Get It Out of One Head. Keep It.
One week on site. One process. One person who holds it all. By the end, it is written down, your team can keep it up to date, and you own the lot.
How the Week Runs
We shadow and capture on most days. Day 1 is the heavy shadow day. Days 2 and 3 are the heavy capture days.
Day 1: shadow and interview
We follow your key person through a normal day and ask questions as the work happens. Not a meeting room. The floor, the desk, the phone calls.
Days 2 and 3: capture on the floor
Every time a call gets made, we catch it. A photo, a short voice note, a tag on the phone. Then a five-minute follow-up: why that way, what goes wrong, how you can tell.
Day 4: draft and review
We turn the captures into cards and a written process: what you see, what it means, what you do. Then we sit with your key person and fix what we got wrong.
Day 5: your team, on site
We walk your team through what we found. We train them on the method and the phone app, so they can keep capturing. First handover happens here.
Week 2: cleanup and questions
We tidy the written process and the cards on our side and answer questions as they come up. You get the final pack by the end of the week.
What You Keep
Not a slide deck. Things your business can use on Monday.
- The written process
- Every step and every judgement call, in plain English. Yours to keep, whatever you decide next.
- Approved cards
- Short cards your key person signed off: what you see, what it means, what you do. New people can use them on day one.
- The key-person note
- A plain list of what breaks if that person is out or leaves, and what to do about it first.
- The habit and the app
- Your team trained on the method, and the phone app on their phones, so new know-how keeps getting caught.
Your Team Keeps Capturing
The week gets the first process out. Your team keeps the rest coming.
On day 5 we train your people on the same method we used all week. When a call gets made on the floor, they catch it on their phone: a photo, a short voice note, a tag. That takes seconds, so it happens.
Captures turn into draft cards. Your key person approves them, or throws them out. Nothing counts until someone who knows the work says it is right.
- Half a day of training, on site, on day 5
- The phone app on your team’s phones
- Two taps to capture, five minutes to explain
- Your key person approves every card before it counts
After the week
Keep It Going
Most systems die in month two. Not because they were wrong, but because nobody checked. So we check. A short call each week to make sure the habit sticks and nothing is stuck.
A weekly check-in
30 to 60 minutes, once a week, on a call. Same person every time.
Are you still using it?
We look at what got captured that week and what did not. If the habit is slipping, we find out why.
What is stuck?
Anything stopping your team from using the system gets answered on the call or fixed that week.
Need more than a check-in? The ongoing retainer keeps what we build running and adds new workflows each month.
Who you're working with
MetaBinary is Joseph Rose. He spent 20+ years building software for enterprise, and held C-suite roles at a manufacturing estimating software company. He built the world's first instant online metal-casting costing engine. You talk to him, not a sales rep.
Frequently Asked Questions
Do we need MetaBinary OS for this?
No. Process Capture works on its own. The written process and the cards are yours in plain files. If you later run MetaBinary OS, the same method feeds it.
Does this only work for manufacturers?
No. It works anywhere one person holds the know-how: quoting, scheduling, buying, support. Manufacturing is where we have done it most, so that is where the fit is best.
How much of my key person’s time does it take?
Most of day 1, and short bursts after that. Captures take seconds. Follow-up questions take five minutes. The review on day 4 takes about an hour.
What happens to the photos and voice notes?
They are your data. People on camera or on a recording agree first. You choose how long to keep the raw captures, and you can export or delete them.
What is the phone app?
A simple web app on your team’s phones for two-tap capture: photo, voice note, tag. It is early and kept simple on purpose. More is coming as we build it out.
Which Process Only Lives in Someone’s Head?
One call, 20 minutes. Tell us the process and the person. We tell you what the week would look like.
Book a Discovery CallStart with one process
Tell us which one only lives in someone's head. We'll tell you what the week looks like.
Book a 20-minute call
No pitch, just questions. We'll tell you honestly if we are not the right fit.