entirety of the business knowledge, processes, and protocols in my mind. When someone asks how something works, I’m stuck. I’ve built a business that relies on me being in every corner.
Documenting processes and keeping them at bay: I’ve spent too much time memorizing how every part of my business works. It’s a waste of time and a hurdle that prevents my work from progressing. To free myself from this bottleneck, I want to document everything I know about my business. Writing all of this out will make it easier to plan where I’m relaxed, where I can ask for help, and where I need to be more proactive.
In Places Like ChatGPT: I’ve seen prompts like this before. They’re supposed to clarify things. If I can’t seem to help where I need to, I might resort to random typing. But ChatGPT can definitely help. Let me demonstrate. If you can’t resist it, this example shows how to use something like ChatGPT to create a process system:
Documenting processes with a system: I’ve built many business processes over the years, everything from meeting protocols to client evaluations. The best way to handle them is to have a clear system. Let me show how to systematize everything I do:
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Create a list of all business processes: I’ve got at least 50 items already. Below is a snippet to get started:
- Onboarding clients
- Meeting client needs
- Handling client feedback
- Writing client proposals
-grinding process with ChatGPT
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Assign roles to each process: Some processes run efficiently when ownership is clear. I realized that after building a system, I could delegate processes clearly.
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Develop transition plans: For processes that might require completion, I could develop a plan to help with them, such as to design a proposal or prepare for a presentation.
- Use tools to track progress: I included tools like Trello or Asana to manage these processes. This made it easier to lose track over time.
- For example: Over the past year, I used Trello to track onboarding projects. It was easy to collaborate with others, but I took it a step further by using Jira to design my proposal. Jira kept the project collaborative, and it made drafting better responses more efficient.
Building an Operationally Efficient Business with Processes: By mapping out every process and assigning roles, I can minimize waste and maximize efficiency. This is especially important as companies become more complicated, requiring sometimes a higher level of aggregation and simplification.
Documenting and Creating Processes: For inclusivity, I’ve realized that these documents must be clear and professional. They shouldn’t make me seem like the only person involved. Instead, I should support continuous improvement.
Using Templates to Write Documentation: I’ve found that creating process documentation can be a game-changer. Here’s how I use templates: I start with a core process, like handling client feedback, and then add details as needed. This structure doesn’t make me seem tedious, and it keeps other team members comfortable. Plus, it builds confidence in the processes. For example, I wrote down the steps for onboarding, reviewed each step, and then prepared detailed instructions for each action.
Building a Crisis Plan in My Business: I messed up my business in March 2020 because I wasn’t thinking critically yet. I hadn’t trained my team on processes if an emergency arose. I quickly built a crisis plan with my team, ensuring they were capable of handling it. Here’s my typical response for a crisis:
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Protect my brand voice: When communication breaks down, it’s critical to maintain my brand. I reassured the team of my commitment to their brand and provided alternatives.
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Have a decision-making team: I called upon my team to make tough decisions for the greatest good. “Look at what you did instead. We’ll use this knowledge going forward.”
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Re-talk with the client: If possible, I’d return to the client to discuss a possible course of action or make a payment.
- Repeat interactive process: Leadership always swims upstream for the greatest good. The most detrimental decisions are made last.
Designing a Culture Gone Bad: I had a culture where people didn’t take risks because they thought I’d be answerable for them. Now, I’ve started to understand the importance of acknowledging mistakes and rewarding the willingness to improve. I created a team-based culture that values collaboration and accountability.
Documenting Culture with Process Documents: I’ve taken the effort to capture these culture elements in a template. For example, I documented gratitude initiatives at the team Verepers and principals, and I’ve created decision-making norms or handshake signatures. This process has empowered coaches to take ownership of their areas of expertise.
Summing It Up: The key to building a business without relying on me is to document everything. Let me take the first step—using ChatGPT to help me take charge of my processes. Writing down the key points:
- Onboarding clients
- Managing client feedback
- Handling onboarding meetings
- Designing proposals
By making this a routine process, I’ve ensured that no point is left unaddressed. Now I can say: “Thank you to ChatGPT for all this experimentation!”
