Improving business operations · Knowledge Capture and Handover
Capture experienced people's know-how, document the procedures that matter, and make it easy to find and use.
In many established businesses, how quotes are priced, how jobs are scheduled or how problems get fixed lives with a handful of long-serving people. We work with them as contributors and mentors, write their know-how down as clear procedures, and put it where your team already looks. Where it helps, we add a private assistant that answers only from those approved procedures and documents, and points people to the right colleague when it can't.
The question owners ask
“If our longest-serving people retire, who knows how we do this?”
Write it down while they're here, and make it easy for everyone else to find and use.
In plain terms: a specialist option for businesses that rely on a few key people.
- Timeframe
- 4 to 6 weeks
- Your time
- A few hours from each key person, spread over the project
- Best for
- Businesses that rely on a few key people, or planning a handover
What’s included
What you get, and what we need from you.
- Interviews and shadowing with the people who hold the know-how
- Written procedures and checklists for the work that matters most
- Stored where your team already looks for things
- A private assistant that answers from your approved procedures and documents, where useful
- Onboarding material for new starters
- A simple routine to keep it all up to date
Questions owners ask
Before you decide.
Will our experienced people see this as a threat?
We involve them as the experts and mentors from the first day, and most enjoy seeing their know-how written down properly.
Do we need an AI assistant?
Not always. Clear procedures in the right place solve most of it. An assistant helps when there is a lot to search, and it answers only from your approved material.
How does it stay up to date?
A simple routine: one named owner, a short review when a procedure changes, and a quarterly check we can run with you.
Free calculator
What is the work this would take on costing you today?
Put in how many people do document and admin work and how long it takes them. See the cost a year and what the staff time a first automation could free up is worth. Nothing is stored.
Seen in practice
Where this service did the work.
As on-demand CTO for a new operations system, we designed how estimates and pricing work and used AI to convert years of old estimates, so the team quotes from the same data.
3 years of estimates turned into one quoting data setRead the case studyAccounting and advisory firm · Midwest USClient meeting notes turned into a weekly brief for a fractional CFO teamAI agents read the firm’s client meeting notes and give each CFO a short weekly brief: overdue actions, the conversations to have next, frustrations building and signals to watch, with a bot to ask before a call.
3 to 5 min weekly read per client, in place of months of meeting notesRead the case studyLet’s talk