Idea Capture Workflow

1. Identify the Opportunity

Whenever you find yourself doing a task that is recurring or essential for your role, ask: "If I took a holiday tomorrow, would someone know how to do this?" If the answer is no, it needs a system.

2. Determine the Location

Before creating a system, decide where it logically lives. Your folder structure usually mirrors your company departments:

• Finance: Invoicing, payroll, or expense tracking.

• Administration: Answering phones, office supplies, or mail.

• Operations: Product delivery or service fulfillment.

Note: If a department folder doesn't exist, check with your supervisor or click New > Folder to create one (e.g., "New Department").

3. Create the "Empty Shell"

You don't need to write the whole manual immediately. The goal is to capture the idea before you forget it:

• Click New > System inside the correct folder.

• Title it clearly: Use a verb-centric name (e.g., "Creating a New Client Invoice").

• Set the Status: Change the color to Orange (In Progress) or Gray (Draft) to signal that this is a placeholder.

• Publish: Save the system immediately.

4. Build Organically

Once the "shell" is in systemHUB, you can develop it over time without feeling overwhelmed:

• Video First: The next time you actually perform the task, record your screen (using Loom or similar) and paste the URL into the video field.

• Bullet Points: Jot down 3–5 high-level steps in the Procedures section while they are fresh in your mind.

• Avoid Perfection: Don't aim for a perfect document on day one. A rough guide is better than no guide.

5. Why This Workflow Works

By creating empty shells for your ideas, you create a "Documentation Backlog." This allows you to:

1. Standardize Methods: Ensure everyone does the task the same way.

2. Enable Delegation: Make it possible for team members to step in for you.

3. Reduce Stress: Get the "how-to" out of your head and into a secure, shared location.