Creating a New Process

Introduction:

Gather Tools

Create The Process:

Create an Outline

Fill in the Details

Add Functionality

Add Automation

Assign Team Members

Review The Process:

Review with Process Manager

Publish Template:

Create a Video Overview

Publish the Template

Helpful Resources:

Common Tools

Helpful Process St Videos

Introduction:

Overview of How to Create a New Process

The naming convention for these checklists will be "Name of Process - New Process" (ie. Maintenance - New Process)

This process is about how to create a good process using Process Street and all of our available tools.

Properly documenting and implementing all of our business processes is essential to running an efficient company and is imperative for scaling and expanding into other markets.

Creating good processes takes teamwork. It is EVERYONE's responsibility to create good processes for the business.

This process outlines how our FVPM process creation should work.

In order to complete this checklist, you will need the following tools and resources available:

Loom: www.loom.com
YouTube: https://www.youtube.com/channel/UCdUlQeGh2qBuFJEDBQN4K8Q/
Canva: www.canva.com
- Username: [email protected]
- Password: DuratusProperties2018!
Slack: https://slack.com/

Here is a working and ongoing list of our FVPM business processes that we need to document:

Gather Tools

We use many tools to operate Freedom Ventures Property Management on a daily basis.

Before designing your process, write down all of the tools and login information required to complete the task in the "Introduction" section of your template.

The idea behind this is that we want to make our templates as easy to follow and execute as possible. Outlining the needed tools right upfront and including URLs and login information helps people properly prepare to execute the checklist in an efficient manner.

If you need a master list of FVPM login info, you can find it here: https://docs.google.com/spreadsheets/d/116Kz45v6D5-6C4chKZMDWrXGtvddrEBzRbC6neTOy1s/edit?usp=sharing

Common examples of tools that we use frequently are:

Gmail
Google Drive
Slack: https://slack.com/
Loom: www.loom.com
DialPad: https://dialpad.com/
Buildium: https://signin.managebuilding.com/Manager/public/authentication/login?ReturnUrl=%2Fmanager%2F
Canva: www.canva.com
- Username: [email protected]
- Password: DuratusProperties2018!
Birmingham MLS: https://galmls.paragonrels.com/ParagonLS/Default.mvc/Login
- Username: 127404
- Password: 14Eden01
CRS site: https://www.crsdata.com/login/?ReturnUrl=%2fInvestor%2flogin.aspx
- Username: [email protected]
- Password: crs2
Google Maps: https://www.google.com/maps
Rentometer (Optional)
- URL: www.rentometer.com
- Username: [email protected]
- Password: Duratus2018
Hootesuite: https://hootsuite.com/login?redirect=%2Fauth%2Fauthorize%3Fclient_id%3DNJ583PzkwibvhraAZGyz%26redirect_uri%3Dhttps%253A%252F%252Fhootsuite.com%252Flogin%252Foauth2complete%26state%3D5f2932ea1bacc5165944636a2a19c31d%26scope%3D%26response_type%3Dcode%26approval_prompt%3Dauto%26startExternalMethod%3D&oauth2Authorize=1&method=
- Username: [email protected]
- Password: DuratusProperties2018
Showing Assistant Spreadsheet: https://docs.google.com/spreadsheets/d/1OhWGCtUPBGyhO8cQyk8ceuVbF4y_jIC6bG6eaMVG9pE/edit?usp=sharing
FVPM - List of Properties on the Market spreadsheet: https://docs.google.com/spreadsheets/d/1-XNuEK0QdTiQmkdOskoWdvDDzysQSh4Gz6QIB45PNRE/edit?usp=sharing
Showing Request Form: https://forms.gle/ngkrfiG5mFq3CjmN8
Showing Screening & Feedback Forms spreadsheet (Tab 3): https://docs.google.com/spreadsheets/d/111UJ5RU-9r-iMy7_gbr-lJDNPP5DGJLOLfrUClm98EA/edit?usp=sharing
Zapier: www.zapier.com
Watermarkly: https://watermarkly.com/
- Username: [email protected]
- License Key: 981839170

Create The Process:

Next, it is time to start creating your process.

We have found it helpful to approach this part of the process by using the following steps:

Create an outline of the major steps involved in the process
1. ALWAYS start with an Introduction step
  1. The introduction will give a brief description of the process
  2. It will include the naming convention for the checklist
  3. It will include a list of all tools and resources required to complete the process
2. Don't fill in any details during this step
3. Just write down the major action steps for the process
4. If there are categories or a series of steps in a process, make those the section headings:
Fill in the details
1. Add some text at the beginning of each step explaining the step
2. If there are sub-tasks within a step, add the subtask feature
3. Add as many screenshots of the process as possible so that people can visualize what they are supposed to do
4. **A good way to think about this step is to try to explain each step of the process to someone who has no idea about the business. Think about how you would need to explain the process thoroughly to someone with fresh eyes**
Add Functionality
1. After each step has been described using text, screenshots, it's time to take a step back and evaluate if there are ways to make the whole process more efficient
  1. Are there ways to add Process St features that will make the process more efficient?
    1. Can I add conditional logic anywhere?
    2. Can I add smart form emails to the process?
  2. Are there any unnecessary steps?
Add Automation
1. Now it is time to see if there are any opportunities to add automation to the process. The main way to add automation is by using Zapier.
Assign Team Members
1. Now that the process is created, you must assign the right team members to each step of the task
Review With Process Manager
1. Once you have created your process, you will need to review it with the process manager
  1. This allows someone with fresh eyes to approach the process and assess whether it makes logical sense and is easy to follow
  2. The process manager will also try to find additional ways to add efficiency and automaton to the process
  3. She will also assess whether this process overlaps with another process

Create an Outline

Create an outline of the major steps involved in the process

ALWAYS start with an Introduction step
- The introduction will give a brief description of the process
- It will include the naming convention for the checklist
  - For Example: The naming convention for these checklists will be "Name of Process - New Process" (ie. Maintenance - New Process)
- It will include a list of all tools and resources required to complete the process

Don't fill in any details during this step
Just write down the major action steps for the process
If there are categories or a series of steps in a process, make those the section headings:

Fill in the Details

Fill in the Details

Add some text at the beginning of each step explaining the step
If there are sub-tasks within a step, add the subtask feature (see example below)
Add as many screenshots of the process as possible so that people can visualize what they are supposed to do
- Add text labels to all screenshots
- Highlight important aspects of screenshots in bright green (see example below)
Add relevant documents or links to each step
**A good way to think about this step is to try to explain each step of the process to someone who has no idea about the business. Think about how you would need to explain the process thoroughly to someone with fresh eyes**

1

Add text at the beginning of each step
2

Ad any relevant sub-tasks for each step
3

Add screenshots that help explain the step
4

Add relevant documents or links to each step

Example screenshot with important section highlighted in green

Add Functionality

Add Functionality

After each step has been described using text, screenshots, it's time to take a step back and evaluate if there are ways to make the whole process more efficient
Questions to ask yourself:
- Are there ways to add Process St features that will make the process more efficient?
  - Can I add conditional logic anywhere?
  - Can I add smart form emails to the process?
- Are there any unnecessary steps in the process?

Add Automation

Add Automation

Now it is time to see if there are any opportunities to add automation to the process. The main way to add automation is by using Zapier.

The article below contains a lot of ideas about to use Zapier with Process St.

Ways to Use Zapier with Process Street:

Zapier & Process Street Options: https://zapier.com/apps/process-street/integrations
Zapier 101 - Getting Started With Zapier: https://youtu.be/xUrnlZG6kDQ
Advanced Automation with Process St (Webinar): https://youtu.be/-qBUtYfjVD4

Assign Team Members

Assign Team Members

Now that the process is created, you must assign the right team members to each step of the task

Review The Process:

Review With Process Manager

Once you have created your process, you will need to review it with the process manager
- This allows someone with fresh eyes to approach the process and assess whether it makes logical sense and is easy to follow
- The process manager will also try to find additional ways to add efficiency and automaton to the process
- She will also assess whether this process overlaps with another process

The Current Review Schedule is as follows:

Mondays at 1:00 pm: Maura
Tuesdays at 1:00 pm: Thai
Wednesday at 1:00 pm: Lizbeth
Thursdays at 1:00 pm: Aziz
Fridays at 1:00 pm: Danny

Review with Process Manager

The review process will involve these steps:

1

Process Creator explains each step of the process
2

Process Manager asks clarifying questions about each step
3

Process Manager suggests ways to make process more clear and efficient
4

Process Manager suggests ways to add more automation to the process
5

Process Manager ensures that the right people are assigned to each step of the task
6

Team agrees that the process is "complete"
7

Film video for process

The Current Review Schedule is as follows:

Mondays at 1:00 pm: Maura
Tuesdays at 1:00 pm: Thai
Wednesday at 1:00 pm: Lizbeth
Thursdays at 1:00 pm: Aziz
Fridays at 1:00 pm: Danny

Publish Template:

In order to complete the template, we need to create an explanatory video that explains the whole process.

These videos are helpful because:

They provide an overall orientation to the task for someone who is new to doing the task
Serve as a reminder about all the steps in the task
Serve as a final "check" to make sure the process is correct and ready to go

Create a Video Overview

There are a few steps involved with making the overview video for our templates.

1

Create video using Loom
2

Create YouTube thumbnail using Canva
3

Upload the video to YouTube
4

Embed the video in the Introduction section of the template

In order to create the process overview video, you will need to use Loom.

Loom URL: https://www.loom.com/my-videos
- (Loom also has a Chrome extension and useful desktop application)

Once your Loom account is configured, you are ready to start recording your video.

After you finish filming your video, you will need to create a thumbnail for the video using canva.

We use the same basic template for all of our training videos (see screenshots below). Below is a screenshot of how to find the thumbnail template on Canva.

Canva: www.canva.com
- Username: [email protected]
- Password: DuratusProperties2018!

How to find the YouTube thumbnail template on Maura's Canva account

Once the video and thumbnail are complete, it is time to upload the video to YouTube.

FVPM Youtube Channel Login: [email protected]
Password: FreedomVentures2019

Add the video title, add a description of the video, and Insert the thumbnail you created

Finally, you need to embed the video in the Introduction Section using the Process St Video Function

Example of a video embedded in the Introduction section of a template

Publish the Template

Now that you have created the whole checklist, make sure that you SAVE CHANGES.

If the process recurs every week or month, you can also schedule it to occur.

Once all steps are completed, inform the process manager (Maura) via slack in the #systems-and-processes channel that a new template is completed

Helpful Resources:

In this section, we will include helpful tools to help you create your Process St processes over time. We will continually update this resource section with: