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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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                      1 How to Write a Powerful Mission Statement for Your Business 2 20 Inspiring Vision Statement Examples (2019 Updated) 3 How to Quit Your Unfulfilling Job and Lead Your Dream Career 4 8 Critical Skills for Workplace Success and Career Advancement 5 How to Find Work Motivation When You’re Unfulfilled at Work

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                      Published on March 20, 2019

                      How to Write a Powerful Mission Statement for Your Business

                      How to Write a Powerful Mission Statement for Your Business

                      Have you ever felt lost in the minutia of your job?

                      As a business owner, I can relate to getting bogged down in the day to day operations of my business. Things like inventory, payroll, scheduling, purchasing and employee management take up the bulk of my day.

                      While these things are important and need to get done, focusing too much on the details can make you lose sight of the big picture. This is why having a good mission statement comes in handy.

                      What is a Mission Statement?

                      Put simply, a mission statement is an internal document that provides a clear purpose for the organization. It provides a common reference point for everyone in the organization to start from.

                      In other words, after reading your company’s mission statement, managers and employees should be able to answer the question “What are company’s main objectives?” For example, Southwest Airlines mission statement reads:[1]

                      “Southwest Airlines is dedication to the highest quality of Customer Service delivered with a sense of warmth, friendliness, individual pride, and Company Spirit. We are committed to provide our Employees a stable work environment with equal opportunity for learning and personal growth.”

                      In this single statement, Southwest conveys the company’s goals of providing the highest level of customer service as well as providing a good working environment for their employees.

                      Mission Statement VS. Vision Statement

                      While the mission and vision statements are related, there are subtle but distinct differences the you should be aware of.

                      First of all, a mission statement is designed primarily as an internal company document. It provides clarity and direction for managers and employees.

                      While there’s nothing wrong with sharing your company’s mission statement with the outside world, its intended audience is within the company.

                      While a mission statement provides a general framework for the organization, the vision statement is usually a more inspirational statement designed to motivate employees and inspire customers. Going back to Southwest Airlines, their vision statement reads:[2]

                      “To become the world’s most loved, most flown, and most profitable airline.”

                      This statement inspires good feeling from the customer while motivating the employees to achieve that vision.

                      What Does a Good Mission Statement Look Like?

                      When coming up with a mission statement, it’s important to take your time and do it right. Too often, people (especially entrepreneurs) just write down the first thing that comes to mind and they end up with worthless or (worse yet) a generic mission statement that is utterly useless.

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                      Remember, a mission statement should provide a common framework for everyone in your organization.

                      When writing a mission statement, you should always try to incorporate the following;

                      • What we do?
                      • How we do it?
                      • Whom do we do it for?
                      • What value are we bringing?

                      Now, you can see how tempting it is to just come up with something generic that ticks off those four boxes. Something like “We provide the best widgets available online for the consumer.”

                      After all, that did check off all the boxes:

                      What we do? Provide widgets.

                      How we do it? Online.

                      Who do we do it for? The consumer.

                      What value we bring? The best widgets.

                      The problem with this mission statement is that it could apply to any number of companies producing the same widget. There is nothing to distinguish your company or its widgets from any of your competitors widgets.

                      Compare that mission statement to this one:

                      “We provide the highest quality widgets directly to the consumer at an affordable price backed up with a 100% satisfaction guarantee. If our clients aren’t 100% satisfied, we’ll make it right.”

                      What’s the difference?

                      Both mission statements answer all the same questions of what, how, whom and value. But in the second statement, they are differentiating their company from all other competitors by answering the question “what makes us unique”.

                      Another way to read that is, “Why you should buy from us.” In this example, it’s because our widgets are of the highest quality and we stand behind them 100%.

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                      You might have noticed the statement didn’t say that we sell widgets at the lowest possible price. That’s because we are emphasizing quality and satisfaction over price.

                      A different company’s mission statement may emphasize selling widgets at the lowest possible price with little to no mention of a guarantee.

                      Hallmarks of a Good Mission Statement

                      1. Keep It Brief

                      Your mission statement should be no longer than three sentences. This is not your company’s magnum opus.

                      You should be able to distill the what, how, who and why questions into a succinct message.

                      2. Have a Purpose

                      A company’s missions statement should include the reason it even exists.

                      Make clear exactly what the company does with statements like “We strive to provide our customers with …….”

                      3. Include a “How”

                      Take this as an opportunity to differentiate your company from its competitors.

                      How do you provide a product or service that’s different or better than how your competitor provides it?

                      4. Talk About the Value You Bring to the Table

                      This is where you can really set yourself apart from the competition. This is the “why” customers should buy from you.

                      Do you offer the lowest prices? Fastest delivery? Exceptional customer service? Whatever it is that sets you apart and gives your particular products, services or company an advantage talk about it in the mission statement.

                      5. Make Sure It’s Plausible

                      It’s okay to shoot for the stars just to settle for the moon, but not in a mission statement.

                      Being overly ambitious will only set you and your employees up for failure, hurt morale and make you lose credibility. You will also scare away potential investors if they think that you are not being realistic in your mission statement.

                      6. Make It Unique and Distinctive

                      Imagine if someone who knew nothing about your business walked in and saw how it was operating, then they read your mission statement. Would they be able to recognize that mission statement was attached to that business? If not re-work it.

                      7. Think Long Term

                      A mission statement should be narrow enough so that it provides a common framework for the existing business, but open enough to allow for longer term goals. It should be able to grow as the business grows.

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                      8. Get Feedback

                      This is very important, especially from managers and employees.

                      Getting their input can clarify how they currently see the company and their role within the organization. It’s also a good way to get people “on-board,” as studies show that people are more likely to go along with an idea if they feel included in the decision making process beforehand.

                      9. Review Often and Revise as Necessary

                      You should review the missions statement often for two reasons.

                      First, as a reminder of what the essence of the company is. It’s easy to forget when you are in the day to day grind of the business.

                      And two, to make sure that the mission statement is still relevant. Things change, and not everything can be anticipated at the time a mission statement was written.

                      For example, if a mission statement was written before the advent of the internet, a company that use to sell things door to door now probably has a website that people order from. You should always update the mission statement to reflect these changes.

                      The Value of Mission Statements: Why Go Through All of These in the First Place?

                      It may seem like a lot of work just for a few sentences that describe a company, but the value of a well written mission statement should not be discounted.

                      First of all, if you are an entrepreneur, crystallizing the what, how, whom and value questions will keep you focused on the core business and its values.

                      If you are a manager or other employee, knowing the company’s basic tenants will help inform your interactions with both customers and colleagues alike.

                      Strategic Planning

                      A relevant mission statement acts as a framework for strategic planning. It provides guidance and parameters for making strategic decisions for the future of the company.

                      Measuring Performance

                      By having the company’s mission in a concrete form, it also allows for an objective measurement of how well the organization is meeting its stated goals at any one time.

                      Management can identify strengths and weaknesses in the organization based on the criteria set forth in the mission statement and make decisions accordingly.

                      Solidifying the Company’s Goals and Values for Employees

                      Part of a well run organization is nurturing happy and productive employees.

                      As humans, we all have an innate need for both purpose and to be part of something larger than ourselves. Providing employees with a clearly defined mission statement helps to define their role in the larger organization. Thus, fulfilling both of these needs.

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                      Now I’m not saying that a mission statement can overcome low pay and poor working conditions, but with everything else being equal, it can contribute to a happier and more productive workforce.

                      To Hold Management Accountable

                      By creating a mission statement, a company is publicly stating its highest values and goals for the world to see. By doing so, you are inviting both the public and your employees to to scrutinize how well the company lives up to its ideals.

                      So if you state that you only provide the highest quality products, and then offer something less, it’s fair for both the public and the employees to question, and even call for a change in management.

                      If management doesn’t take the mission statement seriously, no one else will either; and the legitimate authority that management rely’s on will be diminished.

                      To Serve as an Example

                      This is the opposite side of the coin from the previous statement. If the highest levels of management are seen taking the mission statement seriously and actively managing within the framework of the statement, that attitude filters down throughout the organization.

                      After all, a good employee knows what’s important to their boss and will take the steps necessary to curry favor with them.

                      Finally, use the company’s mission statement as a way to define roles within the company. You can do this by giving each division in the company a copy of the mission statement and challenge the head of each division to create a mission statement for their respective departments.

                      Their individual mission statements should focus on how each department fits in and ultimately contributes to the success of the company’s overall mission statement. This serves as both a clarifying and a team building exercise for all parts of the organization.

                      Final Thoughts

                      Developing a mission statement is too often just an after-thought, especially for entrepreneurs. We tend to prioritize things that we perceive will give us the biggest “bang for our buck.”

                      Somehow, taking the time and effort to sit down and think seriously about the what, whom, how and value of our business seems like a waste of time. After all, we got in the business to make money and become successful, isn’t that all we need to know?

                      That mindset will probably get you started okay, but if you find yourself having any success at all, you’ll find that there really is such a thing as growing pains.

                      By putting in the time and effort to create a mission statement, you are laying the groundwork that will give you a path to follow in your growth. And isn’t building long term success what we are really after?

                      More Resources About Achieving Business Success

                      Featured photo credit: Fab Lentz via unsplash.com

                      Reference

                      [1] Southwest Airlines: About Page
                      [2] Fit Small Business: 10 Vision Statement Examples To Spark Your Imagination

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