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Ask the Entrepreneurs: 10 Best Tools for Documenting Systems Amongst Your Team

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Ask The Entrepreneurs is a regular series where members of the Young Entrepreneur Council are asked a single question that aims to help Lifehack readers level up their own lives, whether in a area of management, communication, business or life in general.

Here’s the question posed in this edition of Ask The Entrepreneurs:

What is your favorite software or tool for documenting systems for your team and why?

1. Asana

Blake Miller
Asana is great because it’s so versatile. Not only is it great for project management, but also you can use it to create checklist-oriented task lists. For instance, at Think Big Accelerator, we use an Asana organization with multiple projects that we share with new startups. It’s called the Playbook and meant to serve as a guide for entrepreneurs from idea to the first customer.
Blake Miller, Think Big Partners

2. Courseroute and Camtasia

allie siarto
We’re a small team (five people), so we wanted to build out a really simple platform to record and share screencasts and documents around our company processes. We’ve recorded all of our major day-to-day processes using Camtasia screen recording, and we host the videos and documents on Courseroute, a simple training platform that we built. The beta version will be open to the public soon.
Allie Siarto, Loudpixel

3. Basecamp

Fabian Kaempfer
We like to keep everything in one place. We use Basecamp as our project management tool for almost everything we do. By using this, we are able to document systems in the appropriate project and refer to it by link if it’s associated with a certain task somewhere else. Having to switch and log into several platforms is a time-waster for us. We like to be efficient, and Basecamp is how we get it done.
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Fabian Kaempfer, Chocomize

4. GitHub

phil-chen
Being a technology company with a small team, GitHub allows us both documentation of our systems as well as documentation of our code base in a way we are familiar with. The revision control aspect is very useful to see what has changed and when.
Phil Chen, Givit

5. DocSTAR

Andrew Schrage
Use the software offered by DocSTAR. It offers cloud-based document management services and data capture, and it can improve overall business workflow.
Andrew Schrage, Money Crashers Personal Finance

 

6. Evernote

Thursday-Bram 2
With the advent of Evernote for business, I’ve found it to be an incredibly useful tool for documenting systems and sharing the information with my team. Even better, I can clip an article and turn it into a process to follow very quickly if we want to try something new.
Thursday Bram, Hyper Modern Consulting

7. Streak

doreen-bloch
Streak has been a great tool for our team to document a variety of workflows. The tool lives right within our email accounts (where we spend a great amount of time), which is very useful. Streak has many pipelines that can be built and then shared with select team members. Whether it’s sales, bug tracking or customer service processes, Streak maintains the workflows and encourages collaboration.
Doreen Bloch, Poshly Inc.

8. Flow

Phil Dumontet
Flow is my favorite task management tool. It holds everyone on my team accountable to what they say they’re going to do and allows your task lists to be private or public. The private lists are key for information control; these let me collaborate on high-level, sensitive projects with the people I choose.
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Phil Dumontet, DASHED

9. Lucidchart

Robby Hill
Lucidchart is an HTML5 app accessible from all major platforms and has some team collaboration features as you’re documenting processes and building out very complex diagrams. We use it because some people are on Mac, iPad and Windows, and the service/app works across all of those devices, helping us convey a message with a nice looking graphical chart.
Robby Hill, HillSouth

10. Google Docs

Erin Blaskie
We use many project management tools including Basecamp, Evernote and Asana, but what we find works best for documenting systems is Google Docs. The reason? It’s simply the best at keeping one version of a document, and you can organize all the documents into helpful folders. Combine that with the commenting functionality, and you have a streamlined way to document processes and systems.
Erin Blaskie, Erin Blaskie Digital Strategist

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