David Jenyns walks through Systems Hub's structure for organizing business processes: departments, subfolders, and systems, with color coding and templates. He shows how to use AI to customize templates and explains the onboarding sequences that train new hires on company policies.
Our systems in our current business were around Microsoft, so we use teams, which I assume similar to Slack. We use Monday, which is similar to Asana. And we've got SharePoint, but we're in the middle of doing a rehash of SharePoint 2.0, let's call it. You had Systems Hub up before. Do you mind just quickly running through how you set it up? You had your policies, etc, just to give us a glimpse of Systems Hub, please.
Yeah, I'll do that and then I can share with you a couple of resources that will go deeper. Firstly, in circle and you have access to it, it's underneath the bonuses, videos and tools, there's a section called Audit. Organize and refine your existing processes with AI. This was a masterclass that I ran that takes you through some of the thinking and a little bit of System Hub and things like that. So if you have a team member who's going through this, that may be helpful for them in the system side of things, there's not. This maps a lot of the talking that we've already gone to date. So you set up your systems area, which is just the how to information, into the departments and admin, finance, management, whatever. And then underneath that you can create subfolders and add systems in there. And we use some of the color coding. I think Namiki talked a little bit about that on one of the previous ones. But that's the how to. There's just a very structured way that a system is put together. James said it strips out a lot of the formatting, but you can attach the media and embed it in directly. You also have the ability to. And I'll click on one of these because this is a template. So I'll show you. Let's say this one here. You've got the ability to then get people to sign off and you've got the ability for people to do the external share, which doesn't require people to log in. There's the agreement log and a bunch of things like that. The bit that I'm going to take you through on not the next session but the one after, where we rebuild the handbook is or build your onboarding rather. The policies section is a combination of specific department specific policies, but also the staff handbook and also your position descriptions. This is part of the indoctrination and I'll give you a template so you can start to customise this for yourself. But this is part of the indoctrination for new team members. The business in a nutshell here talks a little bit about what we do and our purpose. And then there's a couple of videos. But then the staff handbook covers all of the most important things that someone's going to need to know within the first week or two of joining, probationary period, absences, leave, performance reviews, all those sorts of things. And again, I'll just give you our template. And now this is never going to be easier because we've got ChatGPT to then take this and then you can say, can you take this and tailor it to my industry? And then you squirt it back into your System Hub account. My vision one day for System Hub for version 2.0 will be a lot of this will just happen automatically, but this is much more efficient than it has ever been. And then the last bit is training is then all it is. Training is a way to stitch together almost like a training track. So I'm going to go in here for a new hire, this is their first day one and gives them some little bit of tips. And then there's an order in which we consume things, which is a combination of policies and systems in a particular order that they then go off and sign off on. And then you can't sign off this day one onboarding until you've checked all of these off. And so this is the way that we indoctrinate new team members when they come on board. And then normally there's a general sequence that everybody goes through and then there's specific sequences for certain roles. So it's almost like you would finish a general sequence plus your new sales team member onboarding sequence, depending on what the role is. Just a heads up, that clip was taken from a session in our Systems Champion certification program, which is the world's first and only program for systems champions to help you build a systems culture and develop an AI first approach and roll it out inside your organization. To find out more, head over to systemology.com systemschamp and I'll see you in there.
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