Documenting Process

Documenting the process that you want to be executed is the best way to ensure that it is completed accurately and consistently. Process documentation is particularly important in requests you intend on doing repetitively. Some tips on how to best document your process.

Get detailed

Document each step in detail. For each component task, get as granular as you can. Think about what initiates the process, is it an invoice arriving in an email for example? What tools you use to move the process through the business, where is information stored or saved, what completes the process and who needs to be notified.  

Identify who does what and what your Offshore VA can do

Assemble the individual competent tasks into a sequential flow, step by step and identify who in the organisation does what. Identify opportunities for your VA to do certain tasks.

Understand the communication 

Think about how each task is moved from one step to the next, how the relevant person is notified that a step has been completed and the next step is ready to start.

Visualise your process

Nothing works better than a picture to explain the process. Consider mapping the process in a tool such as Lucid charts or microsoft Visio. Both have tools specifically designed to make process mapping easier. Below is an example of a simple invoice process incorporating an offshore VA.

Capture your Process

The best way to capture the individual tasks within the process is to use a screen capture software. We recommend Camtasia or if you use a Mac, the built-in QuickTime functionality works well. Simply record each step in a short video and your VA will have a resource to review as required. Simply save it to a dropbox folder or your G-Drive and your VA can access as often as they require. Take a look at Tango as well, it can have a place for creating detailed step by step browser based work.

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