Source: https://hiatt-co.com/workflows/repeatable-procedure/

FREE BUSINESS WORKFLOW · AI AS AN ASSISTANT

# Make a repeat task easier to hand off

Turn a process you know into steps someone else can follow and check.

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## When to use it

When a familiar task needs clear instructions for someone else to follow.

## What you’ll get

A draft procedure with inputs, steps, exceptions, and a completion checklist.

## Work through the steps

Before you start

An approved description of a low-risk repeat task, its expected result, and someone familiar with the process to review it.

Step 01

### Describe the real process

Start with what actually happens, including the awkward parts.

Help me document \[repeat task\] for \[person or role\]. Here is how we do it today: \[steps and notes\]. The expected result is \[result\]. Ask up to five questions about missing inputs, decisions, exceptions, or approval points. Do not assume access to tools or records I have not described.

Step 02

### Build a usable procedure

Answer the questions and request a version a colleague can try with sample data.

Turn the confirmed process into a draft procedure. Include purpose, required inputs, numbered steps, expected output at each stage, common exceptions, when to stop and ask a person, and a completion checklist. Mark unresolved details clearly. Add one fictional practice case. Do not add system access, permissions, or company policies that I have not confirmed.

### Step 03 · Review before use

-   Have someone follow the procedure using sample data.
-   Record where they hesitate or need missing information, then revise.
-   Have the process owner approve the steps and exceptions before team use.

**If you get stuck:** If the procedure stays vague, describe one completed example and ask for concrete inputs and outputs at each step.

### Want your team to use this on your own work?

In a Hiatt Co workshop, we can adapt this process to your team’s work, tools, and review rules.

[Related training: AI as an Assistant](https://hiatt-co.com/programs/#assistant)

[Plan a workshop](https://hiatt-co.com/plan/?workflow=repeatable-procedure)

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