Playbook: How to Use Scribe as a Team

    You already know how much time Scribe can save you when creating step-by-step guides. Here's how you can help the rest of your team get even more benefits from Scribe.

    Conner Doyle from Coronis Health shared his 3 pro tips for using Scribe as a team in a recent webinar. Check out the webinar recording below, and read on for his playbook.

    1. Map out processes that need to be scribed

    Define the body of work

    How do you know what needs to be documented? There are many different ways to do this.

    Check out our basic Process Inventory Template as a starting point.

    Use Scribe to analyze current processes

    It's not uncommon that different team members might perform the same task slightly differently. With Scribe, easily capture and compare the differences in steps, and use these insights to define the most efficient process.

    1. To start, have all (or a selected number of teammates) record the same process with Scribe.

    2. Name and organize these Scribes to make it easy to review. For example, "Enter a New Lead - Jane Doe."

      1. You can use folders...

      2. Or, have each user add their Scribes to a Page for the given process.

        How to add a Scribe to a Page

    3. Use time stamps to compare total duration and step durations between these variations.

    2. Set up a verification process

    Leverage the Review Queue (*Enterprise feature)

    The Review Queue allows Team Admins to easily work through documents that are marked "Under Review," and flag them as "Verified" when they're ready to publish them.

    Ready to amp it up another notch? Use our Review Process Template to see how to tailor it even further.

    If you're interested in Scribe Enterprise or wondering how this feature can best support your team, reach out to us at [email protected].

    The "Two Team" System

    Use this pro move to manage your content and ensure everything is verified.

    1. Set up your teams

      1. Create your first Scribe team. You can call it "Procedure Development" or something similar. This is where you will create draft Scribes and collaborate with your teammates to nail down procedures.

      2. Create a second Scribe team. Call it "Process Library" or similar - this is where your "final" process guides will live as the official procedure repository.

    2. Create your content! As you're generating guides, these features can streamline your review and collaboration.

      1. Share drafts with your collaborators directly by adding their email address. Make sure to give them edit access!

      2. Share feedback.

      3. Create "Draft," "Under Review," and "Approved" folders to organize documents during your review.

    3. Once "Approved," move to the "Process Library" team to officially publish for your audience.

    3. Train employees to go to Scribe for questions

    Finding documents in Scribe

    Once your teammates have access to your Process Library in Scribe, empower them to self-serve the guides they need.

    1. Use Search to pinpoint the guide you need.

    2. Favorite those docs for easy future access!

    Embedding documents in other tools

    Often it can make sense to add your Scribes to places where your team already goes to search for content (SharePoint pages, Confluence, etc.)

    1. Embed your Scribes to make sure the latest and greatest version is always accessible!

      1. Grab the Embed Snippet from the Scribe you'd like to embed

      2. Check out our Help Center for Scribes on how to insert into several common platforms.