Many of us have been there before: that pinnacle of frustration when you’re building documents that you know will be a game-changer for the team—but it seems to go on forever. 

Before you know it, what you thought would be a quick hour of writing straight-to-the-point copy and formatting images takes up half your work day.

Somehow you’ve spent far too long capturing screenshots of your IT workflow and figuring out what you need to update and where. When you add long technical processes into the mix, you might find yourself stuck with a whole lot of content and not a lot of clarity on what you need to do next.

IT solutions and processes are the heartbeat of an efficient and productive organization. With 86 percent of companies spending more on internal tools this year than the year before, you need documentation to keep your systems consistent, compliant and functional. But building a perfect piece of process documentation isn’t easy.

Well, until now. 

So how are IT teams using Scribe?

TL;DR: How IT teams use Scribe

• Scribe, an AI solution powered by ChatGPT, automates the process of creating IT documentation.
• Scribe's IT documentation generator tool enables teams to capture web or desktop-based processes and automatically converts them into step-by-step guides.
• Scribe can be used for standardizing business processes, onboarding and training employees, troubleshooting and issue resolution, knowledge-sharing and collaboration, IT compliance and auditing, maintaining process improvements, and improving communication and stakeholder alignment.
• With Scribe, IT teams can save time, improve efficiency and stay organized.

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Why IT teams use Scribe

‎Scribe transforms the manual work of screen recording IT workflows into an automated document creation process. With IT documentation Chrome extensions, teams can capture any web or desktop-based process capture and watch the magic unfold as the recording automatically parses itself into a step-by-step guide.

IT teams can build unlimited visually compelling guides that can be customized, annotated and packaged into multi-page tutorials for onboarding and training programs.

You can also take the hassle out of document distribution with a live URL, one-click sharing and smart embeds into hundreds of tools.

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7 ways IT teams are using Scribe for process documentation

Companies benefit from IT process documentation in many ways. You can build compelling process documentation to advance project-specific goals, boost IT department productivity, or equip your organization with more resilience toward change.

Let’s explore how you can use Scribe to guide you through these different applications.

1. Standardizing business processes

IT processes govern the reliability of an organization’s information technology infrastructure. Standardized workflows and operating procedures help teams avoid errors and inefficiencies from inconsistent—and irresponsible—IT management. If everyone has their own definition of IT best practices, it becomes impossible to predict what will happen next. 

With Scribe, IT teams can quickly build a repository of guides that give team members step-by-step instructions on how to conduct tasks. Instead of relying on one-time training sessions and lengthy video modules, you can quickly pull up a Scribe and refer to it on the job for maximum accuracy. 

‎Scribe also clearly identifies clicks with a mouse cursor, making it even easier for IT departments to highlight important on-screen actions without confusion.

Here's what it looks like:

‎2. Onboarding & training employees

You can’t train new and existing employees about tools and processes without a good documentation library. Creating onboarding and training programs can be overwhelming for managers and leaders because there always seems to be too much of it. On top of that, every piece of documentation must be organized in a clear and compelling way to motivate action and boost information retention. 

Balancing both efficiency and quality can be difficult. Having systems to automate and streamline document creation and distribution helps teams save hours putting together detailed programs to shorten the employee learning curve.

‎With Scribe, you can create step-by-step guides for each process in a matter of seconds and then compile those guides together into visually striking guides. Scribe Pages is a document-style interface that teams can customize to create playbooks, user manuals and onboarding plans.

Here's an example of Scribe's IT standard operating procedure template:

3. IT troubleshooting & issue resolution

Tracking, detecting and resolving IT incidents are time-sensitive actions that can bring entire systems to the ground if not handled correctly. Process documentation is critical for capturing the unique requirements of each tool and preparing employees for specific circumstances and outcomes. 

Visually-driven documents allow IT teams to cut to the chase and make the right decisions for smoother incident management. You can use technical documentation tools like Scribe to capture workflows like: 

• How to identify, categorize and log incidents.
• How to use IT tools to gather data and identify the root cause of an issue.
• Best practices on how to troubleshoot common errors.
• How to organize communication about an issue in your project management software. 

Scribes are also a great addition to issues or dashboards in your issue management software. For example, Jira users can click the triple-dot dropdown in a project, select Scribe and paste the link to embed it right within the project for easy reference. 

‎4. Build a culture of knowledge-sharing and collaboration

High-quality process documentation is a single source of truth for employees to become proficient at business processes and learn at their own pace.

There are many systems out there that you can use to organize and share knowledge with team members. Some companies sort their information in cloud-based drives while others opt for customizable knowledge bases and project management software. Popular knowledge-sharing and collaboration tools include Google Workspace, Slack, Asana, Airtable and Notion.

💡Top 10 IT Documentation Software of 2024

Different employees learn differently, and they may not all be adept in the knowledge base you’ve implemented. To reduce friction, create documentation that is easy to access and understand regardless of how experienced a user is at using a particular system.

  @tom.developer SAVE this post for later! 💾 Scribe is an amazing productivity tool that lets you create step-by-step guides instantly! 💡 I’m currently using it to teach my clients how to use the new system that I have built for them! 💻 You can find it on the chrome store by searching “Scribe”! 🔍 #tech #coding #programming #technology #techtok #sharescribe #scribehow ♬ original sound - Tom Shaw    

Scribe’s visual step-by-step tutorials, shareable URL and embeds make it a perfect tool to simplify onboarding and increase adoption for your knowledge base. 

One of our users created this Scribe on how to add collaborators on GitHub:

5. Strengthen IT compliance & auditing

An organization’s IT infrastructure is a goldmine of valuable and sensitive data. Maintaining standardized processes for managing IT systems and resolving incidents is necessary to prevent data breaches and unethical use of information. 

Local and state governments hold IT departments to a high standard by enforcing data security laws and encouraging organizations to conduct internal audits of their IT and data processes. Customers are also well aware of these expectations and actively seek solutions and vendors meeting compliance and auditing criteria. 

IT teams can use Scribe to document processes that impact data security and adherence to industry guidelines. You can save time by automating document creation for specific workflows related to the following protocols: 

• Incident management and resolution.
• Access authorization.
• IT change management and assessment.
• Patch management. 
• Data backup and recovery.

📌 ‎Related resource: IT Operations Management: Maximize Operational Efficiency

6. Maintaining continual & consistent process improvements

Having formal documentation on all IT processes means less work later when systems need to be evaluated and improved. As organizations grow and evolve, so will their technology stack and corresponding workflows for onboarding, execution and collaboration. If you don’t have documentation already created, then you would have to audit your processes and build an inventory of information from scratch. 

IT teams that use Scribe regularly can quickly pull up links and walk through existing workflows step by step. The visual aids in each document allow teams to better assess the length of each process, measure efficiency and identify where and how to make improvements.

Most importantly, changes published to each Scribe are automatically reflected in a live URL and embeds. Manual documentation is hard to keep up to date. But with Scribe, you don’t have to hop around different platforms and communication channels updating files. 

✅ Try our free IT SOP Template

7. Improve communication and stakeholder alignment

Although IT processes can be hard to grasp right away, IT teams still don’t have the luxury of time to answer questions and demonstrate workflows repeatedly. 

Instead of lengthy chat threads and video calls, IT teams can use Scribes to keep stakeholders in the loop on best practices and new SOPs for faster action. For example, Gong uses Scribe to empower its Customer Success team with product expertise so they can meet and exceed customer service expectations.

 Alyssa Sanchez, Senior Customer Support Manager at Gong, creates a growing list of Scribe Pages to build an FAQ library of customer queries. She says,

“I actually have received feedback from customers about how amazed they are with how fast I responded and solved a problem or issue.”

🎬 Hear more from Alyssa on how Gong uses Scribe to drive customer success

Want to get started with Scribe? 

Now that we've shown you how IT teams use Scribe, all you need to do is create a free account to start creating unlimited guides. 

Scribe gives IT teams a powerful solution to optimize, scale and maintain process documentation across organizations of all sizes. You can create how-to guides in seconds, making tough processes easy to follow and serving up guides to your team before they can ask, "How do I do that again?"

Streamline your document creation process into three simple actions: 

• Capture: Click record and perform a workflow as you usually do, and watch Scribe generate a step-by-step guide in seconds.
• Customize: Add the finishing touches to your guide by annotating screenshots, adjusting steps and editing text. 
• Share: Send your Scribe to your team with a single click and embed them into your corporate wiki or help center.

With Scribe, you save time, stay focused and help others. It’s a win-win-win!

Join the hundreds of thousands of teams at companies like LinkedIn, Northern Trust and Okta using Scribe every day. Sign up for a free trial today!