No matter if you are new and just setting up Strivr or if you have been using Strivr for a couple of years, it’s always good to take a moment to reflect on your current setup. In this article, we have compiled a few best practices for how to set up your processes and how to work with Strivr in general.
1: Always question the number of processes
One challenge we often come across is users having too many subprocesses. Many times, you start off being very detailed with many tasks. We recommend that you think about and always question the number of subprocesses you have. Perhaps not all of them are needed, perhaps some of them could be included in a description instead?
In general, we tend to recommend larger teams with higher staff rotation to use more detailed steps in their processes just because they have more tasks to rotate among the staff and usually a higher staff turnover.
For smaller teams with more low staff turnover and experience with your processes, we recommend fewer tasks. Start out with the minimum needed – what are the controls and activities that help your staff know what to do next and what do you want to be logged so you can quickly produce evidence for your audit? If you, after a while, realize that you need more steps to make it easier for you and your team – just add it!
2: Work descriptions to the point
Many specialists are speed-readers so by keeping the first section with straight-to-the-point information you and your co-workers can quickly comprehend and execute the task. After that, include the full-on description or a link to the complete process documentation.
The reason why the first section is the most critical is that it's what you see first. Remember, your staff has probably done this task before, but needs that crucial information to kickstart the memory, especially if it’s a less frequent task.
The next part should be a more complete description that can be used by coworkers who are doing the task for the first time and for auditors that need to understand your processes.
Try to use fewer words in your first section - perhaps you don’t have to write login to the bank and then add a link, the link is enough information.
A picture tells a thousand words!
Use bold formatting to highlight keywords or key actions.
3: Seldom performed tasks need more information
Another thing we recommend is to give a little extra love to both the number of subprocesses and quality of descriptions if the task has a less frequent interval.
Daily tasks differ from quarterly or annual ones due to them being performed less often. It could be a good idea to include a few more steps in your processes if they are being done seldom.
The same thing goes for descriptions, it’s even more necessary here to add crisp and good information that will make it easier for you and your coworkers to complete the task at hand.
It’s no coincidence that these seldom performed processes are the ones that often only a single person at the company knows how to perform. Are vacation times around the corner? Make sure you and your co-workers take a few minutes to ensure the descriptions are up-to-date.
4: The perfect structure is a never-ending goal
The best way to structure your work, both in Strivr and in general is a continuous strive. We at Strivr strive for simplicity (you saw what we did there? 😁) and we believe in keeping things simple. Use Strivr in an agile way, start small and slowly expand the usage.
Unfortunately, we can’t give you the perfect structure, but we are here if you need to discuss or brainstorm. Just chat with us in the app or e-mail us at [email protected] – we always want to hear your opinion, ideas, and challenges.
5: Onboard new staff with Templates
Our templates allow you to easily manage your non-scheduled processes, processes that are triggered by an event such as the hiring of a new staff member, not by a specific time.
Here is a list of processes that our clients use the template for:
Onboarding of new staff
Complex Corporate Actions (perhaps not needed for standard dividends 🤑)
Yearly schedule for FSR and Tax-reporting/-payments
Create your checklist and when it’s time - Deploy it and set new deadlines!
6: Be careful, very careful, when using notifications
The golden rule is to not overuse notifications. Hopefully, you and your team have a good amount of processes in Strivr and have a healthy routine of seeing what’s up next and marking things as done in Strivr every day.
This means that notifications should only be used for critical tasks, and always start off with the soft reminder – the in-app highlight that informs everyone that this specific process is now craving attention.
Overall, most people are spammed with e-mails every day, which diminishes the value of this communication channel which is why we try to avoid sending you too many e-mails. But sometimes they are needed – make sure to use them only when needed so people actually react when receiving them!
7: Find errors before it’s too late
For all those non-critical processes where you don’t feel the need for advanced notifications, the Missed deadline report allows you to sleep comfortably at night knowing that if something was missed you will get an e-mail informing you so you can take action immediately – not 11 months later when the auditor or clients yells at you.
So you missed a deadline? It happens. Go back in the calendar and add a comment to subprocesses.
8: I bet you didn’t know you can have all your external contacts in Strivr
Urgent need to cancel that international payment – which department was responsible for international payments now again...? And what’s the name of that person that always gets stuff done?
One of the least known features in Strivr is the Contact register where you can add all your contacts with e-mail, phone, and comments to the rest of your team. So, get rid of that shared spreadsheet with contact information or individual notes on each team member's desktop! (Read more here)
9: Stop yelling across to the office to let your coworkers know you are done
The Strivr notification system also has a function to send receipts on completion to other teams, users, or to external contacts. This will save precious manual e-mail handovers and save many coworker's ears.
10: Start rewarding yourself and your team – you are doing so much right!
Showing people how much they do, and how much is right is often tough and requires manual data entry and collection. With Strivr you can, at the click of a button, generate reports showing how many processes you, your team, that special client of yours or business-critical processes are being carried out – every day, every week, every month, every year… (trust me, recurring tasks is a multiplication game)
Why not take the opportunity to create rewards and celebrate everything you and your team are doing right!