Terms

Creating a membership site allows you to build a community, share useful resources, and also generate regular revenue. However, as your website grows it becomes more complicated managing it. You have to keep track of people, the things and places.

Without a well-organized system of documentation in place, you risk confusion as well as inefficiency. You could also experience member dissatisfaction. So, with that in mind, let's explore ways to create a document system that doesn't just support the operations of your company but also improves your member's experience.

The importance of documents for joining sites

An organized documentation system acts as the backbone of your membership site. This ensures that all involved -- from the members of your team to you can get accurate and up-to-date information fast and conveniently.

for you and your staff documents streamline internal processes which reduces the time you spend doing repetitive work. To members, it offers a seamless experience by offering clear instructions, FAQs, and links to resources.

Think of it as an online knowledge base for self-service which empowers its users and frees you from being the bottleneck for every query. It's a way to make money from your community online If you like.

People don't want to sit for hours or even days for answers to simple questions, and you don't want to spend your valuable time responding to the same questions time and time again. Every minute lost is money lost, right?

This is because in the end, having a solid documentation increases your credibility increases your credibility, decreases turnover, and builds confidence within your group. It becomes a bridge that brings your team's work together with your members' needs, ensuring everyone's in the same boat.

Essential elements to a robust documentation systems

Contrary to what many believe, building a documentation system is much more than organizing all the available useful data and making it easily available. The system should comprise:

• Member onboarding resources: Clear and detailed instructions to assist new users navigate your website and make the most of their membership. Each feature must be described using images and GIFs ideal to explain members exactly how each function works.
• frequently asked questions (FAQs): A centralized repository of answers to common queries. Your support staff will already be able to identify the types of queries they face regularly, so there shouldn't be any problem to simply deconstruct the questions and give answers.
• Troubleshooting guides: Step-by-step solutions for technical or account-related issues. The guides should be written a way that's easy to understand, even for less tech-savvy users. Likewise, every page should include a contact form to the human support representative in the event that an explanation isn't adequate.
• Index of content or directory A searchable index that allows members to locate specific sources or sections swiftly. This is especially useful when you have a huge catalog of content.
• Internal documents: Procedures, workflows, and policies for your staff to ensure consistency and efficiency. It could include guidelines for dealing with members' queries, or guidelines for changing the content on your site.

Each of these components addresses a different aspect of your site's operation and the user experience. Together, they form an integrated system that benefits every person who is. If you don't have these fundamental elements you're likely to encounter unnecessary roadblocks and frustrations--both for your team and your members.

Step-by-step guide to building your document system

When I inquired of my coworkers or associates the reason they are selling on marketplaces for online sales and other online marketplaces, the most common reasons I got were documentation and customer support. It wasn't even close.

The most important reason their opinion is the fact that they would rather rely on a third-party platform, regardless of the simple nature to create your own website for members. It is several stages, each having its own purpose in the process of creating your website. These are:

1. Review your requirements

The first step is to identify the exact issues you are facing. Do you receive a lot of emails from your team members asking the same question? Do your team members struggle to find information about internal procedures? Perform a quick audit by gathering feedback from both your staff and team members. Be aware of the most frequent themes and issues. They will be the basis of your documentation.

In the case of a website has courses available, customers could require help in understanding the course or accessing their certificates. If you're running a subscription service, questions regarding cancellations or billing will likely be to be common. In essence, knowing these pain points means you're almost there to create a thriving site.

In addition, be aware of any issues that may be causing bottlenecks in your own internal procedures. Perhaps team members are unsure of how to handle specific members' requests or changes. In this scenario, it is possible to:

2. Choose the right equipment

Your selection of software will determine the success or failure of your documentation system. Choose tools that are easy to use, scalable, and customizable. Below are a few alternatives to think about:

• Software for knowledge bases: Tools such as Zendesk or HelpScout permit you to build the ability to searchable knowledge bases for your users. These platforms often have templates pre-built, making it easier to organize and present your content.
• Wiki platforms: Notion or Confluence work well for internal documentation, providing flexibility in the way you organize content. The collaborative capabilities of these platforms allow the team members to modify and maintain the system. Access controls are available, too.
• CMS features include: If your site for membership is built using WordPress the plugins such as BetterDocs or Documentor can integrate directly. These plugins can be used to manage and create documentation quickly within your current site.

The software you select must be compatible with the technical knowledge along with your budget as well as the complexity of your site. The simpler configurations may require organized Google Drive or Dropbox folder and larger projects could require specialized tools. The best tool is the one that your employees and team members actually use.

3. Structure your documentation

Your documentation's structure is crucial to its usability. All team members as well as the individual must be able to locate the information they require without wasting clicks. This is how you organize your information efficiently:

First things first, break your document into clear sections like onboarding, troubleshooting, and billing. This will make it simpler for customers to find their way around. Then, you must use an orderly flow that starts from general topics and narrowing down to specifics. Once you have mastered the basics, you are able to move on to

Signing up for an account, and then navigating the dashboard. Additionally, a powerful search engine is essential. Members should be able to type in keywords and find pertinent articles instantly. Think about tagging your articles using several keywords in order to improve the likelihood of them being found.

Your goal is to create documentation that is as simple as is possible. Imagine yourself in your members' shoes: if they have a difficulty and need to find the solution? A confusing structure will just add more frustration, so take the time to ensure this is done correctly.

4. Make top-quality material

Documentation is only effective only if it's simple, succinct, and user-friendly. Use these guidelines in creating content:

• Use simple language: Beware of jargon and overly technical terms, unless they are absolutely required. If you must use specific terminology, provide the glossary. It is important to make sure that even a new member can comprehend the material and not be at a loss.
• Be visual: Incorporate screenshots, diagrams as well as short video clips for a better understanding of complex procedures. Visual aids can significantly improve understanding and help make documents more interesting.
• Stay in line: Use the same tone, formatting and design throughout all content. This consistency creates a professional appearance and helps users to navigate better.
• Test your content: Before publishing, you should ask a few team members or users to read through the document. Their comments will assist you identify gaps or unclear instructions. A fresh set of eyes is often able to spot something you've overlooked.

5. Make it accessible

Accessibility involves more than simply having a search bar. Ensure your documentation is easy to locate and navigate. This means adding the links to your documentation on crucial areas such as your site's footer, dashboard, or help section. You might even consider adding an "Help" button to be prominent on all pages.

In addition, many users will visit your website through mobile devices, which means the documentation you provide must be responsive to mobile devices. Check how your site's pages appear and perform on smaller screen sizes.

If you have a global audience, consider localizing your documentation using a translation API to different languages. Naturally, this must be done after looking at the stats and calculating the feasibility of this undertaking. At a minimum, utilize a person to check for errors.

Accessibility is also about accommodating people with disabilities. Use tools like contrast checkers as well as screen reader compatibility tests to make your documents inclusive. The inclusion of all users expands the reach of your site but also allows you to make money from certain areas of your website.

Final thoughts: How to develop a system for documentation

The process of creating a solid documentation system could be daunting at first, but it's an expense that yields dividends. By providing clear, easy-to-use, and current resources, you create an easy interaction for your employees while streamlining your internal procedures.

Start with a small amount, focus on the key areas to expand your membership site as you need. Be aware that your documents are a living resource--keep nurturing it and it will continue to help your membership website's development and growth.