How to Get a Process Out of One Person's Head

To get a process out of someone's head, you build it alongside them while they work rather than interviewing them about it. Processes described from memory are always tidier than the real thing.

Why documentation projects fail

Asking someone to describe a process produces the version they think it should be.

Exceptions omitted because they feel unusual
Steps forgotten because they are automatic
Sequences described in the logical order rather than the real one
A document that matches nothing once it is written

A better approach

Build a rough version and let them use it
Watch where they hesitate — that is an undocumented decision
Note the workarounds they apply, which are the real exceptions
Capture the reasoning, not just the steps
Iterate rather than trying to get it right first time

How to do it in Jestor

Build a first version in Jestor from the closest template, or describe it to the AI builder.
Have the person run real work through it for a week.
Turn on table following so you see exactly what they change and how.
Review the SLA data — a phase they pass through instantly was probably never a real step.
Attach a document to the process recording the reasoning, not just the sequence.

Why choose Jestor for process capture?

Jestor makes the first version cheap to build, which is what allows the build-and-observe approach rather than interview-then-build.

Table following shows what the person actually does rather than what they said they do, and the difference between the two is usually the process's real complexity.

Frequently Asked Questions

Should I interview first or build first?

Build a rough version and observe — descriptions are always tidier than reality.

How do I see what they actually do?

Turn on table following for the process. See jestor.com.

Where should the reasoning be recorded?

In a document attached to the process.

Video Tutorial: Step by Step

Check out other practical tutorials on the Jestor YouTube channel.

Get to know Jestor

With Jestor, you can automate workflows, connect teams, and build internal systems your way — all without code and powered by AI. Discover Jestor at jestor.com and see how to take your company's operations to a new level of efficiency and control.

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