Blog

The process that only lives in your head

The way the shop actually runs is still in one person's memory. These articles get one piece of it onto a page someone else can follow. Each article is one job: notes into a checklist, a handoff, or a meeting into owners.

A voice memo is often the raw material. After the checklist exists, turn the leftover todo pile into a weekly plan. A long document that has to stay careful is its own article.

These sit on the article index. Mikus Sprinovskis writes them.

• Messy notes and voice memos that should be an SOP or a checklist.
• A handoff note so the work still happens when you are away.
• A meeting that ended with no decision and no owner.
• A cleaning site's checklist that lives in your head, turned into one the crew signs off.
• The weekly client status update written late from memory, turned into one five-part template.
• A client questionnaire that sits unfinished for weeks, rewritten into a 20-minute form.
• Who works which visit lives in a whiteboard, a group chat and the owner's head, so changes get lost.
• Client itineraries rebuilt by hand from a dozen booking emails, with a Google Docs template and an AI prompt that fills it.
• Client meeting notes get written days late from memory, in a different format every time, because there's no fixed template and no fast way to fill it.
• Obituaries get rebuilt late at night from arrangement notes, so facts go missing and families send back round after round of corrections.
• Job shops confirm customer POs on a skim because checking them against the quote is manual, so mismatches surface at shipping.
• Tax engagement letters go out late, one hand-edited Word file at a time, and nobody owns chasing the signatures, so work starts without signed terms.
• Property offices turn on Copilot agents without a credit budget, then get a surprise bill for overnight Autopilot work.
• Monthly charts stay on last month's rows because the numbers were never an Excel table, and the check is retyped each month.
• Owners upgrade to Plus without a yes/no checklist, or stay on Free and hit limits mid-estimate season.
• Associates re-paste the same templates into new Claude chats and lose firm voice mid-matter.
• Producers paste policyholder details into a personal ChatGPT chat because nobody wrote a can/never list.
• Advisors paste long PDFs into chat and get ungrounded answers instead of a source-bound brief.
• Techs and office staff rewrite the same Gemini prompt for every follow-up and get uneven tone.
• Staff rewrite the same firm rules in every ChatGPT chat and get uneven client tone.
• Producers leave Memory on while pasting client facts, so details leak into the next chat.
• Loan officers upgrade to Pro without a yes/no checklist, or stay on Free and hit caps mid-file.
• The team rebuilds the same calculator or checklist in a fresh chat because no shared link was saved.
• Agency staff keep re-typing the same instructions into Gemini, and saved Gems are changing to skills.
• Staff copy drafts between Word and a browser chat and lose formatting and track of what was shared.
• The Copilot button doesn't appear in Excel, so the license sits unused.
• Site notes and complaints pile up in a sheet and nobody has time to read and sort them.