RI SOP 2 Mini Retro & Kaizen Promotion (well being)

DraftSOP · Procedure · RI-SOP-2 — Weekly Mini-Retro & Kaizen Promotion + Personal Pulse · 2025-05-14-r3

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Big-Picture Overview

Block	Content
Purpose & Scope	Close every work-week with a compact 10-minute ritual that: 1⃣ captures Keep / Stop / Start insights in Miro, 2⃣ promotes one Kaizen idea to the Q2 backlog, 3⃣ logs a short Personal Pulse (WWW ✦ EBI ✦ PERMA ✦ Mood) so the manager can spot burnout trends early, and 4⃣ bundles everything into the Weekly Packet for Monday approval.
Map / Flow	16 : 55 Card Repeater ➞ Mini-Retro Trello card drops → operator fills Miro K/S/S → copies summary & Pulse block into card → creates/updates 🔵 Kaizen card in Q2 To Do → attaches links to Weekly Packet card → /sendMessage “📦 Packet ready” in /manager.
Roles	Freelancer Operator · Ops Manager · Systems-Ops Lead · GPT Assistant
RACI Snapshot	R Operator · A Manager · C Sys-Ops Lead · I GPT
KPIs	Retro finished by 17 : 15 Fri (100 %) · ≥ 1 Kaizen/week · 100 % Pulse response rate
Tools	Trello (card repeater, Q2 list) · Miro retro frame · GPT /pulse prompt · Telegram /manager
Risks (ISO 31000)	Ritual skipped ⇒ process drift · No Kaizen ⇒ stagnation · Low PERMA scores unnoticed
Open Question	Pipe Pulse scores automatically to a Sheet dashboard?
Next Action	Run pilot this Friday; measure actual operator time (< 10 min).

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Detailed SOP — Weekly Mini-Retro & Kaizen + Personal Pulse

(≤ 7 high-level bullets)

#	Step & Owner	Key points / Controls
1. Card Spawn (16 : 55) Trello Butler	Card Repeater drops Mini-Retro card in Hygiene list.
2. Capture K / S / S Operator	Open Miro ▸ Retro frame → add three bulleted columns: • Keep (what worked) • Stop (waste / pain) • Start (new ideas).
3. Personal Pulse Operator	In Mini-Retro card description, paste template & fill: WWW (What Went Well): … EBI (Even Better If): … PERMA P/E/R/M/A: _ / _ / _ / _ / _ Mood word: … (optional) run /pulse GPT prompt for guided questions.
4. Promote Kaizen Operator	Turn the strongest EBI insight into a Kaizen card: • Title = specific change • Place in Q2 To Do, label 🔵 Tracked • Link new card back in Mini-Retro card.
5. Bundle Weekly Packet Operator	Attach: • Miro link to Retro frame • Kaizen card link to already-spawned Weekly Packet card (from RI-SOP-1).
6. Manager Ping Operator	Telegram /sendMessage in /manager: 📦 Weekly Packet ready – please review.
7. Manager Review (Mon) Manager	• Skim Packet + Pulse (any PERMA score < 3 ⇒ check-in). • Tap ✅ or ❌ and choose Kaizen to action. • Move Packet card ➞ Archive after pay-cycle.

SLA — Retro & Packet ping sent by 17 : 15; manager review by 09 : 15 Mon.

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WGLL (“What Great Looks Like”)

Criterion	❌ Miss	✅ Meets	⭐ Exceeds
Timeliness	After 17 : 15	By 17 : 15	By 17 : 05
Kaizen idea	0 ideas	1 card in Q2	Card includes acceptance tests + ETA
Pulse completeness	Blank fields	All fields filled	Trend note & self-action added

Full reference screenshots live in Drive → 01-SYSTEMS/WGLL_Gallery.

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ArchitectureSnapshot JSON

{
  "version_id": "2025-05-14-r3",
  "system_level": "Procedure",
  "lifecycle_state": "DraftSOP",
  "target_name": "RI-SOP-2 – Weekly Mini-Retro & Kaizen + Personal Pulse",
  "parent_name": "Weekly / Monthly Rituals & Invoicing",
  "last_updated": "2025-05-14T22:35:00Z",

  "overview": {
    "purpose": "Provide a concise weekly reflection that surfaces improvements and well-being signals while feeding the Weekly Packet for approval.",
    "flow": [
      "16:55 Card Repeater spawns Mini-Retro card",
      "Operator records Keep / Stop / Start in Miro",
      "Operator fills Personal Pulse (WWW, EBI, PERMA, Mood)",
      "Operator promotes one Kaizen card to Q2 backlog (label 🔵)",
      "Attach Miro & Kaizen links to Weekly Packet card",
      "Send Packet ready message in /manager Telegram",
      "Manager reviews Monday, logs ✅/❌, selects Kaizen"
    ],
    "roles": ["Freelancer Operator", "Ops Manager", "Systems-Ops Lead", "GPT Assistant"],
    "kpis": [
      "Retro completed by 17:15 every Friday",
      "≥1 Kaizen card/week",
      "100% Pulse completion"
    ],
    "tools": [
      "Trello (card repeater, Q2 list)",
      "Miro",
      "GPT Telegram bot (/pulse)",
      "Telegram /manager"
    ],
    "risks": [
      "Skipped retros ⇒ process decay",
      "No Kaizen ideas ⇒ stagnation",
      "Low PERMA scores go unseen"
    ],
    "controls": [
      "Card Repeater enforces schedule",
      "Manager checks PERMA <3",
      "Kaizen cards tagged 🔵"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-04_Mini-Retro_Pulse_v0.3.gdoc"
  },

  "procedure_core": {
    "procedure_id": "RI-SOP-2",
    "name": "Weekly Mini-Retro & Kaizen + Personal Pulse",
    "purpose": "Ten-minute Friday ritual to reflect, improve and report team well-being.",
    "trigger": "Every Friday 16:55 local (Trello Card Repeater).",
    "inputs": [
      "Mini-Retro Trello card",
      "Miro Retro frame",
      "GPT /pulse prompt",
      "Weekly Packet Trello card"
    ],
    "responsible_role": "Freelancer Operator",
    "steps": [
      "Open Miro and add K/S/S bullets",
      "Copy summary into Mini-Retro card",
      "Fill Personal Pulse template (WWW, EBI, PERMA, Mood)",
      "Create or update Kaizen card in Q2 list (label 🔵) and link it",
      "Attach Miro & Kaizen links to Weekly Packet card",
      "Send Packet ready ping in /manager Telegram"
    ],
    "outputs": [
      "Completed Mini-Retro card with Pulse data",
      "Kaizen card in Q2 backlog",
      "Weekly Packet ready for review"
    ],
    "sla": "Packet sent by 17:15 Fri; manager reviews by 09:15 Mon.",
    "controls": [
      "Trello Card Repeater schedule",
      "Manager watches PERMA scores",
      "Kaizen label for easy tracking"
    ],
    "tools": [
      "Trello",
      "Miro",
      "GPT bot",
      "Telegram"
    ],
    "kpis": [
      "On-time completion",
      "Kaizen card created",
      "Pulse completion"
    ],
    "risks": [
      "Retro skipped",
      "No Kaizen ideas",
      "Well-being issues missed"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-04_Mini-Retro_Pulse_v0.3.gdoc"
  },

  "children": []
}

— End of RI-SOP-2 r3