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 member 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: Run the transcript in chatGPT to start drafting

Use the following prompts for long transcripts:

Prompt 1: I have a transcript for someone completing <task> and I want you to study the information given. The prompt is quite long so I will give it to you in chunks. Are you ready?

Prompt 2: Here’s the first part of the process. Can you please identify the steps in the process as we go? Please list them as Step 1. Step 2. Step 3, and so on and add sub-steps underneath each main step.

Prompt 3: Here’s the next part of the transcript Can you please continue to identify the steps and have it join to the end of the previous steps you have already identified?

Prompt 3 (Tweaked): Here’s the next part of the transcript Can you please continue to identify the steps and list them as Step 1., Step 2., Step 3, and so on, and add sub-steps underneath each main step? Have it join to the end of the previous steps you have already identified.

 
Use the prompt below for short transcripts:

Prompt: Can you provide a detailed step-by-step process of the transcript below? List the main steps as Step 1, Step 2, and so on, and provide sub-steps underneath in bullet form.
 

Note: You may use Google docs, Microsoft word, or notepad when drafting but remember to copy and paste the system progress in systemHUB before your shift ends.

Step 6: 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.
 

Trigger 

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

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

Prompt: Based on the transcript, and the provided title "<insert title>" and Overview, can you identify what triggers/initiates the process?

Tweaked (long transcript): Based on the transcript and the provided steps above for the process of <insert the process>, can you identify what triggers/initiates the process? 

Tweaked (short transcript): Based on the transcript and the provided steps above, can you identify what triggers/initiates the process? 

Title 

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

If the system has no assigned name yet, you may use the following prompt guides when naming the system:

Note: This prompt only applies to short transcripts. If you have a long transcript, it is recommended that you seek a human review to ensure that the title is appropriate and accurate. Choose a prompt below to generate a title using chatGPT.

Prompt: Based on the transcript above for someone completing the process <insert the process>, can you create a concise and descriptive title that accurately reflects the content of the system? 

Tweaked (long transcript): Based on the transcript above for someone completing the process <insert the process>, can you create a concise and descriptive title that accurately reflects the content of the system? Provide at least 3 suggested titles.

Tweaked (short transcript): Based on the step-by-step process below, can you create a concise and descriptive title that accurately reflects the content of the system? Provide at least 3 suggested titles. <insert the step-by-step process ChatGPT provided>

Use the prompt below if you are working on a transcript with a title:

Prompts: 

• Can you please read and improve the title below? <insert the title>
• Can you make this title better by using descriptive words? <insert the title>
• Can you suggest a specific, short, and concise system title that uses action words? <insert the title>
   

Overview 

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

Prompt: With the title "<insert title>", can you create a clear and concise overview summary of the system based on the above transcript?

Tweaked (long transcript): Can you create a clear and concise overview summary of the system based on the transcript above for someone completing the process of <insert process>?

Tweaked (short transcript): Based on the step-by-step process below, Can you create a clear and concise overview summary of the system? <insert the step-by-step process ChatGPT provided>

Use any of the prompts below if you are working on a system with an overview: 

• Can you read and improve the overview below? <insert overview>
• Can you please review the overview below to ensure they accurately describe the purpose 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 compiled Prompt Tests conducted using the suggested prompts above.

Step 7: 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 8: 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 which 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.