What your company knows how to do isn't written down anywhere.
It lives in people's heads, in emails and in files nobody updates. Without it in writing, AI makes things up and decisions are made in the dark. We document your processes and procedures, confirmed by your team, in a knowledge base ready for AI and for decision-making.
Each block is a documented task: who does it, when, how long it takes and how it's done. The driving itself isn't on the map.
Your company works. But how it works, only your people know.
Processes and procedures live in the heads of the people who do them, in emails and in files nobody updates. While those people are around, everything runs. When they're off, leave or change roles, the knowledge goes with them.
of the knowledge each role needs is known only to the person in it. When that person is off or leaves, colleagues can't do that part of the job.
Panopto, Workplace Knowledge and Productivity Report, 2018
of office working time goes on searching for and gathering information.
McKinsey Global Institute, The social economy, 2012
How much of this happens in your company? Take the self-assessment.
AI is only as good as what it knows about your company.
An AI assistant doesn't know your procedures. Without them in writing, it answers in generalities or makes things up. With them documented and confirmed, it answers the way your company works and says where the answer came from.
Generally, you should notify your insurer of the claim within the period set out in the policy and gather the accident report form, photographs and witness details. Then follow the loss assessment and the repair. The exact steps depend on your insurer and on the company's internal rules.
The Fleet Manager handles it, with the claim filed with the insurer within 24 hours:
- Collect the photos, the accident report form and the driver's account.
- File the claim with the insurer.
- Decide on the repair and the replacement vehicle.
- Tell the traffic office and accounts the outcome.
If the claim is filed after 24 hours, it has to be explained to the insurer.
Example using the demo company's procedure.
Decide with the whole company in view.
With every task in writing, with who does it, when and how long it takes, management questions get answers: where the time goes, what to automate first, where the risk is. Three readings of the map above:
of the hours (4,546 h a year) are in tasks with a high automation potential.
of the hours belong to a single role: Driver.
a year in a single task: Check the vehicle before departure.
And when someone leaves, the procedure stays.
How we take the X-ray.
Gathering
Short conversations with the people who do the work, plus the documents that already exist: manuals, files, exports from your systems.
Structuring
Every task is written down: who does it, when, how long it takes and how it's done, step by step, with the system used. Every fact keeps its source.
Confirmation
Your team confirms what's written before it counts. When something changes, it's updated, and the base stays alive.
Then, on the same base
Tasks, people and times, confirmed by your team.
They read from this base, with the source of every fact.
When it makes sense, built on the same base.
What stays in your company.
Company map
Areas, processes and tasks in a single view, with who does what.
Step-by-step procedures
Every task with its steps, the system used in each and the time it takes.
Who does what
Who is responsible, who carries it out and who approves, in every process.
Systems
Which system supports each step, and where work is still done by hand.
Automation assessment
The potential of each task and the hours at stake, to decide where to start.
Ready for AI
Your AI agents query the base with the source of every fact. And you can export everything: the data is yours.
Who's behind it, and where the data lives.
We do the gathering and structuring with you; the platform stores and maintains the base. aphexhouse.com
Your company's base is stored on servers in the EU.
Only the people your company authorises can get in.
Export everything whenever you like, in open formats.
Before we talk.
How much time does it ask of my team?
Not much: short conversations with whoever does each task and a confirmation at the end. In the 30-minute call we estimate it for your company.
We already have an ERP and some manuals. Are they any use?
They're a starting point. The ERP records what happens, but it doesn't say how the work is done, who decides or what to do when something goes wrong. Existing manuals go in as sources.
Does it only work in transport?
No. The demo company is a haulier, but the method works for any company with processes: manufacturing, distribution, services.
Won't it be out of date in a few months?
It doesn't have to be. Every fact has a date and a source, and changes are confirmed by the team. It's a living base, not a manual written once and filed away.
Where is the data stored?
In the European Union, with access only for the people your company authorises. You can export everything at any time.
How much does it cost?
On request: it depends on the size of the company and the areas to cover. In the 30-minute call we give you an estimate.
See the X-ray of a company like yours.
In 30 minutes: how your company is organised today, the X-ray of the demo company and the next step, if it makes sense.
or write to info@aphexhouse.com