We know. You're all "hip hip hooray!" about finally being able to organize/standardize/blah blah blah your crazy, haphazard, chaotic documentation that's been frustrating you and your team for years. And yes, the idea of that all being organized and right at your fingertips sounds supremely fantastic.
The problem is -- getting it there.
Okay, so -- yes. We know it's going to take some effort to actually get everything imported/added/inserted, etc. AND organize it the right way. And it very well could look like a tidal wave of work headed right for you and your team.
So, where you do even start?
Hey, we're here for ya. we'll go through this with you step-by-step. Let's find an ideal starting point and use that as a springboard to get underway.
Julia Child, the famous chef, once wrote:
"One of my least favorite tasks in the kitchen has always been tidying up afterward. Sometimes, there's so much work to be done, I'm tempted to just pour myself a nice glass of wine and ignore it. But that just delays the inevitable. So I play a mental game: I mentally divide the kitchen into three sections, and pretend I'm only responsible for tidying one of them. Once it's done, I look at the next section and think, 'Well! Someone's not done a very good job of their section, have they?' And I choose to "help them" and tidy their section. Finally, I look at the third section and think, 'They could use my help, too.' And then, I'm done."
We suggest you take Julia's wisdom and adapt it to your task. Start dividing your documentation into three broad categories, such as:
- Internal Use
- External Use (all customers)
Once you've got that sorted out, step back and take a look at your progress. Hey! Not bad for a start! Now, let's begin organizing things a bit more neatly.
Second, Save the Easy Stuff for "Dessert"
If you've got a long day ahead of you-- including some formidable tasks you're really not looking forward to-- is it better to keep putting them off over and over until the end of the day, then being forced to tackle them with dread and sadness? Or is it better to do your hardest work FIRST-- get it out of the way, and then leave your easy tasks for the end of the day . . . sort of as a reward, or "dessert," for your accomplishments earlier in the day?
It's the same here: get the BIGGEST workloads out of the way first. If you've got a client with a famously enormous amount of documentation, how proud will you be to tell people that you actually completed it and got everything into ITBOOST? Hey, you may even be the hero of the office! (Not to mention, your big client will likely appreciate being prioritized!)
Third, Adding Things in the Right Order Saves Headaches
Think of your PSA data as the lifeblood of your data. Companies, contacts, locations -- the stuff you really need to keep your clients established.
Info from your RMM can help supplement that data, and ITBOOST will attempt to match them together. You wouldn't paint the minute details on a painting, and THEN try to paint the background, would you? Of course not.
Do yourself a huge favor and add your PSA info first, then bring in your RMM info!
Fourth, Keep Training Docs at the Forefront
Just because you're importing your documentation to ITBOOST shouldn't mean you have to put your training of team members on hold.
Your documents involving training, style guides, and standard operating procedures (SOPs) should be among the first documents added. Allowing your employees to be able to easily access these documents will only help your company and your customer service.
Give these documents an important home in ITBOOST, and they will pay you back in kind.
Fifth, Save "Clean-Up" for Later
No, this isn't regarding Julia's analogy above.
Look, we know adding anything manually is usually a time-consuming, tedious task no one enjoys. That's why we've made it so darn easy to automatically add and import things! But, chances are, you'll inevitably have to do a few things manually. It's a bummer, but it comes with the territory. Hopefully, it's not much.
The strategy? Import ANYTHING and EVERYTHING you can right now. Once that's done, you'll have a significant portion (hopefully most!) of your data added. That means your people can work NOW and use it NOW. The rest? If you or your team notice something's missing, you can just add each piece manually as you come across them. It's patchwork, but it allows you to be productive NOW while constantly adding more and more while you're being productive!
Finally - Take the Repetition Out of It
How much time does your team -- or even you -- waste every day filling out the SAME information on the SAME forms and documents?
You know, you could automate an awful lot of that?
Make sure you take full advantage of ITBOOST's workflow automation options. Efficiency equals lots of things:
- saved time
- saved effort
- employee satisfaction
- customer satisfaction
- more ROI
So, yes -- maybe make this step last, as operations have to come before efficiencies. But once you've got operations stabilized, there's no reason not to start making things more efficient for yourself and your team, and begin taking advantage of all the benefits efficiency offers!
Need some more help? Click here to head back to the knowledgebase for some more handy-dandy tips.