Process Overload

Episode 2

Process Overload

Hello there and welcome to a another episode of the Digital Dame podcast. Today we are going to talk about an overload of processes. Does your Gmail, not actually Gmail, but your, your Google drive, it feel like it’s just overflowing with an organization and processes and documents all over the place. Have you ever been there? Raise your hand. I know that I have been there. Sometimes it’s so easy to create a document and you know we just keep creating documents and processes and oh we can create a system for that. And an assistant for that and we’ll organize them by folders. And you know, before you know it, you have a drive that is completely, it could be completely organized, but you know, someone coming in to your team is like, whoa. And it could take them weeks even digest all the different folders and files and what’s in there.

And that’s even with the best organization system out there, 100% that that can happen. You can have the most detailed and organized drive, but if there is an abundance of files and documents when someone is joining your team, they are just like, whoa, taken back by. How do I digest all this information in a timely manner? And remembering where it all lives is another thing, right? Is that, you know, the more folders in the more files and the more things that we have and create, we have to remember where they are. Because sometimes they could go in multiple drives or multiple folders and you know like, oh where is that thing? Where is that? Where did I put that? Have you ever had that happen where you know you created something really good and but you don’t know where you put it, you don’t know how to access it.

And so today I want to talk about creating a playbook for your business. Now when you scale and grow, actually each department should have a playbook, but when you’re smaller you can just start creating one playbook and organize it by your sections, by your little, your smaller departments. Now what is a playbook? A playbook is something that you can look at or anyone on your team can reference and everything is clearly laid out of all your processes. So let’s use HR for an example. The hiring process, the interview questions, the job posting, um, the follow up questions. If there’s a skill test or assessments, the email templates, all of those things go into a playbook where instead of just file folders within file folders, you’ve actually got a playbook for the entire thing. Okay, so you’re not, and that playbook is linked to let’s say the exact interview questions or the exact email template is inside of this playbook or linked to, because maybe you have a series of emails, so it’s the playbook has a link that has the followup emails, they click and all those emails are there.

People can copy and paste. Now you might be thinking, holy crap, that’s a lot of work and it can mean a lot of work. That’s why it’s kind of great to do this as you’re building your business because it’s, it’s much easier. But you know what, it’s almost like spring cleaning as well. You go through your drive and try and find all your processes and everything and create one master document that anyone who’s coming into your organization can look at and find information. And there’s a section about like, it’s all in it’s steps because if you think about it, sure you could create a whole bunch of folders. There isn’t necessarily, what’s the order of that? You know, some people would have some things, you can easily see the order, but other things maybe not. And that’s even part of the process, part of the processes.

In what order do you do things? Do you do a skill test interview before a second interview or after a first? So again, we’re writing this playbook so that we can have everything documented and again as you grow you would have one for each type of department that you’re, that you’re growing and building. So example, if you have a podcast would go into your marketing, right? In your marketing section you might have multiple different things. Like these are all the steps and this is everything we do to run a Facebook ad. This is everything. This is how we put out a podcast episode. These are all the steps and within all this steps there’s tasks and subtasks all linkedin here. So it’s something easy, it’s something clean that someone can go into and just be like, oh okay, I get it. Instead of just trying to figure everything out and find all of these different things within the drive, like, oh, it’s in that folder.

It should be in this drive, in that folder, and maybe the other folder. But you know, you just piece it together. So if you want your people to be more efficient, you know, even you yourself as you grow, the more and more that you have and the drive and the things go, it’s so much easier to pull up a document and be like, go to ink to a section that you know and just clicking and finding this stuff instantly. So I know that this can be a complete game changer for organization and efficiency once you actually implement it. So let’s go over exactly two scenarios. Let’s go over what this really looks like. If first of all, you don’t really have much in Google drive, then what I would suggest you doing is starting to look and say, what are the processes? What are my processes?

Maybe you don’t have processes yet and if you don’t, oh my goodness, then we need to have a longer conversation because processes and systems are what allow you to scale and grow your business. It also allows you to have more sanity in your business in life. And it creates stability not only for yourself but your business and your team. So if you don’t have processes or systems in place for the things that happen within your business, my first question to challenge to you is where can you start creating those? Where can we say, where can we pull back and look and say, I could put a process in for this because we’re taking multiple steps for things and we want the same outcomes. So we’re taking the same steps every single time. So this is our process and this is our system. Now number two, you have some systems and processes and they’re scattered all over your Google drive and maybe you’re feeling overwhelmed at the actual, oh my goodness.

Looking at that drive and just being like, I don’t even know where to begin. So what I like to do in a situation like that is I tackle the folder that’s overflowing the most. So what one folder has the most processes in the most systems and everything written in it first and start actually going through and organizing it just like spring cleaning. Like do you even need this document anymore? Because if you don’t archive it right, it’s just taking up space. And it’s a potential to create confusion for somebody else. And then what you want to do is create your new document of your actual playbook. And again, whether you’re building it out by department. So if you had an HR department, if you had a marketing department, if you had a billing department, you could have separate playbooks for those. Or You could have, if you’re a smaller company, one playbook, and then obviously you’re going to have sections.

And in within those sections you’ll have your hiring process and your customer service process, your return policy, whatever, like all of that stuff. Um, we’ll go into sections. So what you want to do is just start with your biggest, most important section and you want to go through all those documents. And it’s also a time to reflect of like, Oh, you know, I think we actually need another process here, or we’re missing something. It’s actually a way you can also find gaps in things. When you actually go and lay all of this out and you’re seeing the steps within the departments of what you’re doing, sometimes you’ll be able to find those gaps. And you’re like, okay, we need to actually add another process or another system here to fix that. I can, I can clearly see that. So that’s what you would do is you would just start going through and putting them all in there and the playbook isn’t meant to be like all the information is technically in that like you want to have information in it.

But like example like I was saying about email templates, well you’re not going to put the all the email templates in this, this playbook because then it’s going to be way too long. So what you would put as the steps of like, you know, this is the email sequence we use, click here for all the templates and then you would click there and it would open up another document that people could take all the emails. Um, now I wouldn’t be five different email documents, it would be one document that lists all the follow up emails kind of thing. And so when we start looking at it from that perspective and we start organizing it that way, I think you’ll find that not only you will appreciate that because you can come to one document and you know, grab something easily but your team can. And more importantly, I think the document really needs to be updated on a monthly basis because things change, things move around and you will get to a point where it’s your team that’s updating it and you should be just taking a peek at it to make sure that it’s all making sense and like, oh, it gives you a high level view of like, okay, this is the process so-and-so put into place.

Perfect. You can easily see what’s going on inside of your company. So I hope that that uh, helped you out a little bit. And I know it’s not necessarily springtime right now, the recording of this, but it is almost like a spring cleaning when you create your playbook for your business. And I promise you, you will get some clarity and your team will also get clarity if you choose to implement it. Now, if you are interested in talking to me about how we could potentially put together a playbook for your business and scale it even more, you can go ahead and go to that’s k, a r a, c h, a r r o and you can book a call and have a chat with me and I would be more than happy to discuss how we can ramp up your revenue.