5 Chatgpt invites to create essential commercial documentation
Your commercial knowledge is trapped in your head. Each process, customer preference and team protocol only exists in your memory. When someone asks how something works, you are the bottleneck. You have involuntarily built a fully dependent business to appear to you every day.
You look like? It should not be so. Document your processes and free yourself from being the manual of human instructions. These chatgpt prompts will help you. Copy, stick and change the hooks in Chatgpt and keep the same open cat window so that the context passes.
Transform your business knowledge into precious documentation with Chatgpt
Map everything that your business does
Most founders never list all their trade processes. They operate from memory, making a mental race every day. The creation of a simple four -column spreadsheet can change everything, as is the case for me when I Systematic my company. Now Chatgpt can do it for you. Start with the column to list each business process (at least 50 elements). Column B shows that currently manages each process. Column C identifies which should manage it in the future. The column D details the action plan to make this transition, with a target date.
This approach is the basics of business transformation. Imagine to make an extended trip while your team works everything well without you, then make it happen with this prompt.
“Create a complete inventory of all the processes of my business. Learn about the different areas of my operations, one by one, so that we can build a complete list. For each field, discover specific tasks and workflows that could be overlooked. Once we have documented all the level processes for transition.
Create standard operational procedures
Your business should not stop when you are not there. Standard operational procedures give your team clear instructions for each task, customers integrated into the management of customer service problems. When a new member of the team joins, he follows the game book instead of asking endless questions. Take your new process table and create a sop for each line.
For maximum efficiency, train the team members on the processes, then ask them to write the sops themselves. This makes them process owners, not just process followers. Share this prompt with them.
“Help me create a standard operational procedure document (SOP). Ask me questions about a specific process that I want to document, including steps, tools used, common problems and quality standards. Then, create a complete SOP with these sections: presentation of the process, required tools / access, step by step instructions (with scriptural deadlines), troubleshooting of success and process. additional. “
Design customer communication models
The constant rewriting of the same e-mails waste time and creates an inconsistency. The models guarantee clear and professional communication each time. The models do not make your business impersonal. They make it evolving. They remove you as a bottleneck to progress. Having models in place gives the team the confidence of team members and maintains high quality.
Create a base on which they can rely with their own style. Finally, they could write emails even better than yours.
“Transform my customer communication into models that I can share with my team. First, ask me to identify customer contact points (such as integration, updates and comment requests). For each contact point, ask what information must be included and what tone must be used. Then, create professional messaging models for each scenario that keep my brand voice while allowing to personalize.
Build your crisis game book
No company can predict each crisis, but you can create executives to manage unexpected challenges. When companies face sudden disturbances, people with systems in place can rotate quickly and recover more quickly. In March 2020, my company 25% narrow in a week. Having processes in place meant getting back in full force faster.
A crisis game book prepares your team to manage emergencies without you, giving them confidence to make decisions when every minute counts. Remember that you don’t need it as long as you don’t need it.
“Create a robust crisis management game book for my business. First of all, first put me potential risks specific to my industry and my commercial model. Then help me develop response protocols for different categories of crises: operational failures, financial emergencies, PR incidents and natural disasters / reception authorities, recovery actions, recovery actions, and evaluation post-procedure. high stress situations when I could be unavailable. “
Document your corporate culture
The strong culture of the company guides how the decisions are made, how the comments circulate and how success is measured. Build horizontal relations where gratitude flows freely, creating a mentality “while in place”. This approach helps teams better work and strengthen resilience.
Having processes is great, but they must be made by the right people in the right way. You must know the people you delegate are trustworthy, aligned and capable of making the task of completion.
“Help me to document the culture and values of my business for the current and future members of the team. Ask me questions about how the decisions are taken, how we communicate, what behaviors we reward and what the success in our organization looks like. After having collected this information, creation of a culture document that understands: our original story, the basis of values with activities of new members of the team can easily understand the team members.
Chatgpt invites you to free yourself with documented commercial processes
Your documentation efforts buy your time, reduce the team questions and create consistency in your business. A systemized company is more attractive for buyers, if you want to sell it one day. But more importantly, it is much more pleasant for you to run as owner.
Keeping the commercial information trapped in your head will keep you trapped in your business. Start building your documentation now.