This is ultimately where we want to build, then transition a client’s “process playbook”, then hand over to them.
At a high level.
We work with clients to uncover, document and streamline their core processes.
Historically, we’ve done this by using ClickUp and Googler Docs
Clickup - To track the progress and give us items to check off as we build out processes. We actually like this use case.
Google Docs - to Document processes in a shared way with clients.
The problem is some clients run on Microsoft (yucky) or do not have company Google Workspace emails/accounts (they are literally using their personal gmail to run the business)
We want one friendly, easy to use solution that sits outside of those word editing solutions that enables us to
#1 - Provide a common space for us to collaborate with clients as we document and build their processes.
Preferably we are able to have a “staging area” where processes sit that are not finished, then a “published” area, where they are able for the entire team to view.
#2 - Is easy for clients to understand and use, not overwhelming.
#3 - Have control over who is able to edit and view documents.
#4 - Allows us to easily “transition out” of a client engagement and handover the Coda doc without having to change owners move word files, etc..
Micro Needs:
Ability to track the buildout of a process and comply with our “checks and balances” as they already exist in ClickUp.
OR if Coda can not allow us to build our ClickUp checks/balances/workflows for documenting processes within Coda, allow us to embed our ClickUp view for the client to see and track progress.
This may go along with the above - The ability to have a process document (subpage) within Coda and tie a status to that subpage, so that when it goes “live” it is automatically added to a list of live processes.
Ability to easily move a process from under construction to complete and live
Ability to notify client team members when a process goes live and is published
Ability to hold a client’s team members accountable to reading and “signing off” on reviewing/approving a new process or when there is an update to a process that needs to be reviewed.
Gives us the one place that will be the final resting place for company docs
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Requirements from an internal project management standpoint.
Update Daily:
Project Timeline Notes
Billing Log of hours used
Requirements of a client in an engagement
Client understand and has signed off on the time commitment to documentation and development
Processes must be two things:
#1 - Documented - US
#2 - Followed by all - YOU and your integrator
Our Goal: To give well intentioned employees who want to do a good job, enough information to do a good job. This is the level of detail we’ll go into with our documents.
Requirements of a Process Solution / Platform to engage with clients
Organized in a way that people can find it
Protocol that rolls a process out and notifies the staff members of a new process and where to find it
Welcome page that gives indication of all the agreed upon processes we’ll document and their current status of documentation
Need view only access for all of company if they do not edit (observer roles)
Ability to set cadence to review process reminders
Ability to set training / read me to do’s when there are updates to a process
Platform agnostic - Best if familiar to the client and does not “recreate the wheel”
BTP must have rollout protocol controls built (for example, the checklist/controls we have in clickup to move a PS process to live in a clients account)
Indications on a process doc
What kicks off a process
Is the process fully documented?
Agreed upon by all?
Is the process followed by all?
Last Updated Date
Process owner - The person responsible for periodic review
Step owner
Process measurables
Attachments to aid in process
Ninety IO
Confusing interface
Difficult to Navigate
Just a rich text editor
No video / image embed
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Requirements