How do we document our processes in the Process Component of EOS when we are actively automating them with AI and the tools are changing every few months?

Question

Tyler Smith · Accepted Answer

You do not wait for your technology stack to stabilize before documenting your processes. If you wait for AI tools to stop evolving, you will never document your operations. We handle rapid technological change by focusing on the core business activities rather than the specific software buttons you press.

When we build your Process Component, we document your core processes at a high level. We use the 3-Step Process Documenter to capture the major milestones of each process, aiming for the twenty percent of the steps that yield eighty percent of the results. We document the what and the why, not just the how.

For example, your customer onboarding process will always have the same basic steps: welcome the client, collect their data, set up their portal, and initiate the kick-off call. The fact that an AI tool now automates the data collection step does not change the high-level workflow.

We treat your process documents as living playbooks. If an AI tool changes, you update the specific sub-procedures or training guides, but the core process remains intact.

By keeping your primary process documentation simple and high-level, you create a stable foundation. This allows your team to integrate new AI tools quickly without needing to rewrite your entire operational manual every quarter.