Why is having well-defined systems, processes, and business documentation essential?

• It saves team members time and effort.
• Less micromanagement is required.
• Tasks can be handed over and delegated more easily.
• Team members can improve their skills and gain new abilities.
• Opportunities for advancement within the organization are created.

What is Process Documentation? 

• It is a step-by-step explanation of how to perform a particular process consistently.
• Used to teach people how to do a specific process.
• Involves the transferring of knowledge.
• It helps get someone 80% of the way to understanding how a process is complete.

What's usually included in Documentation?

1. Step by Step Written How-To's (E.g. How to file or process leaves?)
2. Training videos or tutorials
3. Links to related articles, videos and other supporting documentation

Documentation Considerations:

1. Make it easy to read and understand. Avoid using complicated language or jargon that could confuse readers.
2. Pay attention to grammar and make sure to follow the required American or Australian format, if specified.
3. Only follow the instructions that apply to your situation.

Where are we storing these documents?

Any centralized system that is very much accessible by everyone (like systemHUB!).

How detailed should I be in creating a system?

Please watch this video.

Good question! This depends on who is going to follow your system. Make sure it is easily understandable by anyone doing it for the first time. Don't spoon feed the system, but don't be too general or vague either. Take it this way, if the step is pretty obvious or the button you mentioned is right there to click, you don't have to show them where to hover their mouse over. 

Detailed "How-to" Document vs System Overview

Please watch this video.

A detailed "how-to" document or system is any ordinary system that specifically explains one process or task. This kind of system can be a part of an overview system that accomplishes a bigger process or task.

Example:

Setting up a Membership systemHUB Account (which can be a part of an overall system like Setting up New SYSTEMology Members).
 

A System Overview, by the name itself, is a system not too specific that focuses on bringing a number of related "how-to" systems together. This kind of system usually contains many links to "how-to" systems that explain each and every task or step in more detail.

Before You Start

Ask yourself these questions:

• Who is the intended reader of this system?
• Will you be creating a "how-to" document or a System Overview?
• How detailed should the documentation be?
• Can you record the knowledgeable team member performing the task, or have you already been provided with a recording?
   

Improving the following skills and traits will make documenting processes and tasks easier:

• Continuous learning and a curious attitude towards research. 
• Writing proficiency. 
• A keen eye for details. 
• Balancing simplicity with completeness. 
• An understanding of how your work fits into the larger picture.