Process: Provisioning a new account

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Prerequisites: Name, preferred e-mail address

  1. Log on to mail.sachachua.comwith the master account credentials.
  2. Click on the gear icon > Manage.
  3. Log in again if needed.
  4. Click on Organization & users.
  5. Click on Create a new user and fill in the form.

After setting up the person, delegate calendar access (if appropriate) and send an e-mail of the form:

Hello, ____!

You can set this up to forward to your main account, or you can keep the mails there and check it every day or so. If you use a desktop mail client or have a smartphone, it’s probably a good idea to set up the account there as well so that you can get notifications instead of checking it regularly. E-mail me if you need more help.Thanks!

You’ll also want to create accounts for Evernote and LastPass so that I can share notes and passwords with you as needed. Free accounts for both are fine. Tell me which e-mail address you use for both so that I can make sure to share appropriately. The desktop client and browser extension for Evernote is useful for organizing/browsing/searching notes and clipping webpages, and the browser extensions for LastPass are good too.

If you have any questions about any tasks, feel free to Skype me at sachachua, call or text me on my cellphone at +1 416 823 2669, or e-mail me. I’ll pass along whatever tasks I can think of, and we’ll see which ones work out well in terms of your skills and interests. Don’t be afraid to nudge me in case I forget or I’m not making the most of your skills! If you can’t work on something that day, I’d appreciate getting quick e-mails back to confirm that you’ve received something and when you think you’ll be able to work on it; that will allow me to take the task back if I need it done before then.

Some other tools that you might find useful to try out or explore in the future (see below):

  • Boomerang for Gmail
  • ScheduleOnce for scheduling meetings
  • AutoHotkey for automating repetitive tasks (Windows; there are probably equivalents on other OSes)

I’m a firm believer in giving people time to grow their skills or delight me with their initiative. If you think it’s worthwhile to learn something new in the process of doing a task (or even in general when it comes to things you think might help me with my goals), you have my permission to invest 20% of your time (ex: 1-2 hours/week if you work 10 hours a week) in learning provided you write about what you learn (doesn’t have to be really long, just tell what you’ve been up to). Feel free to take that time and brainstorm ways you can help me, or take the initiative in tasks you think may be useful for me. Again, please write me (before or afterwards is fine) so that I can appreciate all the good things you’re working on! If you think more time will pay off well, talk to me and we’ll make something happen.

I also care about documenting processes. I’ll be sharing some processes and thoughts with you using Evernote, and we’ll probably come up with even more along the way as we try out delegation. Please update the notes based on how you do things, and flesh notes out if they’re unclear. Imagine this as a way to train your replacement and to also get things organized – checklists, step-by-step instructions, and tracking spreadsheets are good.

Ideally, you’ll spend 10-25% of your working time on this project improving processes and sharing what you learn along the way. If something takes you an hour to do, it’s okay to spend fifteen minutes researching/writing about how you did it and/or how to do it better. Planning ahead works, too – it often helps to spend some time thinking about a good way to do something or making sure you understand what needs to be done so that you can work more effectively.

I’m learning about delegation at the same time you are, so don’t hesitate to help me learn the best ways of working with you, and ask if things are unclear. If things could be even better, say so! =)

My goals for delegation are:

  • Make sure I don’t drop the ball on important things – success: stuff gets taken care of, and I don’t have to worry so much about it!
  • Do more than I can do on my own – success: taking advantage of other people’s skills and interests!
  • Build a process manual that documents how to do things – success: lots of processes and exception-handling!
  • Learn how to give good instructions – success: clear instructions that I can also help people learn how to use
  • Learn how to build a good team – success: people and processes I can rely on!

Looking forward to seeing how this works out!

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