How to Document Business Systems Faster

Jun 18, 2024

How to Document Business Systems Faster

Introduction

  • Welcome message and introduction
  • Replay watchers: skip ahead to the main content using timestamps
  • Live viewers: Engaged interaction, questions, and comments encouraged

Announcements and Interaction

  • Encouragement to chat and ask questions
  • Overview of participants from various locations
  • Reminder to be active in the chat

Core Concept: Documenting Business Systems

  • Many talk about building systems but not how to document them
  • References to popular business books: the E-Myth, Traction, Scaling Up
  • Problem: Knowing the importance but not how to actually document
  • Presentation goal: Break down the steps to document business systems

Step 1: Identify the Need

  • Importance of identifying moments where documentation could help
  • Look for repetitive tasks, manual work, frequent mistakes
  • Use real-life examples: price increase process in a campaign
  • Encourage observing day-to-day moments where documentation can help
  • Tip: Don’t drop everything to create a process immediately; prioritize and schedule

Step 2: Pick Equipment

  • Different types of documentation tools/equipment:
    • Standard Operating Procedures (SOPs)
    • Templates (task templates, email templates)
    • AI prompts
    • Checklists
    • Automations
  • Don’t limit to SOPs; use a variety of tools
  • Example of physical and digital equipment
  • Tip: Find what method saves time and suits the task

Step 3: Draft the Equipment

  • Use a standard template for consistency
  • Place for storing the finalized documentation
  • Video: How to Write SOPs Faster
  • The process should be quick and efficient (5-10 minutes max)
  • Tip: Focus on the draft, not perfection; iterate as needed

Step 4: Make it Accessible

  • Documentation should be easily accessible where work happens
  • Connect tasks and documentation directly
  • Video: Best Task Manager for Your Personality Type
  • Use centralized, editable, secured storage
  • Tip: Smaller, detailed processes are more flexible and easier to adapt

Step 5: Use and Update the Documentation

  • Importance of actually using the documentation created
  • Continuous improvement by observing its usage
  • Video: Hiring Without SOPs
  • Tip: Let multiple people use and test the system for comprehensiveness and efficiency

Q&A Session

  • Addressing audience-specific questions
  • Discussed challenges and sharing solutions for practical application

Conclusion & Final Thoughts

  • Recap and encouragement to implement discussed methods
  • Information about the Process Driven program for deeper dive and assistance