Process Owner: Jonathan Reisch
Last Updated: July 2024
SOP Linked: HERE
What is the Process Portal?
The Power Portal is a new, centralized place where Power Digital employees can go for the resources they need on a daily basis. This includes trainings, department and co-wide processes, and more
The Power Portal will live on a site called Intercom, which will allow us to leverage a chatbot that can return resources that people request of it.
E.g. After asking the bot “what are the OOO best practices?”, it will search through added documents and return anything that mentions OOO best practices, including the co-wide resource
The aim of the Power Portal is to solve many problems at once, including:
Many resources are spread out across multiple different places (Slack, Google Drive, Command, Asana, etc.) making it hard to know where to look
This leads to asking where things are in Slack (often the same things get asked about over and over). Putting everything in one place, with a chatbot, will reduce repetitive noise in slack
How Will the Process Portal be Managed?
One person from each department will become a “champion” of sorts, and own the administration of their department’s resources/materials in the Power Portal
The Power Portal champion will redirect resource questions in slack to the Power Portal so their team gets in the habit of checking their first before pinging the whole team
The Power Portal champion will routinely collect new resources for their department and upload into the portal
Video on how to do this and how to use intercom in general to come shortly
Semi-annual “process week” where champs, Jonathan, Jenna, and others will audit department resources in the Power Portal to make sure everything is current
Process weeks to occur in August and February
Changes/uploads to the portal will be tracked in this MASTER Power Portal Tracker
How To Access the Back-End of the Process Portal
Ensure you have the proper permissions from Jonathan Reisch (only a select group get this, so if this sounds unfamiliar that’s on purpose)
Go to https://app.intercom.com/a/apps/dmgzeb2v/home and login with your Google account
Once there, navigate to the help center at the bottom left of the page
From there, you can view either the articles view, or the collections view
From the articles view, you can click into any article, and from the collections view, you can see how articles are organized and then click into articles that way
How To Upload New Processes and Edit Existing Processes
Generally, processes will be drafted and created in Google Docs first, so that must be complete and approved by relevant stakeholders before it can be published for the entire company. To upload a process from a Google Doc into the process portal follow the below steps.
From the “All Articles” view, hit the ‘+ New Article’ button at the top right of the page
Copy the name of the process from the Google Doc you are working from, or name it in a way that makes sense and will be easy to find
In the description, include any relevant additional information that will let someone know they are in the right place
Copy and paste the Google Doc's text into the article's body where it says “Start writing…”
Much of the formatting will carry over without issue, but make sure to QA and make adjustments so that the pasted process is easy to follow and understand
To change formatting, select the text you wish to edit, and options will come up to update how you’d like
Once the formatting looks good, navigate back to the top of the article
Before we are ready to save, we want to add some notation about when the process/article was last updated, who updated it, who the owner of the process is if there are questions, and where the original document can be found
Add the following information to EVERY article you upload:
Process Owner
Whoever created the process and is responsible going forward (not always the person who is uploading, could be a dept head or someone else!)
Last Updated
The month and year that you are uploading/making any changes
SOP Linked: HERE
Hyperlink the Google Doc you’re working out of
Once the article is ready to publish, hit the green publish button in the top right corner
Your new article will appear in the list of All Articles, sorted by date last edited
To categorize your article into the right collection, click the checkbox to the left of the article name, then select “Move collection” from the 3 dot dropdown menu
From there, search for the correct department and put into the folder that makes the most sense
Internal processes direct how we operate in our day-to-day (i.e. how to work at Power Digital)
Client/Deliverable processes direct how we put together things externally (what we work on at Power Digital)
Track every upload you make in the MASTER Power Portal Tracker linked above
HAVE FUN!!
Watch the Loom Video Recording HERE!