Building a Waybook from scratch can feel overwhelming. The good news? You probably already have most of what you need - it just needs organizing. Here's a practical approach that works whether you're a small team or a larger organization.
Before you start building your Waybook, gather three things:
List your activities - Write down all the processes your business does. Each significant activity becomes a Document in your Waybook.
Collect existing documentation - Pool together any SOPs, policies, or guides you already have. You can import content from Word and Google Docs directly.
Review your team structure - Look at how your company is organized to determine if you need multiple Categories or a single Company Library.
Building Your Structure
Use your activities list to create subjects and documents. Remember: one complete process = one document. Avoid creating overly broad documents like "All HR Processes" - instead, break them into specific SOPs and policies that one person can own.
Group related documents into subjects (like Onboarding or Hiring), and add categories only if they genuinely help navigation.
Use Document Suggest to build faster: Click the Lightning Bolt icon in the bottom left, describe your business and the Documents you need, and let AI suggest a structure and content that matches your requirements.
You can use existing documentation to quickly fill out content within this structure. Learn more about importing content from Word and Google Docs.
Assign Ownership
Once you have the structure, decide who should create the content for each Document - typically, whoever knows the process best. Invite them to Waybook and give them permission to publish Documents relevant to their areas.
You can delegate content responsibility by assigning Document Owners - you can learn more about ownership here.
Getting Help
Join our Getting Started with Waybook webinar, where we show you how to build your Waybook in three simple steps.
Alternatively, schedule a free discovery call with our process experts to find out how our data migration team can help you build your Waybook and connect you with a consultant to support your goals.