8 Things You Need to Document Before You Hire a Team Member

Dec. 16

Hey, girl, hey! If you can teach someone something, then you’re an expert on that topic. Become an expert on your business by documenting your processes. Things like how to onboard a new client, how to be on brand when blogging or posting on social media, how to process a payment, etc.

Operations and marketing are different for every business and you can save time for your future self and help your future team members, whether it be a full-time team member or a Virtual Assistant that you contract out a few times a year. Plus, having easy check lists and folders with resources could help you, too. Google Drive is going to become your best friend!

Here’s a list of 8 things you should document to help prepare for your future first team member. Is there anything else you think should be on this list? Let me know in the comments! Stay boss. xx -Gina

1 // Password sheet

You can easily create a spreadsheet or workspace in one of these platforms to log passwords for things like your website, Facebook, page & more with Airtable or Trello.

2 // How to onboard a new client

A PDF or a video tutorial (record your screen or use an app like Loom) will do the trick. Avoid mistakes or a lull in getting the ball rolling for a new client by having this information at your team member’s fingertips.

3 // Brand guide

This could be a PDF and a folder full of resources like your logo and brand colors. The PDF should include a description of your brand as well as details on what emojis you use & brand language examples.

4 // How and where to respond to an inquiry

The password info to your inbox should be indoor Password Sheet. ;) But the details on how you respond to inquiries could include some canned email responses with the option to customize the name, product details, etc.

5 // How to manage finances

Access to whatever you use for payment & invoice tracking is crucial. Avoid going past due by providing login information and details on how to send invoice reminders and prepare a new invoice. Login info should be in the Password Sheet and there should be a PDF (or video recording) outlining how to knock out these operational tasks.

6 // How to handle client support

A PDF with details on common client questions and how to troubleshoot issues would be most ideal. You want to do your best to give a full picture of your daily tasks. Oftentimes amongst those tasks is making sure clients have what they need from you.

7 // Software and app sheet

It’ll be helpful to know what you use for your newsletters, what you use to schedule social media, what templates you use

8 // Content Library

Having a folder full of your templates and ready to use visuals (photos, video clips, & graphics) will be a game-changer when it comes to creating easy social media updates. Make sure you also include the photographer’s name in the image or video title so whoever is posting can provide credit.