1. Ownership and access
List the business-owned accounts, subscription owners, admin roles, and renewal dates. Use individual access rather than sharing passwords. Make sure the organization can regain access if someone leaves.
2. A map of the system
Document what each tool does, where information comes from, and how it moves. Include the important dependencies and a plain-language description of each automation.
3. Everyday instructions
Write the steps people use most often, with examples. Explain what successful completion looks like and where to ask for help. Test the instructions with an actual user.
4. Failure and recovery
Record common failure signs, who receives alerts, and how to pause or restore the workflow. Include a safe manual fallback for work that cannot wait.
5. A maintenance rhythm
Choose an owner and a review schedule. Check access, broken connections, outdated instructions, and whether the system still fits the way the business works.
Want to know where to start? Take the Systems Checkup for a structured look at your current setup.
Put this into practice
A Business Systems Audit can turn the friction you find into a prioritized plan for improvement.
Explore the Business Systems Audit →