Turn a process into a written guide
Describe how something is done and get a clean step-by-step guide.
Operations · When you ask · Updated
Works with
- Slack
SlackHow do you document a process?
To document a process, mention Maito in Slack and name it, for example how you approve refunds. Maito drafts a numbered guide from what your team has told it in shared conversations, marks steps people disagree on, asks the right person to approve, and saves the final version as company knowledge.
How it's done today
Processes live in one person's head.
What Maito does
- Ask how it's done
- Write the guide
- Note owners and exceptions
Example
@Maito write up how we approve refunds. Use what you know from the team.
Draft, from what Sam, Omar and Jo have told me in earlier conversations. Refund approval, 7 steps 1. Customer asks. Log the ticket. 2. Check the plan and the payment date. 3. Up to $200: the support agent approves. 4. $200 to $1,000: Sam approves. 5. Over $1,000: Omar approves. 6. Omar issues the refund. 7. Reply to the customer and close the ticket. Exceptions: duplicate charges are refunded in full at any amount. Enterprise accounts go through Jo first. Catch: the refund window isn't consistent. Sam said 30 days, Omar said 45 days for annual plans. I've written both, marked unconfirmed. Omar, can you approve?
@Maito 30 days monthly, 45 days annual. Approved.
Updated and saved as company knowledge. I'll use it when anyone asks about refunds.
Tom (11:30 AM):
write up how we approve refunds. Use what you know from the team.
Maito (11:34 AM):
Draft, from what Sam, Omar and Jo have told me in earlier conversations.
Refund approval, 7 steps
1. Customer asks. Log the ticket.
2. Check the plan and the payment date.
3. Up to $200: the support agent approves.
4. $200 to $1,000: Sam approves.
5. Over $1,000: Omar approves.
6. Omar issues the refund.
7. Reply to the customer and close the ticket.
Exceptions: duplicate charges are refunded in full at any amount. Enterprise accounts go through Jo first.
Catch: the refund window isn't consistent. Sam said 30 days, Omar said 45 days for annual plans. I've written both, marked unconfirmed. Omar, can you approve?
Omar (11:50 AM):
30 days monthly, 45 days annual. Approved.
Maito (11:51 AM):
Updated and saved as company knowledge. I'll use it when anyone asks about refunds.
How to set it up
- Set up
Nothing to set up. Ask in Slack or by email whenever you need it.
What it won't do
It can only write down what it has been told. If nobody has described a step, it asks instead of inventing one.
Questions
From what your team has told Maito in shared conversations. It doesn't read Slack channels it wasn't mentioned in.
It writes both versions, marks them unconfirmed and asks the right person to settle it. Once approved, the guide is saved.
Yes. The approved guide becomes company knowledge, and Maito uses it when anyone asks about that process.
