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