Flag outdated procedures before staff use them
Old instructions get flagged for review before a tech follows them, so the current way is the only way.
Operations · Home services · On a schedule · Updated
Slack
Notion
Confluence
Box
Linear
Asana
ClickUp
Jira
TrelloHow do you flag outdated policies and procedures?
To flag outdated policies and procedures, set a weekly Loop. Maito reads your procedure documents, finds the ones past their review date and the ones that contradict a newer document, then posts them in Slack with each owner's name and files a follow-up task for each owner.
How it's done today
Old procedures stay in the shared folder and staff keep using whichever copy they find first.
What Maito does
- Check each procedure's owner and review date
- Compare procedures against newer documents for conflicts
- Ask owners to confirm or update
- List superseded versions to archive
Example
Loop run: Monday 8:00 AM · Weekly procedure review
4 of 31 procedures need a look this week. Overdue • Water heater install checklist (owner Luis, due Sep 30) • Van restock list (owner Tom, due Oct 5) • Emergency shutoff script (owner Luis, due Oct 12) Possible conflict • Drain camera cleaning (owner Tom) says to use the Acme Pipe disinfectant, but the Oct 6 supplier change note says we dropped Acme. The water heater checklist is the one to watch: it still tells techs to skip the permit photo that the Sep 14 permit procedure now requires. From the document library and the supplier change note. I've asked each owner to confirm or update by Friday.
@Maito I'll fix the restock list today. Pull the old water heater checklist off the shared drive index until Luis updates it.
I can't remove files, but I've marked it superseded-pending in the review list and added a note to Luis: update by Wednesday or the permit-photo step is missing from every install this week. Want me to remind him Wednesday morning?
Maito (8:00 AM):
4 of 31 procedures need a look this week.
Overdue
• Water heater install checklist (owner Luis, due Sep 30)
• Van restock list (owner Tom, due Oct 5)
• Emergency shutoff script (owner Luis, due Oct 12)
Possible conflict
• Drain camera cleaning (owner Tom) says to use the Acme Pipe disinfectant, but the Oct 6 supplier change note says we dropped Acme.
The water heater checklist is the one to watch: it still tells techs to skip the permit photo that the Sep 14 permit procedure now requires.
From the document library and the supplier change note. I've asked each owner to confirm or update by Friday.
Tom (8:12 AM):
I'll fix the restock list today. Pull the old water heater checklist off the shared drive index until Luis updates it.
Maito (8:13 AM):
I can't remove files, but I've marked it superseded-pending in the review list and added a note to Luis: update by Wednesday or the permit-photo step is missing from every install this week. Want me to remind him Wednesday morning?
How to set it up
- Ask your agent
“Every Monday at 8, check our procedure documents. Post any past their review date, and any that contradict a newer document, in #ops with the owner's name.”
- Connect docs
- Notion
- Confluence
- Box
- Connect task tracker
- Linear
- Asana
- ClickUp
- Jira
- Trello
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It can't tell which of two conflicting documents is right, only that they disagree. Owners decide and edit the files.
Questions
Documents in Notion, Confluence or Box, and it files follow-up tasks in Linear, Asana, ClickUp, Jira or Trello. You connect the ones you use.
No. It flags and asks the owner to confirm or update. Files stay as they are.
The review date in the document. If a document has none, you tell Maito a default, such as 12 months, when you set up the Loop.
