Creating your process framework is essential not just for teaching your intern or new skilled person how your process works; it has the added benefit of making your business more valuable. Just like the book “the emyth” says; to record everything. Most people know that we need to record it, but we need to record it in a way that it makes sense to the person who will be doing the work..
The Top 3 Steps For Creating A Process Framework
Step 1.LIVE Video Screen Capture
The first step for creating a process framework is to Video Screen Capture LIVE what you’re doing- the point being the person who will be doing the job can ask you live their questions-you can use the video from knowlocker, if you have it, or camtasia or just use any screen recorder.
The benefit of knowlocker is you can record up to six people at once all with their own sound. The benefit of camtasia is the editing capabilities: you can also add iphone screen recordings(from mac using quicktime) and the mask to hide emails/ sensitive information. Ideally, you may be able to add both ie record in knowlocker and edit in camtasia.
If you don’t have someone there- you can record your process framework while you are doing it and then get the feedback from the person, in case there are any gaps in how you are explaining it.
You can even get an intern to create videos and documentation from following you..
Step 2 Make Documentation
Then make Documentation. To Go With The Video (have a consultation with the person who will be doing the work or they can do themselves and you review the notes)
The detailed Notes should cover:
- WHY-is it done this way? How does it fit in to our overall process?
- WHAT is It? What exactly are you doing?
- HOW IS it done? All the steps involved..
- WHAT IF -how do you know when its finished?
-if you skip one step what happens?
Let’s take the example of making this post;
1. Why is this process framework being documented? So a new recruit to the business can be on boarded very quickly and execute the process without any mistakes. It also makes the business more valuable by recording it’s IP.
2. What are are we doing? Recording screen share videos and editing them in camtasia if need be.
3. How is it done? a)The steps involved are go to knowlocker and simply press record screen an start talking, b)then download video to dropbox and then c)upload to camtasia and then once finished d)youtube as a private link or else e)vooplayer.
4. What if- how will we know when its finished? Someone skilled but new who doesn’t already know the process is able to execute the process perfectly after watching the video. If we miss a step and don’t record the process from the point of view of the person who needs to perform the task, then the new person won’t be able to it. Sometimes even though we might be very good at something we might be poor at explaining it to someone else because we might assume them to have more knowledge than they actually have on the topic or just forget that they might not know something.
Step 3. The Executive Summary
The Executive Summary- Bullet Point Task Checklist Someone Experienced can check off to make sure they have covered everything.
- make sure email goes out
- compliance is done
- Steps are taken etc
The checklist can be broken up into stages and completed by different people.
So for our example checklist it would be
- record a screen share video of a process
- check with trainee that it makes sense to them
- make a checklist covering all the points the trainee needs
For a FREE PDF DOWNLOAD PDF of “how to create a document process quickly and easily..
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