One of our favourite tools is our online operations manual where we document every single task, process and activity. It is such a useful business tool.
Here is a link to the system we use to track projects, create checklists etc. http://basecamp.com/
To record the tasks we use a screen capture software called Camtasia (http://www.techsmith.com/camtasia.html). There is also a free version called Jing http://www.techsmith.com/jing.html
When recording an activity or process we always follow the same formula:
1. What is the activity or task?
2. Why is this task important?
3. How do you do it? What are the specific steps?
Once you got this process in place you can get any of your team members to record tasks as they come up. It is such a neat way to create your own up to date operations manual!
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Franziska Iseli Hall: Hi and welcome back!
Christo Hall: Hi there guys!
Franziska Iseli Hall: Just a really brave tip today and it’s about expanding your team. So when a business is growing really fast and you have to employ more people because you’re growing fast, which is a positive thing and it might have happened because of your marketing, cos you’re doing really well. So that you can manage your team properly when you have new team members climbing aboard, and it doesn’t get too overwhelming and crazy, we want to share with you what we do because we do have a new position open. So what do we do?
Christo Hall: Well, we need systems to build a system and to keep track of the system. We use Backpack, a program called Backpack which basically lets you document the systems exactly how you do things. So you can create checklists and you can all guide them really easily as well and you can also film.. so we use a program to film the screen, screen capture. When we do a process to a certain task, and then we can pop that video into Backpack where we have the system. Breaking things down to easy steps so, if say, I’m going to have a new something bit on the way, Franziska and I know how to do it at all. I need to teach somebody rather than show people over and over how to do things. You create the system once in the program, plus Google Docs is very popular for creating programs as well. So think about systematizing programs and keep it opt intact.
Franziska Iseli Hall: So anytime we have a new task or one of our team members has to do something new, we get them to film it. Basically film the screen or at least make a checklist that is easy for the program to follow. So what is it that you’re doing? And then why is it important? And why you’re doing it? How you’re doing it? So what is it, why you’re doing it and how are you doing it. And if you‘re to follow that formula, it will make it much easy to, it’s kind of like you’re online operations manually. So I would definitely try it because it’s going to make a huge difference.
And now so we basically have a new position going at Basic Bananas. We are looking for a Marketing and Admin Assistant… So send your best employee.
Franziska Iseli Hall: Probably not but keep your best employee but if you know someone that is looking for a position and wants to work…
Christo Hall: In a Madhouse!
Franziska Iseli Hall: In a Madhouse, then you’re welcome to apply. I’ll put the link below. See you guys.
Christo Hall: See you guys!