Documentation Creation, Review, and Publication Process

This SOP outlines the process for creating, reviewing, and publishing Soundspace documentation.

Introduction

Purpose

This process ensures all Soundspace documentation is comprehensive, accurate, well-structured, and easily accessible for team members and other stakeholders.

Scope

This SOP applies to all Subject Matter Experts (SMEs), Reviewers, and the Approvers involved in the creation, review, and publication of Soundspace documentation.

Definitions

• SMEs (Subject Matter Experts): Team Members or Team Leads responsible for drafting the initial documents.

• Reviewers: Revenue (Sales and Service), Product, and Operations Team Leads responsible for scrutinizing the document for accuracy, clarity, and consistency.

• Approver: COO/Integrator or Ops Team lead responsible for transferring the approved document from Google Docs to GitBook, conducting a final review, and publishing the document.

Responsibilities

• SMEs: Draft the initial documents, self-review, and prepare for sharing.

• Reviewers: Review the document, provide feedback, and approve the document.

• Approver: Transfer the approved document to GitBook, conduct a final review, and publish the document.

Procedure

Preparation

1. Document Creation (SMEs): SMEs draft the initial documents using Google Docs. This includes outlining the content, drafting, adding images/diagrams, and a self-review before preparation for sharing.

2. Document Submit for Review (SMEs): SMEs share the document with the appropriate reviewer using Google Docs Share feature. They add a comment to notify the reviewer that the document is ready for review.

Execution

1. Document Approval (Reviewers): Reviewers scrutinize the document for accuracy, clarity, and consistency, provide feedback, and approve the document. The approval is then communicated to the SME and the COO/Integrator.

2. Formatting with ChatGPT (Approver): The Approver takes the approved document and pastes it back into ChatGPT for proper formatting. This ensures that the document adheres to the standard SOP structure and is ready for transfer to GitBook.

3. Transfer to GitBook (Approver): The Approver transfers the approved and formatted document from Google Docs to GitBook, making sure to correctly copy all content and adjust the formatting as necessary.

Completion

1. Final Review and Publication (Approver): The Approver does a final review of the document in GitBook and if everything checks out, they publish the document and notify the team that it's now live in the #team-chat Discord channel.

Notes/Precautions

• Maintain a clear line of communication. SMEs should be notified when their document is reviewed, approved, and finally published.

• Ensure version control in Google Docs. It will be helpful to track changes and refer back to older versions if necessary.

• Regularly revisit and update documentation as needed to ensure it remains current and relevant.

• Aim to maintain a standardized style across all documentation to make it easier for users to understand and follow.

• Be careful about permissions. Only necessary individuals should have editing access to Google Docs and GitBook to prevent unauthorized changes.

References

• Google Docs: For drafting and sharing the initial document.

• GitBook: For finalizing and publishing the document.

• ChatGPT: For formatting the approved document.