Creating a system for a Documentation Request

This system demonstrates the process of creating a system and ensuring that it is delivered on time without compromising quality.  

This system is triggered when a documentation request has been filed and the following action items are accomplished by a documentation specialist who is assigned to document the system.

Note: Please undergo the Documentation Training before creating a system.

Associated Asana Task - Systems, Policies & Training

System Details

Step 1: Open the Asana task then review all the material and resources

Check if all information in the description box is provided. Ask the requester to fill out the information in the description box if it is incomplete.

 

Step 2: Create the first documentation draft in systemHUB

Here's a link to the Documentation Writing process, follow all steps under the "Create Draft Stage".

 

Step 3: Tag another documentation specialist to conduct the Q/A review

Speak to a co-documentation specialist to check their availability to cater to the Q/A review. Insert the link of the newly drafted system in the description box of the Asana sub-task.

Tag the available documentation specialist.

Assign a due date. 

Note: This due date should not exceed the lead time in the main Asana task.

Example: If the main task has a 2-week lead time, this due date should not exceed that lead time. 

  • May 16 - The creation of the documentation request.
  • May 30 - Deadline (Given a 2-week lead time)

The due date for this subtask cannot be May 31, instead, it can be from May 17 to May 30 only.

Click here to view the system for a Q/A review. 

Update the system according to the feedback and have it approved by the documentation specialist.

 

Step 4: Tag the knowledgeable worker to conduct the final review

In the description box of the Asana sub-task, Insert the link to the newly drafted system. 

Tag the knowledgeable worker to the sub-task.

Assign a due date.

Note: This due date should not exceed the lead time in the main Asana task.

Example: If the main task has a 2-week lead time, then it took 2 days for the 1st draft to be created and the Q/A review lasted for 4 days, you can only use the remaining days before the 2-week lead time is reached.

  • May 16 - The creation of the documentation request
  • May 18 - The creation of the 1st draft.
  • May 24 - The Q/A review has been completed

You can now give May 25 - May 30 as the deadline for the knowledgeable worker.

Click here to view the system for the final review.

Update the system according to the feedback and have it approved by the knowledgeable worker.

 

Step 5: Mark the system's status as green and move it to its location in systemHUB

Once the system has been updated according to the feedback, click on the edit icon of the system in systemHUB.

On the upper left corner, choose the color green as the status.

Click on the Publish button.

If the system is drafted in your folder, just simply move it to the correct folder by dragging it there.

 

Step 6: Add the link to the relevant Asana task and notify the task requester about completion

Open the newly created system from its correct folder.

Click the Share button then click on Copy.

In the description box of the main Asana task, paste the link under the Overview System.

Then look for the word, Asana task link.

Click on it to be directed to the associated task.

Also, paste the copied link in the description box.

Use Template 3 below to notify the requester that the system link has been added in the description box of the associated Asana task and the system is now ready for use.

 

Step 7: Mark the main Asana task as complete

Ensure that all subtasks are checked then click on the Complete button on the upper left.

Videos

Going from idea to system