Our leadership team wants to document our Core Processes using the EOS 20/80 rule, but department leaders keep getting stuck in endless manual documentation. How can we use AI tools to capture and simplify our processes quickly?

Question

Tyler Smith · Accepted Answer

The EOS approach to process is simple: document the 20 percent of the steps that produce 80 percent of the results. Yet, when leadership teams begin defining their Core Processes, department heads routinely get trapped writing massive, sixty-page operating manuals that nobody ever reads or follows.

Modern AI tools provide a practical way to bypass this administrative bottleneck while adhering strictly to the 20/80 rule.

Instead of asking your operational leaders to stare at a blank screen and type out procedures, have them record a live screen capture or audio walkthrough while they or their top performers execute the task. They can speak naturally, explaining the core workflow, key decision gates, and standard outcomes.

Feed the raw audio transcript into a large language model with a strict prompt: extract only the 20 percent high-level milestones, eliminate conversational filler, and structure the output into a clean, five-to-ten-step checklist. The prompt should explicitly instruct the AI to identify:

- The trigger that starts the process.
- The vital sequence of actions required to complete it.
- The quality check or measurable that proves it was executed correctly.

Once the AI produces the lean checklist, the seat owner reviews and edits it for accuracy, a task that takes fifteen minutes instead of three weeks of manual writing.

This approach produces high-impact, digestible Core Processes that are easy to train and audit. AI handles the heavy administrative lifting, leaving your leaders focused on ensuring the processes are Followed by All.