clarity, and turns every process into something anyone can run.

A runbook isn’t documentation.
It’s the difference between knowing what to do and actually doing it right, every time.