Documentation & systemization
We collect how your business actually runs, out of inboxes, chat threads, and the people who simply know, and put it somewhere your whole team can use. Then we keep it current, which is the part that usually fails.
The difference
Most systemization projects end with a wiki that was accurate for about a month. Ours stays current because keeping it current is part of running the work, not a separate project with a finish date.
Owner, trigger, steps, and the standard, in one place
Before you hand anything over
How we handle your data
-
Your systems stay yours.
The work happens in your own accounts, on your own subscriptions, under your ownership. Nothing leaves the systems you have given us access to.
-
Access is requested, never assumed.
Read only wherever the work allows it, asked for per system rather than granted in bulk, and named per person. Credentials are never shared, and your records never sit on personal devices.
-
Preparing stays separate from approving.
A second person reviews before anything is filed or closed. On payables we prepare the run and you're the one who releases it.
Who it’s for
Businesses where the critical know how lives in a few people's heads and a lot of old email. If one person taking leave slows the whole month down, or a resignation would mean weeks of guesswork, this is the fix.
How we help
- 01 We work out what your business actually knows and where it's being kept, which is usually nowhere on purpose.
- 02 We get it out of people's heads by sitting with them while they work, rather than asking them to write it up in their own time. That request never survives a busy week.
- 03 We organize it so somebody can find an answer in under a minute without knowing who to ask.
- 04 We keep it in the tools you already pay for, so nobody has to learn a new system or remember another login.
- 05 We update it as the business changes, because a document that's quietly out of date does more damage than no document at all.
What you get
- One place that holds how your business runs.
- Far less exposure to any one person leaving, taking leave, or being unavailable the week you need them.
- New people who become useful in weeks instead of months.
- Answers your team can find without interrupting you.
- A foundation that makes hiring and automation much cheaper later.
What owners ask about documentation & systemization
How is this different from SOP and workflow design?
SOP work goes deep on one process and redesigns it. This goes wide across the business and keeps everything current. Most clients start with SOPs for the operations that hurt, then systemize the rest once they see the difference it makes.
Where does all of it live?
In what you already use. We work Microsoft 365 first, so most of the time this ends up somewhere your team is already signed into. If you run on something else, we fit into it rather than move you onto our preference.
Who keeps it up to date?
We do, when we're also running the work. When your team runs the work, we set it up so updating a document is part of finishing the job rather than a task somebody is meant to remember on a Friday.
Our processes change constantly. Is it still worth doing?
That's the argument for doing it. Where things change often, undocumented knowledge goes stale fastest and the cost of losing a person is highest. The answer isn't to document less. It's to make updating cheap enough that it actually happens.
Can our own team edit it?
Yes. It's your material and it stays yours, in your systems, whether or not you keep working with us.
Further reading
More under Process
Last updated
Tell us where this one hurts.
A short call is the easiest next step. No pitch, just whether we're a fit for your back office.
Or write to hello@pptcgroup.com
Not ready for a call?
Send us last month's close.
We reply within one business day with a written list of what we'd fix.
Email your close