As the founder of Optimized EA, a rapidly growing virtual executive assistant business, I know firsthand that sitting in front of a computer, typing out processes for staff, isn't the most exciting part of the job. I'd much rather be out there, talking to clients, and making a real impact in businesses and lives. But here's the thing - documenting these processes, these systems, is absolutely crucial for the success of any business.

Documenting standard business procedures for our virtual assistants working isn't just a formality. It's the backbone of high-quality work, our compliance with regulations, and our ability to serve clients effectively and consistently.

WHY DOCUMENTING SYSTEMS IS SO IMPORTANT

Imagine you're asked to bake a brownies. You have all the ingredients in front of you, but you're not exactly a baking expert. You give it a try, but after hours of mixing and whisking, you end up buying ooey-gooey brownies from the bakery down the street.

This scenario is a lot like working without documented systems. You might stumble through the process and eventually achieve something resembling success, but knowing the process would have streamlined the process and gives consistent results.

Systems are like roadmaps for efficiency. Whether it's an email template or a tutorial on using a specific tool, documentation serves as a guide that can be used for training or as a reference for clarification.

To save time on documentation, we employ various methods like video capture, checklists, and screenshots. Each of these methods is best used in certain situations.

HOW TO PROPERLY DOCUMENT A SYSTEM

CREATE A SYSTEM DOCUMENT

A system document provides all the information about how a task should be done, following a standardized format. It answers essential questions of who, what, when, where, and why.

For instance, if we asked our virtual assistants to send daily updates to each of their clients, the system document would look like this:

• What is the task? Sending daily updates.

• Why does the task need to be completed? To provide a detailed summary of the day's work, demonstrating accountability.

• Who is in charge of completing the task? Everyone who worked with a client that day.

• When does it need to be done? Every workday, by the end of the business day.

• How does the task need to be done?

  • List down the tasks that you completed for the client you are sending an update to for that day

  • Identify the task(s) status

  • Report completed actions

  • Report any road blocks you’ve encountered

  • If the task is incomplete, provide an estimated completion time

  • Send the daily update to each client

VIDEO CAPTURE

When it comes to creating tutorials, video capture is your go-to tool. It offers speed, simplicity, and effectiveness. Essentially, you record yourself performing a task, providing a clear step-by-step guide for anyone watching.

For instance, a recorded video call can easily transform into a comprehensive tutorial on delegating calendars.

At Optimized EA, we maximize video capture not only for documenting systems but also for enhancing communication. I frequently record calls and meetings with both my team and my own clients using this method, allowing them to revisit these videos for clarification on past discussions.

Tools like Loom or Hippo (Google Chrome plug-ins) are great for this purpose. Recording a training or meeting tutorial using Zoom or Google Meet are also great options. All of these tools enable you to effortlessly capture videos and share them with your team.

CHECKLIST

In certain scenarios, tasks demand a precise sequence of steps to achieve the desired outcome. This is where the magic of checklists comes into play. Checklists are invaluable tools that guarantee each step is executed accurately and in the correct order. This not only minimizes errors but also significantly enhances overall efficiency.

Checklists are essential for reducing errors. By breaking down complex processes into manageable steps, they act as a safety net, catching potential mistakes before they become critical issues.

• Error Reduction: One of the primary benefits of checklists is their ability to minimize errors. By providing a structured roadmap of tasks to follow, they act as a safety net, catching potential mistakes before they become critical issues.

• Increased Efficiency: Checklists streamline complex processes by breaking them down into manageable, bite-sized steps. This not only makes tasks more approachable but also enables team members to complete them more swiftly and with greater precision.

• Task Motivation: There's a sense of accomplishment in checking off items from a list. This psychological boost can be a powerful motivator, encouraging individuals to stay on track and complete tasks promptly.

• Accountability: Checklists assign clear responsibilities. Team members know what's expected of them, which fosters a sense of ownership and accountability for the tasks they are responsible for.

• Consistency: When tasks are performed consistently following a checklist, the results are more predictable and reliable. This consistency is especially crucial in tasks with compliance or quality control implications.

To harness the full potential of checklists, there are several powerful tools available.

• Trello: Trello is a versatile project management tool that revolves around boards, lists, and cards. It's excellent for organizing tasks, setting deadlines, and assigning responsibilities. The visual layout of Trello makes it easy to grasp project progress at a glance.

• Asana: Asana is a robust task and project management platform that offers a wide range of features to help teams plan, track, and manage work effectively. Its task dependency feature is particularly useful for ensuring that tasks are completed in the right order.

• Monday: Monday is a comprehensive work management and productivity platform. It covers everything from task management, project planning, lead management, and more. It integrates directly to your email account to easily track communications around projects, clients, and leads.

  All of these tools are suitable for businesses of all sizes and even for individuals. These tools, when integrated into your workflow, can lead to smoother operations, reduced errors, and improved collaboration among team members, all facilitated by the effective use of checklists.

SCREENSHOTS

Screenshots play a pivotal role in the realm of creating visual guides, especially when it comes to processes that involve specific tools or software. Their significance lies in their ability to provide crystal-clear visual references that simplify complex tasks. In essence, a well-structured screenshot-based guide serves as a map, allowing individuals to navigate intricate procedures with ease. This is particularly invaluable in industries where precision and attention to detail are paramount, such as technology, design, or healthcare.

It's worth noting that screenshots are not limited to a single use case. Beyond serving as instructional guides, they also function as troubleshooting aids. When an error or unexpected behavior occurs within a software application, screenshots can be used to document the issue step by step, aiding in communication with support teams or developers. This not only expedites issue resolution but also establishes a transparent and efficient means of addressing technical challenges. Consequently, in knowledge-intensive industries, the role of screenshots in maintaining productivity and quality cannot be overstated.

KEEP DOCUMENTS IN CENTRALIZED LOCATION

Don't waste time searching for documents across folders, software, platforms, and desktops.

Organize and centralize your system documents in one location for easy access. Services like Dropbox, Google Drive, SharePoint, OneDrive, and Slack's file-sharing features make sharing and accessing documents a breeze.

Lack of documentation can hinder productivity, leading to wasted time and increased effort in explaining processes or searching for references. Moreover, your team might discover more efficient ways to complete tasks. Remember to keep your system documents up to date. When someone finds a better way to do something, update the document with their best practice.

Documentation might not be the most thrilling task, but at Optimized EA, we know that proper system documentation can make or break our company's growth.