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

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

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

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    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.
        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

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          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

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              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.
                  Phil Dumontet, DASHED

                  9. Lucidchart

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                  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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                      Trending in Work

                      1 The Key to Finding Job Satisfaction and Having a Successful Career 2 How to Be a Successful Businessman (The Complete Guide) 3 10 Essential Career Change Questions To Ask Yourself This Year 4 How to Effectively Manage a Heavy Workload at Work 5 The Art of Building Relationships You Need to Succeed in Your Career

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                      Last Updated on January 14, 2019

                      The Key to Finding Job Satisfaction and Having a Successful Career

                      The Key to Finding Job Satisfaction and Having a Successful Career

                      Regardless of whether you hold an entry-level administration role or regularly travel to the ends of the Earth as a hot-shot senior executive, you can still find yourself harboring an emptiness… a feeling that something is missing. A popular assumption that experiencing job satisfaction and a successful career should be underpinned by a well-rounded suite of tangible benefits, no longer holds true for many of us.

                      We’d never deny health care benefits, appropriate and fair remuneration, bonuses and travel perks in a job package. However, even if served to us on a silver platter, those features can only satiate us to a certain point.

                      You might wonder what governs entrepreneurs and start-up business owners to quit their lucrative jobs, essentially look the gift horse in the mouth and kiss such benefits goodbye! There can be an irresistible pull to mastermind a business with products and/or services that serve the greater good of community wider than that constituting their daily existence.

                      Even with research showing entrepreneurship to pose greater threats to their mental and physical health, this unique breed of individuals choose to go against the grain in chasing their dreams of being their own boss. Why? Why would anyone risk this type of career suicide?

                      Whether you’re an employee, have recently taken the leap to being a business owner or been in business for a while, the commonality is a congenital condition we all share as human beings; to feel a sense of purpose, value and contribution to our community. Despite it being harder to find this for ourselves in today’s world, these approaches will help you achieve ultimate satisfaction through the twists, turns and joyrides that are essential features of shaping a successful career.

                      1. Search for Opportunities That Feed Your Passion, Not Temporary Excitement

                      Even though well-intended, the ‘feel good now’ compass that career coaches and consultants often recommend you use to create career satisfaction can actually do you more harm than good. Excitement is transient. It doesn’t last. Passion is the compass you need.

                      Passion and excitement are two different things. The resounding career legacy that still draws you to turn up on the job regardless of the sunshine or storm that awaits you…that’s passion. It’s like a mental and/or emotional itch you can’t shrug off. Staying attuned to that calling will breed success for you sooner or later. Patience is key.

                      You’re also likely to have more than one key passion. Beware of getting caught in the notion you have to find your one true purpose. In fact, run immediately from any coach who tells you there is only one. There isn’t.

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                      Your passion is a journey that can take multiple forms so forget thinking there is the single dream job out there that will give you satisfaction in every way you can imagine. It simply doesn’t exist.

                      Consider embracing different roles and projects to help you fuel your passion or fuel your pursuits in finding it. Job satisfaction and your career success will be all the more sweeter from a wider range of enriching experiences.

                      2. Don’t Position Job and Career Satisfaction Assessments as Pivotal Guides to Your Success

                      Despite their popular use for vocational guidance, assessment tools such as Gallup’s Clifton Strengths and the Myers Briggs Type Indicator have come under fire[1] as being limited to the amount of true value and direction they can offer partakers.[2] These and many other guidance assessment tools (e.g. VIA Character Strengths , DISC ) are self-report questionnaires that don’t have normative population data against which to compare your results.

                      Simply remember these tools help you develop a stronger sense of what you identify as strengths and weaknesses within yourself, not in comparison with other people. They will still add insight around what sorts of career opportunities, tasks and projects are going to light your fire, what ones are going to extinguish it and what will prod and keep the coals steadily smoldering.

                      3. Be Clear on Your Personal Values, Ethics and Principles and Choose Relationships That Support You Honoring Them

                      Teamwork, collaboration, open communication and trust are commonplace for any flourishing work environment. However, whether or not your personal values can be honored in your work can make or break your job satisfaction.

                      How committed do you want to be to an organization that expects an average of 10 unpaid overtime hours every week under the guise of ‘reasonable overtime’? Are you willing to accept their construing this expectation as ‘strong commitment’ at the expense of your partner and children waiting at home for you? What are your boundaries concerning when you clock on to their time and when you clock off to yours?

                      Being very in tune with what your personal values, principles and ethics are will bid you well in the job satisfaction stakes. Spending time to reflect on experiences and working relationships you’ve had – the good, the bad and the ugly – will help you make well-informed searches and grounded decisions that will propel your career success.

                      Finding and nurturing relationships with associates and colleagues who share similar values doesn’t just make your day-to-day pursuits more enjoyable. You become fortunate to work with like-minded people who will support, understand and appreciate you like a second family.

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                      Being able to honor your personal values in your work means you will still be able to sleep at night when you have to tread where others fear to, and make extremely difficult decisions others would never ever dream of having to make as you forge success in your career.

                      4. Be Clear on Your Own Definition of What Having a Successful Career Means for You

                      It’s tempting to get caught up in the ideals and projections of success expressed by those we love, admire and respect. Underneath, we all want on some level to belong to a successful club of some sort.

                      With research reporting how much money we feel we need to be truly happy,[3] many of us try to subscribe to the notion that having the car of our dreams or taking a European holiday annually will not bring us happiness. The truth, however, for many of us is these tangible rewards are congratulatory reminders of our persistent efforts to chase our career pursuits.

                      If those are things you aspire to, don’t let anyone steal your desire and want to feel deserving of these things, that those are some parameters by which you define your career success.

                      Despite consistently being the top revenue earner for two years running, you may not wish to become the sales manager. You may not wish to step out into running your own business even though you consistently excel as an employee, delighting clients and repeatedly receiving glowing testimonials.

                      Your definition of career success might be enjoying the predictability of a regular workplace routine. You get to leave – without feeling guilty – at the same time each day, love the people you work with and get to spend a good, uninterrupted amount of work-stress free quality time with your family. That picture is also blissful job satisfaction and complete career success.

                      5. Identify the Sorts of Challenges and Problems You Want to Learn to Overcome

                      Standard advice you might receive from a career coach might be to look for opportunities where you get to capitalize on exercising your strengths and career-related activities you enjoy.

                      However, to become a success at anything involves improvement. To excel at anything often involves stepping outside boundaries and comfort zones where others wouldn’t. This means dedicating focus and attention to things you’re not so good at and things you don’t like.

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                      Here’s where working with a coach can be particularly helpful. Map out the experiences that were unsavory in your working history. Were there challenges you opted out of, projects you failed at or toxic relationships that blasted your sense of purpose and self-worth into oblivion? It’s within these experiences that you might just find the most valuable lessons and guiding lights for your trajectory to achieve greater job satisfaction.

                      If your natural leadership style is to be a collaborator, finding opportunities that require you to apply a more dictatorial style might be needed. Discussing a secondment or short-term project where you get to develop and test your skills can be a step further in earning contention to lead a larger project down the track.

                      With several of the company’s boldest personality types penciled to roll out the operation, you’ll not only develop skills that earn your right to throw your hat in the ring; those key players have an opportunity to see your competence. You can then work on building relationships with those stakeholders before you need to hit the ground running should you win the lead.

                      Greater job satisfaction comes with planning and choosing the lessons and opportunities you want to learn, not desperately flailing, floundering and hoping for the best.

                      6. Keep Reviewing Your Goal Posts and Be Amenable to Change

                      The word ‘career’ is indicative of a longer-term pathway of change, growth and development. The journey is dynamic.

                      You will accumulate new skills and let those you no longer need, become rusty. Your intrigue will be stimulated by new experiences, knowledge and people you meet. Your thinking will continue to expand, not shrink. As a result, your goalposts are likely to change.

                      A major part of enjoying a successful career is not just setting goals effectively, but regularly reviewing and readjusting them where necessary. However, moving the posts or the target still needs to take place by applying the same processes by which you originally created them. The strength of your emotional connection to those revised goals needs to be the same, if not stronger.

                      By asking yourself the following questions, you can assure your developmental and growth trajectory is still on course:

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                      • Would working toward these goals still allow me to honor my personal values, principles and ethics at the same capacity if not greater?
                      • Do the activities I need to undertake to meet these goals honor my highest priorities?
                      • Does this feel right for me and those who are nearest and dearest to me?
                      • Is this aligned with my passion?
                      • Is chasing this goal a right step for me to take now or is this a detour or distraction which could delay my greater plan?

                      Each of your career goals should have different review periods. Whatever you do, stick to the review schedule you set. It will not only keep you focused but help you see your progress (or lack thereof) and allow you to timely re-chart your course before you get too far down the track. You don’t want to waste time haphazardly heading in the wrong direction.

                      7. Be Prepared to Let Go

                      It can be unfathomable to us as to why others risk leaping into the unknown when everything truly appears fine and dandy in the career realm. The company provided stability, recognition, financial success, interesting projects and the promise of a promotion…what was wrong? Why now jump sideways to run a café or train in another field altogether?

                      Nothing may have been wrong at all. It was all going right. It was just the end of a chapter. Perhaps the yearning for the next step is actually taking a different trajectory entirely. You may want to simply experience a different rhythm. Perhaps it’s time to pursue a different passion.

                      If you have leaped from employee-land to freelancing or have made the reverse-jump (or you know someone who has), you will have quickly grown a different appreciation for pros and cons each work lifestyle brings. Working for yourself can bring the greater realization of your creativity, whether or not it can be monetized to earn you a living.

                      When your customers are buying you or a product you designed and fashioned, there is a direct level of appreciation and gratitude that can elevate your confidence in the way you have never experienced as an employee, regardless of your rank.

                      Similarly, there are times where we need to recognize our business ventures were adventures, not long-term life-changing empires. There are times we need to recognize that time is what provides the clearest limitation of how long we persist for in such pursuits.

                      We have to recognize the absence of enough financial, mental, emotional and physical breadcrumbs that tells us we’re no longer meant to push in that direction. At least, not for the present time.

                      The Bottom Line

                      Above all, keep the momentum. As long as you remain committed to pursuing work opportunities that allow you to honor your highest priorities, the truth of who you are and what you stand for, achieving ultimate job satisfaction and a successful career will never be too far away.

                      More Resources to Help Advance Your Career

                      Featured photo credit: Csaba Balazs via unsplash.com

                      Reference

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