Runbooks are a tool commonly used by technology operations teams to manage complex tasks such as disaster recovery and cloud migration. However, not all runbooks are created equal and some will provide better visibility, control and automation than others. In this article, we will outline the key elements of a runbook, explain how to build a runbook in Excel vs Cutover, and show why building your runbooks in spreadsheets or other static tools could be holding you back.
Key elements of a runbook
So, first of all, what is a runbook?
In its most basic form, a runbook is a step-by-step guide made up of well-defined tasks, outlining how to perform an operation. It will typically include information on who should be performing each task and the duration that each task, and the runbook as a whole, should take. Any additional functionality, as well as the way operations managers orchestrate the event, will depend on what tool you use to create and execute your runbooks.
How runbooks differ from playbooks
The difference between a runbook and a playbook is often not understood. While runbooks pertain to specific, step-by-step processes, playbooks take a more holistic approach, addressing matters on a wider, strategic level.
Tools for creating runbooks
For many years, spreadsheets, such as Excel spreadsheets, have been the go-to tool for runbook creation and storage. However, this is changing as operations become more complex and organizations realize they need more than a static list of tasks to be confident in the success of their operations.
How to create a runbook in Excel
Excel has long been a popular tool for many operations within an organization. Spreadsheets are versatile and cheap, and many operations professionals have found ways to make them work well enough for their planning purposes. However, when it comes to execution, all the burden is on the person running the event to communicate with everyone involved to let them know when to start their task, find out status updates, and inform stakeholders. Plus, if things fall behind, the Excel spreadsheet has to be manually updated which is laborious and time consuming. There are also often issues with version control and governance with spreadsheets.
Typically, the process of how to create a runbook in Excel involves manually inputting each task in a list and adding columns for information such as how long each task should take, when they need to be started/completed, and who needs to complete them. The spreadsheet then needs to be shared with everyone involved in the operation, usually using something like a shared drive - this could involve hundreds of people trying to access one spreadsheet or having multiple spreadsheets involved in the failover. Operations managers then have to update the spreadsheet/s manually once the operation has been started, keeping track of progress through emails, phone calls and messaging apps.
If you’re already using spreadsheets for your IT operations and know how to create a runbook in Excel but want to make the switch to a better tool for execution and visibility, you can create Cutover runbooks using the methods detailed below.
How to create a runbook using Cutover
There are three main ways to create runbooks in Cutover:
1. Import from existing documents
If you already have runbooks that exist in spreadsheets, you can import these into Cutover where a runbook will be populated with the tasks and metadata. Once your runbooks are stored in Cutover, you can get a better understanding of the critical path and where you need to make improvements or augment with automation.
2. Create runbooks manually from scratch
If you want to write a runbook from scratch, it’s also simple to take a blank runbook and populate it with the tasks you need for a specific operation. You can do this by following these steps:
- Create your runbook: Choose either a normal blank runbook or a runbook type that already has a set configuration applied for a particular type of execution, for example, a cloud migration or IT DR runbook. Give your runbook a title, save it in a folder, set the timezone, and assign runbook admins. You can either build in plan mode or choose a scheduled start date.
- Add tasks: Simply type the task name into the blank task box. Tasks will be created chronologically but can easily be re-ordered and the default timings changed as needed. Go into the Task Details panel for each task to change the task type, including milestone tasks, communication tasks that can send SMS or messaging comms, and validation tasks that require a pass/fail confirmation.
3. Create streams:
Organize runbook tasks into groups, aiding navigation and making it easier to understand the stages in a runbook. Use streams to plan out different stages by working in sections. You can then filter by streams for ease of visibility.
4. Create dependencies:
As tasks are added, by default they are added in sequence, taking the previous task as its predecessor. This sequence can be edited to add or remove predecessors. The node map view makes it easy to see and edit this sequence.
5. Add users and teams to your runbook:
Define roles and assign specific tasks to each user.
6. Let AI do it for you
Cutover AI can now help you build, improve, and summarize your runbooks to save you even more time. Find out more about Cutover AI.
Techniques for writing an effective runbook
If you want to know not just how to write a runbook but how to be successful in your runbook operations, follow these steps:
- Analyze the proposed scope of the event
- Take an inventory of applications and servers, changing and adjusting scope as you go
- Use runbook automation to produce a plan with detailed steps, including estimates for when tasks will be completed
- Carry out dry runs and walkthroughs with application and infrastructure resources
- Detail the expectations for what will happen in execution
- Delegate accountability by appropriately assigning individuals and teams to tasks and runbooks
- Test like you invoke, mimicking the response and actions that would be performed in an invocation
Best practices for creating a runbook
Our number one tip for how to create runbook success - use Cutover!
Read about some runbook examples or find out more about Cutover’s automated runbooks and how they can help your organization succeed.