Founder memory to SOP extractor

Founder Memory to SOP Extractor

Version 1.1 · Kramaniti Kosh

Intended outcome

A draft standard operating procedure built only from what the founder actually said, with gaps returned as questions and nothing treated as the rule until the founder approves it.

Before you begin

• A recorded walkthrough, voice note transcript or written notes from the founder about one routine task
• The person who will follow the procedure day to day
• Time set aside for the founder to review the draft and answer its questions

How to use

1. Choose one task the founder keeps being asked about. Record the founder explaining a recent real instance of it, including the exceptions, and get a transcript.
2. Give the transcript and this brief to an AI assistant, or work through the brief by hand. Ask for the draft and the open questions, nothing more.
3. Have the founder answer the questions and approve or correct each step. Then ask the person doing the task to follow it once and report where it was unclear.

Working template

Role

Turn the supplied walkthrough of [task name] into a draft procedure that someone other than the founder can follow. Use only what is in the supplied material.

Inputs

• Transcript or notes: [attach]
• Task name and when it happens:
• Who will follow the procedure:
• Existing forms, checklists or templates mentioned: [attach if available]

Rules for the draft

• Do not add steps, thresholds, timings or policies that the founder did not state. If something seems missing, ask about it instead.
• Keep the founder’s own reasons where they gave them. A step with its reason is easier to follow and to question later.
• Mark every judgment call the founder described (“it depends”, “usually”, “if it looks wrong”) as a decision point, not a fixed step.
• Leave out personal details of any customer, client or staff member mentioned in the walkthrough.

Output

Return the draft in this order:

1. Purpose: what the task achieves, in one or two sentences
2. Trigger: what starts it
3. Before starting: inputs, access and documents needed
4. Steps: numbered, one action per step, with the reason where given
5. Decision points: the situation, what the founder said to do, and who decides if it is unclear
6. Done means: how the person knows the task is complete
7. Escalate to the founder when: situations the founder said they want to see
8. Open questions: every gap, contradiction or vague phrase, quoted from the transcript
9. Status: “Draft, not approved”

Founder review

For each step and decision point, the founder marks: Correct, Change (with the change) or Remove.

Approved by:

Approval date:

Next review date or trigger:

Where the approved version lives:

Demonstration

This is an illustrative scenario, not a client case study or a measured result. Do not reuse its details as facts about your work.

A sample chartered accountancy practice has a founding partner who personally guides every new small-business client through document collection at the start of an engagement. An article assistant is due to take this over.

Sample inputs

Demonstration inputs only: a transcript of the partner describing the last new client’s onboarding. It mentions sending the engagement letter first, a document checklist shared on email, “chasing politely after a few days”, and “if the books are in a mess, bring it to me before quoting”.

Example output

Purpose

Collect the documents and access needed to start work for a new small-business client, in the order the partner uses.

Steps

1. Send the engagement letter and wait for it to be signed before requesting documents. Reason given: work should not start before the scope is agreed.
2. Email the document checklist to the client’s named contact.
3. Follow up if documents have not arrived. [Open question: how many days is “a few days”, and by phone or email?]

Decision points

If the client’s books appear incomplete or disorganised, stop and bring it to the partner before any fee is discussed. [Fact within this demonstration] The partner said this directly. [Inference] “In a mess” is not defined. The partner may want examples added.

Open questions

• Which checklist version is current, and where is it kept?
• Who can sign off the engagement letter if the partner is away?
• “Chasing politely after a few days”: how many days, and by which channel?

Status

Draft, not approved. Waiting for [Name the partner] to review.

Quality check

Every step traces back to something the founder said; guesses appear as open questions rather than rules; judgment calls are marked as decision points; the founder has approved the version in use and it is stored where the team works.

Limits and human review

The extractor can only capture what the founder said in one walkthrough, and a single example rarely covers every case. It does not check whether the procedure meets legal, regulatory or professional requirements; that stays with the responsible professional. Keep consequential actions with the named human owner.

Edition notes

New in Kosh at version 1.1. Provider-neutral Markdown instructions; no installation or platform compatibility is implied. Runtime behaviour has not been verified across AI providers. Reuse terms have not yet been published. Background reading: Stop Treating Founder Memory as Infrastructure. Seeing what is slowing the work, including where it depends on one person, is the focus of Kramaniti’s Foundation Strategy audit.