Create Draft Stage

Step 1: Understand the brief and collate all relevant links

Before drafting, review the documentation request, review all provided materials, and gather all necessary information. Ensure all details needed are organized and easily accessible.

• Define the purpose and goals of the system
• Identify target audience and stakeholders, Who this system is for?
• Determine the level of detail required, To what level of detail do we need to go?

Under system details, put a section for "Relevant Links" and then hyperlink each of the collated links respectively. 

Step 2: Create a new system in systemHUB

Identify the best location for the system.

Create folders based on business departments (Sales, Finance, Operations, etc.) and subfolders as needed.

Change the status of the new system to reflect the stage it’s in:

• Grey (New):  This indicates that a new system has been created but no work has been done on organizing its data yet.
• Orange (In Progress): This signifies that work has started on the data in the system, but it is not yet ready for use by others.
• Green (Active/Ready for use): This status indicates that the system is complete and ready for use by others who can follow the steps to obtain the desired result.
• Red (Inactive/Unusable): This status means that the system should not be used as it may be obsolete, incorrect, or inaccurate. However, the system may still have some value, so it should not be deleted completely.

Step 3: Watch the video recording from start to finish

You should have been provided with a video recording of the task or process being done by the knowledgeable team member responsible. Watch the video and take note of the key steps to include.

Remember, your goal when watching the video is to understand the specific task and how it fits into the larger system.

Suggestion: Change the playback speed of the video to 1.5x (only if it won’t affect your focus or concentration on the details).

Step 3.1: Imagine the task being done for the first time

Doing this will help you understand how detailed you should be. If a team member is doing this for the first time and starting fresh, he or she would have limited knowledge of the process. Some systems do not really have to be too detailed and some only require a video.

Determine if the system requires detailed documentation or if the video recording is already sufficient.

Suggestion: Don't spoon-feed, but don't be too vague either. Aim to strike a balance by providing clear and concise guidance that leads the team members smoothly through the process to its completion.

Step 4: Get the video transcription

Here are different tools and systems you may use when getting a transcript:

• Loom
• Slack
• Descript

Note: Choose to use whichever may be available or easy for you to use.

Step 5: Paste the transcript in chatGPT Splitter

Open the chatGPT Splitter in another window.

You can either:

• Upload the document where the transcript is saved by clicking on the Choose Files button.
• Paste the complete transcript inside the box.

Then click the blue Process button.

Step 6: Feed the chunks in chatGPT

Open a regular chatGPT.

The number of chunks generated in the chatGPT Splitter will depend on the length of the transcript. Click on the Copy button below each chunk and paste it on the regular chatGPT.

chatGPT will respond after each chunk with "OK: [CHUNK 1/6]", "OK: [CHUNK 2/6]". This will serve as an indication that chatGPT is ready for the next chunk.

Do this one by one from the first chunk down to the last chunk.

Important Reminder: Follow Steps 5 and 6 for longer transcripts (30 minutes or longer). For shorter transcripts, you may just use the regular chatGPT when drafting the system and follow Step 7 onwards.

Step 7. Start drafting the system

Open the chatGPT documentation prompts compilation and use the appropriate prompts according to what you need to accomplish.

Cross-reference the responses from chatGPT to your notes. Edit as necessary.

Step 8: Ensure essential components of the system are included

Cross-reference on chatGPT responses. Check if all essential components for clear and complete system documentation: title, overview, trigger, main steps, final/subsequent steps (if any), and visual examples of what success looks like.

For each component, cross-check the prompt to use in chatGPT documentation prompts compilation.
 

Trigger 

The main section should identify the triggers that initiate the process.

Note: Stated triggers may not always be available in all extraction videos. 

Title 

Clearly defined titles should be concise, descriptive, and accurately reflect the content of the system.

Overview 

An overview should provide a clear and concise summary of the purpose and objectives of the system.  

Main Steps and sub-steps

The main steps should be aligned with the completion of the system. While the sub-steps must be detailed pertaining to the completion of the main steps.

Review your system's main and sub-steps and ask yourself if each sub-step directly relates to the completion of the corresponding main step. Are the sub-steps detailed enough to ensure that each main step is being completed thoroughly and accurately? Are there any sub-steps that could be combined to make the system more efficient?
 

Final step

This should outline how you know you are done with the system and what's next. 

If applicable:

• Include marking the related Asana task as complete and/or reassigning it to a supervisor for the next steps.
• Identify any subsequent steps or next systems involved.
• Provide examples of what successful completion of the system looks like. (screenshots, images, videos, or links)

Here's a link to the videos for each component: Testing Prompts

Step 9: Review and refine the system

After creating a preliminary version of the system with the help of ChatGPT, it is crucial to conduct a human review to ensure accuracy and clarity.

Note that ChatGPT is a language model and not a human, so review it thoroughly to identify any missing details or errors. Compare your notes from Step 3 with the output generated by ChatGPT to ensure that all necessary steps are covered.

Re-watch the video recording to check for missed details and make necessary changes to refine the system. Also, check if any steps require additional details or clarification.

Create a handful of checklists to test the system's functionality and effectiveness for users.

Remember, this step is all about refining and improving the system to make it as clear and useful as possible for its intended audience.

Step 10: Format and follow the standards

Follow the formatting rules under the Foundations of Documentation and Anatomy of a System and System Formatting to make your newly-created system consistent with the rest of the systems inside systemHUB.

Do a quick scan of the system and make sure that it is understandable, and makes sense. When you run your eyes over it, does it make sense?

Remember, someone should be able to read the headers and be able to follow along with the process. The details are in the bullets but the main headers should outline the main steps in the system.

Also, ensure email templates and/or any documents mentioned in the system are attached to the relevant spot in either the "email templates" and/or "attachments" sections.

Add any additional useful information that doesn't need to be added to the SOP itself (sort of like a ‘footnote’ in a book) in the “Supporting Notes” section at the bottom of the system.

Review Stage

Step 1: Quality assurance review

Send the completed system to another team member who has undergone the formatting training to cross-check if everything is within our standard. Here's a link to the Quality assurance review system.

Step 2: Let the knowledgeable team member review

Now that your system is done, let the knowledgeable team member have a look at it to review it.

Since that specific team member knows the system well, they will be able to add anything that might have been missed or provide feedback on the documentation to help improve it. Take note of the feedback and apply it.

Repeat this step until sign-off is given and the system is ready for testing.

Step 3: Ensure the system is saved in relevant locations

Add, create, or update task templates in your project management with the new systems link. Ensure the "how to document" you just created is included with the task as it is assigned.

Step 4: Test the system

With your system tweaked and updated, it's time to test it. Have a team member, new to the system, try and complete the task.

With their fresh eyes, you will identify any further tweaks that can be made. Answering their questions in the system itself so that it's right for future team members.