After an extraction session is recorded, our documentation writer creates a system or documentation for it. We need to make sure this is quality checked and reviewed before sending it off to the client.
The system below is a guide on how to check and review for certain things to ensure quality output.
Note: The Concierge project is no longer offered.
Step 1: Receive the assigned task from the SYSTEMology project manager
You will receive a task through Asana with the client’s systemHUB logins and the edit link for the newly created system/documentation.
Now click on the edit link and use the client logins to access the system/documentation on systemHUB and edit there directly.
Step 2: Watch the full video/session in a 3-minute interval
You can edit as you watch if that is your preference. But the default interval would be by 3 minutes.
By the time you are assigned to review a system, the video/session has already been uploaded to the system. Watch it directly on systemHUB.
To make sure the documentation writer’s system is quality checked step-by-step, watch the session in a 3-minute interval.
After every 3 minutes, pause the video and make sure the steps in the video/session are also in the system.
Suggestion! You can use and review the System for Creating Systems as a guide.
When reviewing, take note of the following:
- Correct grammar (the Project Manager will inform you through the Asana task if the client is America or Australia-based. They have different grammar and spelling rules).
- Make sure the system is readable and not grammatically confusing or not making sense.
- Make sure the headers (e.g. Step 1: XXX) are in Heading 2 format.
- Bullet points are not stuck close together and should have spaces.
Suggestion #1 You can press Ctrl + Enter to provide them small with spaces.
Suggestion #2 You can fast-forward the video (if it won’t affect your focus or concentration on the details).
The space in between the last bullet of a step or plotted video time marks and the next step header is 1 full break/space.
- Identify the main steps / main key points.
- Double check on any details/steps the documentation writer may have missed.
- KISS! Keep it short and simple. If the documentation writer’s sentences or paragraphs can be simplified into more understandable ones, and using much more simpler terms or words, make the changes.
- Omit any irrelevant sentences or words in the system. These may be typos or conversational phrases or sentences.
- If the video mentions materials, resources, or additional information that are important to a system (e.g. a call script for a process on taking lead calls), note these under the Supporting notes section so the SYSTEMology team can follow this up with the client.
Note: Use the Inline Style – Marker font format style, to mark the needed resources in yellow.
Step 3: Add screenshots
Add screenshots (taken from the video).
Screenshots should be used sparingly (not every step of the way) and at points where it can display the outcome of a few steps (eg. the final screen before submission).
Step 4: Do a quick scan/review of the system
Do a quick scan of the system and make sure that it is understandable, and it makes sense. When you run your eyes over it, does it make sense?
Remember, someone should be able to read just the headers and be able to follow along with the process. The details are in the bullets but the main headers should outline of the main steps in the system.