Before you begin your documentation, take a couple days to record tasks as you do them. For example: -Update Event/Meeting Calendar on website, send reminders to staff -Payroll -Schedule social media posts, link to blog articles -Edit e-newsletter and send on the 1st of the month -Create agenda for monthly board meeting, send -Membership due reminder calls, 15th of the month
Whether you own a business or are an employee of a organization, having processes documented is an absolute must! Administrative professionals often hold the passwords, contact information and knowledge of procedures. These are things you don't know you need until your Administrator is out sick, injured, etc. Please take this advice and set up your procedures now, before you need them. We understand it can be overwhelming to document every task you are responsible for, here are some tips to get you or your team started!
Categorize these tasks and label them by level of importance. For each task, start by summarizing the task description. Include any important information in the beginning in case the reader doesn't go through the entire document before they begin.
Board President, John Smith, does not receive the mass email containing upcoming meeting dates. Send a personal email with dates, agenda, and notes from previous meeting.
Include all usernames, passwords and verification codes at the beginning of your procedures. Use screen shots for longer processes such as e-newsletters. Any visuals, helpful hints and a clear, simple voice is always helpful. This is not the time to impress your reader with your extensive vocabulary, you never know who will be following these instructions, it's possible they could be from a different department. Don't assume they know who Nancy is, use full names, departments and contact information.
Test out your manual. Ask a teammate to read through it or better yet, try it out! It's easy to miss small but important details when you are so familiar with the task. Decide where to store this information. If you use online document sharing, make sure you share with someone right away. If you are out of the office, you may not have access to be able to share.
Your boss, team, new hire, whoever it may be, will be incredible grateful for your procedures when they need them--it will happen! Your tasks should still get done even if you can't complete them, that is the goal! It's the first thing our Virtual Assistants create for clients when they on-board and train. It's an immediate added value for our clients. Resist the urge to move this to the bottom of your To Do List and get it done, today!