Before you go out and start training everyone, it is important to make sure all of the work that you have done so far is easily accessible to all of your team. They, too, need to know the thought process behind the decisions that were made and what to expect as they use the system.
Create a shared space for process guides
SAM's guides were helpful as you got started and helped understand how to set up your site and use SAM's tools. Now it's time to create your own. Since you've laid out your process and customized your site, your version of SAM will look different. Having guides for your team to reference is immensely helpful.
- Create a shared repository where you and your team can share the process you have created. This can be a SharePoint server, Google Docs, SAM's built-in Wiki, or even a local shared folder.
- Break down each process by department and role. Make them easily digestible, so they aren't overwhelming.
- When creating your shared space, group them by department and role. This will make them easier to find by your team.
- Select a shared space that is easily updateable. Your process will evolve over time and so should your documentation.
Present your process
This is where you go deep into the weeds and lay out what you have done to the site. By the end of creating all of the guides, you should be able to give these guides to a new person and they should be able to learn their role in SAM with little to no outside help.
- Create flow charts outlining the process, so team members can get an overview of how the process works.
- Link to the relevant workbook pages that show who is responsible for each step and what actions happen at that step of the process.
- Clarify what your team does (Program Department/Roles) vs. what SAM does
- Create Video / Gifs to show users exactly how to do certain things in SAM
- As you write your guides, link to relevant SAM guides. No need to reinvent the wheel.
- Make sure to include the programs, departments, roles, and the last time the guide was updated in your guides.
- Here's a link to a guide on the free and paid tools we use.
Remember why your team has taken this journey. Celebrate that you're ready to share the hard work of putting your processes into a system.