Coconote
AI notes
AI voice & video notes
Export note
Try for free
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
📄
Full transcript