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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 13 Characteristics of Highly Successful Entrepreneurs 2 5 Types of Horrible Bosses and How to Beat Them All 3 10 Simple Habits Every Effective Manager Needs to Learn 4 10 Ways To Help Your Employees Have A Healthy Work-Life Balance 5 Top 10 Workplace Safety Tips Every Employee Should Know

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                      Last Updated on March 29, 2021

                      5 Types of Horrible Bosses and How to Beat Them All

                      5 Types of Horrible Bosses and How to Beat Them All

                      When I left university I took a job immediately, I had been lucky as I had spent a year earning almost nothing as an intern so I was offered a role. On my first day I found that I had not been allocated a desk, there was no one to greet me so I was left for some hours ignored. I happened to snipe about this to another employee at the coffee machine two things happened. The first was that the person I had complained to was my new manager’s wife, and the second was, in his own words, ‘that he would come down on me like a ton of bricks if I crossed him…’

                      What a great start to a job! I had moved to a new city, and had been at work for less than a morning when I had my first run in with the first style of bad manager. I didn’t stay long enough to find out what Mr Agressive would do next. Bad managers are a major issue. Research from Approved Index shows that more than four in ten employees (42%) state that they have previously quit a job because of a bad manager.

                      The Dream Type Of Manager

                      My best manager was a total opposite. A man who had been the head of the UK tax system and was working his retirement running a company I was a very junior and green employee for. I made a stupid mistake, one which cost a lot of time and money and I felt I was going to be sacked without doubt.

                      I was nervous, beating myself up about what I had done, what would happen. At the end of the day I was called to his office, he had made me wait and I had spent that day talking to other employees, trying to understand where I had gone wrong. It had been a simple mistyped line of code which sent a massive print job out totally wrong. I learn how I should have done it and I fretted.

                      My boss asked me to step into his office, he asked me to sit down. “Do you know what you did?” I babbled, yes, I had been stupid, I had not double-checked or asked for advice when I was doing something I had not really understood. It was totally my fault. He paused. “Will you do that again?” Of course I told him I would not, I would always double check, ask for help and not try to be so clever when I was not!

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                      “Okay…”

                      That was it. I paused and asked, should I clear my desk. He smiled. “You have learnt a valuable lesson, I can be sure that you will never make a mistake like that again. Why would I want to get rid of an employee who knows that?”

                      I stayed with that company for many years, the way I was treated was a real object lesson in good management. Sadly, far too many poor managers exist out there.

                      The Complete Catalogue of Bad Managers

                      The Bully

                      My first boss fitted into the classic bully class. This is so often the ‘old school’ management by power style. I encountered this style again in the retail sector where one manager felt the only way to get the best from staff was to bawl and yell.

                      However, like so many bullies you will often find that this can be someone who either knows no better or is under stress and they are themselves running scared of the situation they have found themselves in.

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                      The Invisible Boss

                      This can either present itself as management from afar (usually the golf course or ‘important meetings) or just a boss who is too busy being important to deal with their staff.

                      It can feel refreshing as you will often have almost total freedom with your manager taking little or no interest in your activities, however you will soon find that you also lack the support that a good manager will provide. Without direction you may feel you are doing well just to find that you are not delivering against expectations you were not told about and suddenly it is all your fault.

                      The Micro Manager

                      The frustration of having a manager who feels the need to be involved in everything you do. The polar opposite to the Invisible Boss you will feel that there is no trust in your work as they will want to meddle in everything you do.

                      Dealing with the micro-manager can be difficult. Often their management style comes from their own insecurity. You can try confronting them, tell them that you can do your job however in many cases this will not succeed and can in fact make things worse.

                      The Over Promoted Boss

                      The Over promoted boss categorises someone who has no idea. They have found themselves in a management position through service, family or some corporate mystery. They are people who are not only highly unqualified to be managers they will generally be unable to do even your job.

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                      You can find yourself persistently frustrated by the situation you are in, however it can seem impossible to get out without handing over your resignation.

                      The Credit Stealer

                      The credit stealer is the boss who will never publically acknowledge the work you do. You will put in the extra hours working on a project and you know that, in the ‘big meeting’ it will be your credit stealing boss who will take all of the credit!

                      Again it is demoralising, you see all of the credit for your labour being stolen and this can often lead to good employees looking for new careers.

                      3 Essential Ways to Work (Cope) with Bad Managers

                      Whatever type of bad boss you have there are certain things that you can do to ensure that you get the recognition and protection you require to not only remain sane but to also build your career.

                      1. Keep evidence

                      Whether it is incidents with the bully or examples of projects you have completed with the credit stealer you will always be well served to keep notes and supporting evidence for projects you are working on.

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                      Buy your own notebook and ensure that you are always making notes, it becomes a habit and a very useful one as you have a constant reminder as well as somewhere to explore ideas.

                      Importantly, if you do have to go to HR or stand-up for yourself you will have clear records! Also, don’t always trust that corporate servers or emails will always be available or not tampered with. Keep your own content.

                      2. Hold regular meetings

                      Ensure that you make time for regular meetings with your boss. This is especially useful for the over-promoted or the invisible boss to allow you to ‘manage upwards’. Take charge where you can to set your objectives and use these meetings to set clear objectives and document the status of your work.

                      3. Stand your ground, but be ready to jump…

                      Remember that you don’t have to put up with poor management. If you have issues you should face them with your boss, maybe they do not know that they are coming across in a bad way.

                      However, be ready to recognise if the situation is not going to change. If that is the case, keep your head down and get working on polishing your CV! If it isn’t working, there will be something better out there for you!

                      Good luck!

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