We can all agree that clear and concise process documentation is no longer just a nice-to-have but is an essential asset that can help you maintain your team’s efficiency, ensure consistency, and facilitate the training of new employees. But the thought of creating detailed documents and guides can be daunting, especially if you have a small team or don’t have dedicated resources. The good news is, you likely already have everything you need to get started. Here’s how you can harness the power (and convenience) of video to document your business processes with ease.
Video documentation brings a dynamic quality to your standard operating procedures (SOPs). By incorporating motion and sound, videos add a layer of understanding and engagement that text documents alone cannot match. Research suggests that while only a small percentage of written information is retained, combining visual and audio elements can significantly increase this retention rate from 25% to 60%. Video documentation leverages this by combining visual cues with verbal instructions, which greatly improves the retention of information and makes complex procedures easier to understand.
Before starting video process documentation, you need to have a clear plan. The following are two important steps to consider.
Start by pinpointing which processes would benefit most from documentation. Look for tasks that are complex, prone to errors, or frequently queried. These are your starting points. After that, consider processes that are critical to your business's success or those that represent an essential part of your team's daily operations. Also, think about documenting processes that are likely to be impacted by upcoming changes or that could benefit from optimization.
The best person to document a process is often the one who knows it inside out. This might not always be the team lead and it could be someone on your team who performs the task regularly and understands its intricacies. Another thing to consider is the person’s communication skills and ability to engage an audience through video. You’ll find that someone's charisma in front of the camera can go a long way in sharing knowledge.
Now that you have a plan outlining the processes to be documented and who will carry them out, let's focus on how you can document your processes using video.
Using tools like Loom for process documentation offers several advantages over traditional video recording and file uploading. They simplify the creation and sharing process and eliminate the need for large file storage. Additionally, these tools enable direct feedback within videos and allow you to include links that facilitate the documentation of your process. This streamlined approach makes your process documentation both accessible and engaging.
There are a few best practices to follow when recording your process using video. First, you need to prioritize clear video and audio. You don't need high-end equipment for effective screen captures; built-in microphones and laptop cameras usually suffice. Just make sure the recording environment is free from distractions. Be concise in your explanations by breaking down complex processes into understandable steps. Lastly, editing can improve the final product by trimming unnecessary parts.
Complementing your videos with written SOPs will greatly improve comprehension and retention, while also offering a quick reference for complex details that might be missed or forgotten after watching a video. Written SOPs guarantee all steps are documented and can be easily followed or referred to without re-watching the entire video. Moreover, having this dual approach to process documentation caters to different learning styles and reinforces the process understanding through both visual and textual explanations.
There are a multitude of platforms suitable for creating a knowledge base, each with unique features to support the organization and accessibility of your content. Options range from intranets and dedicated documentation tools like Confluence and Notion to cloud storage services such as Google Drive and Microsoft OneDrive.
However, building a comprehensive knowledge base involves more than just selecting a platform. You have to consider how information is organized and accessed. Try categorizing content by department, project, or process type to make navigation intuitive. Use tags or keywords to help with searchability.
To keep your knowledge base relevant and useful, establish a routine for reviewing and updating content. This will help keep all information relevant and reflect the latest processes, tools, and procedures. Decide on a review schedule with your team (quarterly, semi-annually, or annually) to assess and refresh content based on changes in your operations or feedback from your team.
Documenting your business processes doesn’t have to be an overwhelming task reserved for large corporations with abundant resources. With just your laptop camera and free software like Loom, you can create valuable, engaging documentation that supports your team’s success. Start with one process, see the difference it makes, and gradually build a comprehensive knowledge base that underpins your operational efficiency and growth.
