Thoroughly documenting processes is key to ensuring accurate and consistent execution, particularly for repetitive tasks. Here are some tips for effectively documenting processes for your offshore virtual assistant (VA).
- Be Detailed
Describe each step of the process in detail, focusing on granular aspects. Consider what initiates the process, the tools used, where information is stored, and who needs to be notified upon completion.
- Assign Roles and Responsibilities
Organize the individual tasks in a sequential flow and identify who in the organization is responsible for each step. Highlight tasks that your offshore VA can handle.
- Clarify Communication
Determine how tasks are moved from one step to the next and how the relevant person is notified that a step is complete and ready for the subsequent task.
- Visualize the Process
Use tools like Lucidchart or Microsoft Visio to create a visual representation of the process. Visual aids can provide a clearer understanding of each step and the overall workflow. For example, you can create a simple invoice process map incorporating your offshore VA's role.
Another great tool is Tango, it’s a simple and easy way to document the steps required in any process.
- Capture the Process with Screen Recordings
Record each step of the process using screen capture software like Camtasia, or the built-in QuickTime functionality on a Mac. These recordings serve as a resource for your VA to review as needed. Save the videos to a Dropbox folder or Google Drive for easy access by your VA.