Video libraries of commonly used procedures great way to save time: Expert
One of the newest ways to enact day-to-day business in the wake of COVID, and ongoing globalization, is asynchronously so events or processes are not always done at the same time.
But how can this be done correctly, without sacrificing any of the benefits of regular, face-to-face get-togethers?
For Simple KYC, a workflow solution software provider in Sydney with a far-flung employee base in four different time zones, meetings can sometimes be hard to manage.
“What I’ll do is instead of arranging a 30-minute call, giving context, explaining things from the start, what I can do is record a five-, 10-minute Bubbles video, giving feedback; walking through different designs on different screens, and then just delivering into their inbox,” says Saad Karim, business analyst at Simple KYC.
“They would go review it, and then when we meet next, we’ll be meeting not from point zero but instead we’ll be meeting where everyone would know what the background is, what we’re talking about.”
Almost three-quarters (71 per cent) of survey respondents found meetings unproductive.
As a company with employees in Australia, the Philippines, Spain and New Zealand, the asynchronous workflow has been a godsend, says Karim.
“It’s a challenge that we need to talk to each other on a daily basis. Whether it would be some feedback we have on sales and also around products, asynchronous is something that we have been dealing with through emails and Slack before but now we are saving our time spending on those meetings.”
Recording videos explaining concepts and procedures can also be employed for customers and clients, he says.
“After maybe a couple of months, a new customer or new client comes onboard, they will request the same information. What we do is we create a library of documentation, and also attaching video links, where we explain things. You do that work, and it’s done once, and it can be utilized again and again.”
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While it’s not realistic to completely eradicate meetings, “what we can do is we can achieve that efficiency where we only have meetings when needed,” he says.
To get the best results when recording meetings, it’s crucial to get the message and communication down as clearly as possible, says Karim because the non-verbal reaction inherent in face to face interactions isn’t happening.
“You need to make sure that you communicate very well, very clearly so that everyone knows what you mean.”
Once the explanation is recorded, the videos can be saved into a library that can be looked at over and over, says Karim.
For HR, this type of library can help enhance onboarding procedures, he says.
“If you’re hiring someone who’s new, you’ve got to give them training, you’ve got to make them understand company policies, so what you can do is keep a recording of those things in a library and make sure it categorized, it’s arranged well and organized.”