Keep the know-how your business runs on.
The way an experienced person handles a quote, spots a problem or welcomes a customer is part of your business. We help turn that know-how into practical guides your people and AI can use.
“Ask Pat” works until Pat is busy, away or moving on.
A folder of documents rarely captures the whole job. We talk through real examples with the people who do the work, write down the decisions and check the result with them.
From a team conversation to a usable playbook.
Follow one example: checking a supplier delivery request. The guide, reusable AI skill and test cases all point back to the approved process.
Start with the people who know the job.
Walk through a real request together. Ask what a good result looks like, what gets checked and when experience tells them to stop.
“Match the reference and confirm the delivery date. If the date is missing, ask the supplier before we promise anything.”
- 1Match the request
Check the supplier and reference against the approved record.
- 2Confirm the delivery details
Find the date. If a detail is missing, ask for it.
- 3Prepare the next task
Show the checked details and anything that needs a person.
Stop and ask: unfamiliar supplier, missing information or a change outside the agreed rules.
Use this guide and the incoming request. Prepare a checked task and list any missing details. Don’t invent a delivery date.
Turn the conversation into a working guide.
Write the steps and exceptions in plain English. Link them to the approved source and turn the repeated task into a reusable AI skill.
The guide keeps the rule, the reason for it and a worked example together. The AI skill uses that guide to prepare the task.
- 1Match the request
Check the supplier and reference against the approved record.
- 2Confirm the delivery details
Find the date. If a detail is missing, ask for it.
- 3Prepare the next task
Show the checked details and anything that needs a person.
Stop and ask: unfamiliar supplier, missing information or a change outside the agreed rules.
Use this guide and the incoming request. Prepare a checked task and list any missing details. Don’t invent a delivery date.
Let experience check the instructions.
Ask the process owner to review the guide. Test a normal request, a missing date and an unfamiliar supplier before making it available to the team.
“Yes, that is the process. A missing delivery date must go back to the supplier. An unfamiliar supplier needs our review.”
- 1Match the request
Check the supplier and reference against the approved record.
- 2Confirm the delivery details
Find the date. If a detail is missing, ask for it.
- 3Prepare the next task
Show the checked details and anything that needs a person.
Stop and ask: unfamiliar supplier, missing information or a change outside the agreed rules.
Use this guide and the incoming request. Prepare a checked task and list any missing details. Don’t invent a delivery date.
Give the knowledge an owner and a next review.
Keep one approved version, record changes and update the linked skill when the process changes. New staff can find the guide and see who to ask.
Update example: delivery requests now need a site contact. The owner checks the new rule before the current guide and skill are updated.
- 1Match the request
Check the supplier and reference against the approved record.
- 2Confirm the delivery details
Find the date and site contact. If a detail is missing, ask for it.
- 3Prepare the next task
Show the checked details and anything that needs a person.
Stop and ask: unfamiliar supplier, missing information or a change outside the agreed rules.
Use this guide and the incoming request. Prepare a checked task and list any missing details. Don’t invent a delivery date.
Give useful experience a place to live.
- Interviews and walkthroughs with experienced staff
- Source-linked work instructions and playbooks
- Reusable AI skills with examples and checks
- A review owner, version and update process
Each skill defines the job, the approved information to use, the output to prepare and when to ask a person. It can support a reply, a quote check or another agreed task.
People who know the process, examples of good work, the relevant business records and someone who can approve the guide.
Where your team stays involvedYour experienced staff check the instructions and exceptions. The business owner or nominated process owner approves changes before they become the current guide.
Keep the knowledge useful as the business changes.
Keep the guide current when the process changes. Give new staff an accessible starting point, help them use it and send uncertain cases back to someone who knows the work.
The required AI and tools for the agreed work and usage are included in your service fee. We review priorities and capacity before adding new work.
How we work with youCapture what matters. Keep learning.
The aim is to reduce the risk of losing important know-how and make it easier to use. Some experience is hard to describe; interviews, practice and review remain part of the work.
A few useful details.
Do you just put our documents into an AI tool?
We start with the job and the people doing it. Documents are one source. We also need examples, decision rules and the situations where an experienced person would stop and ask a question.
How do you avoid several conflicting versions?
We agree one approved home for each instruction or fact, link to its sources and name the person responsible for keeping it current. Changes are reviewed and older versions are clearly marked.
Can new staff use it?
Yes, that is one of the intended uses. They get accessible instructions and worked examples, with access suited to their role and a clear person to ask when the guide does not cover a situation.
Bring us the job you want to make easier.
We’ll talk through the work, who needs to be involved and a sensible first step.
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