Everything you need to know about process documentation and improvement

March 20, 2024

POV someone asks you a question you just answered.

Hot off the SMB press this week: 

  • Start building your social content strategy with this process template.
  • The step-by-step guide to process documentation (and improvement!).
  • Plus, the easiest way to refine your existing training content (hint: it’s AI).
  • Worried about a potential TikTok ban? Here’s how to protect your business.


Template of the week: Social Media Content Management Process

From TikTok and YouTube to X (formerly known as Twitter) and the Meta contingent (i.e. Facebook and Instagram), it’s likely your business is somewhere on the social media sphere. But if you’re going full wild-west out there, your social media content probably isn’t as effective as it could be.

You want to show off your brand, build engagement, and wow the interweb with everything your business is capable of? Then you need to build a social content strategy — and we’ve got just what you need to get started.

📱 Add this Social Media Content Management Process template to your business playbook and guide your team through the tips and tricks of a successful content strategy. All it needs is your personal touch, and it’s ready to share!

Want more templates to help you build your business playbook? Check out our entire template archive of free, multimedia-enhanced, and customizable policy, process, and role starters. New to Trainual? Get a demo.


Your complete guide to process documentation and improvement

No surprises here:
We love processes. Doesn’t matter if we’re documenting, improving, or training with them.

"That's forever love!"

And we make it a mission to spread that love to as many business leaders as possible. Why? Here are just a few reasons why processes are so important for business operations:

  • Aligning your team to the best way to do things for better scalability.
  • Capturing your company knowledge to share with your entire team.
  • Improving the procedures that run your business for optimal performance.
  • Reducing waste and extra costs with the most simplified procedure while also remaining compliant to any guidelines and government regulations.

Feeling the love, yet?
Don’t worry if it’s overwhelming — any newfound love can do that to you! But to make things easier for those documenting or improving their processes for the first time, we’ve created a complete guide, including step-by-step instructions for tackling process documentation and improvement.

Plus, no guide is complete without some extra goodies that you can implement in your business straight away, which is why you’ll find our “How To Document a Process” and “How To Improve a Process” templates in there — ready to teach your team the best ways to set up your business processes, so you don’t have to do it alone.


🔥 Poll: What’s the biggest benefit of documentation?

We all know why process documentation and improvement are important — but where are you seeing the most benefit in your business? Choose your answer below 👇


Enhance policies and processes in a couple of clicks with smart tools

Did you know that your business playbook can practically write itself? There are a bunch of AI tools in Trainual (AI-powered searching, AI-powered subject outlining, and so on) but today, we’re talking about AI-powered content enhancement — AKA, smart tools.

Let’s take a look at how to go from nothing to fully-baked content — without typing a single word. (You heard that right.)

🔥 Tip: Starting from scratch? Use smart outline. Generate perfectly structured subject outlines (AKA, topics) and click the ones you want. Then hop in to see your starter sentence. 

Once you have a little bit of content in your step (really, it can be a single sentence or even bullet points), use smart tools to enhance what you have. Here are just a few of the 10 options to enhance your content:

  • Only have a sentence? Click “Complete” to turn it into fully-baked paragraphs.
  • Oh, now it’s too long? (Ahem, somebody’s picky.) But no problem. Click “Summarize” to condense your text to the most important parts.
  • That’s better. But now let’s change the tone. It’s way funner (yes, funner) to read things in casual, friendly, and conversational tones. And those are just a few of the 20+ tones you can choose from.
  • Need a different language? Translate your text to one of 25 different languages.

👉 Watch the full smart tools tutorial on Trainual Tips & Tricks.


Time could be running out for this social media app. Here’s how to prepare.

Chances are good you’ve heard of the TikTok turmoil. But in case you’ve been living under a rock the past few days, TL;DR: The House of Reps recently passed a bill that can potentially enforce a ban on the app within the U.S. 

TikTok is the fifth most popular social network worldwide with over 1.5B active users, and it’s #1 when it comes to where users spend the most time. So if you’re leveraging it for your business, a potential ban is not-so-good news for you.

"Improvise. Adapt. Overcome."

Don’t panic. Here’s how to prepare:
Your knee-jerk reaction might be to migrate all of your efforts towards the next social media platform. (So long, TikTok. Hello… Instagram Reels or something?) But before you try and make a premature switch, you’ll want to pause and carefully strategize your next steps.

First, assess your current database and leverage existing customer data. After all, this is the opportunity to strengthen relationships and build customer loyalty. For example:

  • Identify your superfans. Recognize and prioritize loyal, high-value, and revenue-generating customers with exclusive perks, personalized experiences, or special offers.
  • Re-engage dormant customers. Identify these customers in your database and develop targeted re-engagement campaigns.
  • Implement referral programs. Incentivize existing customers to refer others through referral programs.

👉 More ways to prepare.

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