Turning one expert's screen recording into written notice procedures
One employee's know-how was the only documentation an entire process had, kept in her head and only fully visible in a single screen recording. Turning that recording into procedures the rest of the team could trust meant checking every folder and file name it referenced against what actually existed, not just writing down what was said.
Category
Process documentation and knowledge transfer.
What I was trying to accomplish
Turn one expert's recorded screen walkthrough into written, repeatable procedures that anyone on the team could follow, as the first step toward producing renewal and delinquency notices centrally instead of individually.
The data challenges
Transcribing the walkthrough locally, then checking every folder and file name it referenced against the actual document library so the instructions point to things that really exist. Steps inside the property management system itself couldn't be verified the same way, so they're labeled as such.
The result
Three instruction documents, an open-items list, a pilot renewal workbook, and a decisions log recording exactly what was confirmed, when, and from where. A draft two-part notice format stays flagged for compliance and legal review before anyone uses it.
Technical details
Tools: MacWhisper transcription, Claude, the client's document library
Renewal and delinquency notices were produced individually by each property manager. An experienced staff member walked through the process on a recorded screen share. The goal was to turn that recording into written, repeatable procedures.
The input was the recorded walkthrough, transcribed locally with MacWhisper, plus the live document library and the system reports the process depends on (lease expirations, aged receivables, rent roll). Claude drafted the procedures from the transcript, and every folder and file name they reference was checked against the actual library. A separate track built a pilot renewal workbook for one property and a draft notice format that pairs the system letter with the state-required form.
The open questions are recorded rather than guessed at: which report reliably lists every occupant on a lease, and how to map each ledger charge code to the rule on which charges may appear on a delinquency notice. The two-part notice format remains a draft with compliance flags, and any redesigned letter must clear legal review before it is circulated.
Pull up a chair.
Let's talk through where things stand, and where they could go.