Best documentation method for virtual assistants & remote teams — feat. Chris Ronzio of Trainual
Today’s teams are mobile and always on the go: so why are your processes & documentation stuck in the 20th century? We’re going to drill down on how to easily document the key parts of your business & effectively delegate tasks to your team — giving you the freedom to focus on high-level tasks crucial to your success!
An experienced virtual assistant can improve productivity and reduce complications through process documentation. Learn how it’s done in this guide!
Tired of playing catch-up with your virtual & remote staff? Having trouble keep everyone organized with team members on the road? Get business out of your brain make your organization easy to scale! Join us for this exclusive webinar with Chris Ronzio, the Founder & CEO of Trainual, as he walks us through how to easily & effectively document & delegate to your team.
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Chris is an investor, part-owner, and/or on the board of 5 companies, an Inc Magazine columnist, and the author of 100 Hacks To Improve Your Business. He spent a decade building a national video production company that would net over $3 million and sold that business before turning 25, at which point he started a consulting agency, called Organize Chaos. After working directly with hundreds of entrepreneurs, Chris and his team created the Trainual software tool to help organize small and growing businesses.
Why documentation is important
Documentation is the backbone of running any business. It’s the reference point you need to make strategic decisions about who does what, when, and how. It’s also important for employees to be able to answer questions like: “who did what?” “for how long?” “how quickly?” and “how much did these cost?”
The bottom line is that documentation is the backbone of business success, while your staff is the foundation of your organization.
3 biggest pain points that virtual teams face
- No uniform guidelines for project work
- Lack of centralized control
- No effective way to monitor and measure productivity
Documentation & project management
Your documentation should be easy enough to follow that anybody can use it, flexible enough to accommodate your dynamic business environment, and interoperable with your other systems so that your team members don’t waste time re-entering data into multiple places. If this sounds like a tall order, don’t worry — we’ve got you covered.
What to document first when forming a remote team
Ask templates that your team can consistently follow when working on projects. Your task templates will be the foundation of your documentation, so it’s important to get this one right.
Main aspects of task templates:
1. Project parameters: what the project is, who is performing the work, and what the overall goal is.
2. Task requirements: list of materials required to complete project, outline for how you plan to tackle project, and due dates for milestones/reports/etc
3. Task ownership: who is in charge of task as well as check in/check out process
Do It, Document It, and Delegate It to a Virtual Assistant
Hiring a virtual assistant may seem daunting if you’re considering the “training” period. It’s true that your assistant can’t work effectively if they’re not familiar with your expectations, the software you use, and the everyday workflow.
However, there’s a method to increase productivity and ease the training period by paying attention to your work processes.
With this in mind, read on to learn all about process documentation for a seamless work environment!
Identify the Tasks
One of the hardest aspects of beginning documenting processes is compiling all the tasks that you expect your virtual assistant to handle. This is because you want to choose the tasks that you expect your assistant to handle on a daily basis and eliminate the unnecessary tasks.
Document Procedures
Your next step is to document, step-by-step, the procedure to execute each task. It’s important to be as clear and thorough as possible. This will enable your virtual assistant to confidently refer to for assistance when they’re just getting started, boosting business productivity as a result.
You can document these procedures in a simple Word doc or use one of many process documentation tools in order to speed up your workflow. Here are a few commonly used tools:
- Google Drive
- Evernote
- Trello
- Microsoft Visio
We recommend opting for a tool that you’re already familiar with–this can greatly speed up your business documentation. Remember that you can use screenshots and video capture to make your processes even easier to understand.
Test the Procedures
Your work isn’t complete after writing down all your procedures. Next, it’s important to test all the procedures you’ve documented to ensure that each step is covered. For instance, if you want your virtual assistant to document all the calls created in your CRM software, you’ll want to include how to use that software after the call has taken place.
You’ll also want to include when you expect a task to be done. Updating your CRM platform every time a phone call or email is placed may be important if your assistant will be interacting with multiple clients a day.
Delegate the Tasks
Documenting these work processes is helpful even before you even hire a virtual assistant. This is because you’ll be aware of exactly the kinds of skills needed in order to confidently complete your processes each day. You’ll also be in a better position to communicate your expectations and find the right virtual assistant for you.
As you delegate tasks, remember that it’s important to still stay open to feedback. Update your documents over time so that your assistants are being trained with the best practices.
Process Documentation Tips for Productivity
It’s possible to increase productivity and reduce the friction when it comes to onboarding a new virtual assistant with detailed process documentation. Take your time to consider the tasks you’d like your assistant to handle each day, with special attention placed on repetitive tasks.
Once you write them all out, your assistant will know exactly what you expect of them. They can also refer back to the document as they get accustomed to their new role with your business.
See For Yourself: A Closer Look at Virtual Assistants
The popularity and acceptance of virtual assistants will grow over the next decade. It is estimated that, in 2020, 40% of the entire US task force are virtual professionals. Today’s use cases for these task-oriented professionals are vast. “Freelance virtual assistant services” will be one of the biggest industries in terms of employment and global revenue by the end of the decade.
“Outsourcing makes the hustle better — because you’re not burdened with many/growing expenses that you’ll need to figure out how to cover and hit profit”
Focus on your growth & scale your operations
ENVISIONING OF A NEW REALITY FOR YOUR BUSINESS
Simply put, MyOutDesk equips entrepreneurs & business owners with tools, strategies, and virtual employees — and when combined, businesses have a competitive edge and find growth while efficient systems and processes are put in place.
MyOutDesk proudly provides additional free business growth guides, books, and strategy calls.
See what we are about, and schedule a free ‘Double Your Business’ strategy consultation with us. We’ll take the time to learn more about your business and offer solutions to foster top talent and lower operational costs for your company.
Experience The Difference
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Claim a free business strategy consultation & ‘Grow Virtual’ Guide
Did You Know? MyOutDesk’s origin story is set during the last global financial crisis of 2008. Yes, that’s right — our business started by scaling businesses with virtual assistants during a recession! Our first client in 2008 went from five to seventeen VAs with a completely revamped organizational model in short order, and he told MyOutDesk, “Our virtual professionals have shaved $250,000 off our monthly overhead.”
More than one task at a time
When your virtual assistant is working with you, they are working with everyone in your office, not just you. This means they are not only able to handle multiple tasks at once like being efficient with their time while also saving yours. Today’s use cases for these task-oriented professionals are vast.
