02 Procedure: Doc ↔ Miro Sync Sweep

DraftSOP · Procedure · KQ-SOP-2 — Doc ↔ Miro Sync Sweep · 2025-05-15-r1

5-minute Friday ritual that keeps every visual map in Miro in lock-step with the Markdown “single-source-of-truth” (SSOT) stored in Drive + GitHub.

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Big-Picture Overview

Block	Content
Purpose & Scope	Prevent “diagram drift”. Every week the operator checks what changed in the Markdown SOP repo, reflects those edits on the public Miro maps, bumps the visible version tag, and flags any visual node that now needs a doc patch.
Map / Flow	Friday 16 : 40 • Pull latest main → scan change-log → open Miro Solo-Team OS board → update nodes & version tag → mark drafts → add “🔄 Needs Doc update” stickies if edits were made in Miro first → snapshot board PNG → attach to Weekly Metrics card.
Roles / RACI	Freelancer Operator R · Systems-Ops Lead A · Ops Manager C · GPT Assistant I
KPIs	100 % Doc ↔ Miro sync sweep done each Friday · ≤ 5 stale nodes detected in monthly audit
Tools	GitHub solo-team-sops · Google Drive mirror · Miro board Solo-Team OS · Trello Weekly Metrics ritual card
Risks (ISO 31000)	Visuals mislead newcomers · Version tags fall behind · Draft ideas leak into LIVE map
Controls	“LIVE banner” on each finalized SOP node • Orange dashed border = draft • Solid blue = live • Version tag (e.g. v3.2 · 2025-05-15) in board corner

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Detailed SOP — Doc ↔ Miro Sync Sweep (6 steps)

#	Step & Owner	Key points / Checks
1	Prepare – Git pull Operator	git pull origin main in solo-team-sops repo (or open Drive).
2	Scan Change-Log	In CHANGELOG.md filter last 7 days for ## [Changed] entries; open each file diff.
3	Open Miro board	Frame Solo-Team OS – Master Blueprint; zoom 100 %.
4	Update visual nodes	• Rename, reorder or delete nodes to match Markdown headings. • Change border orange-dashed → blue-solid when a Draft SOP ships LIVE. • Insert new nodes for new SOPs; mark as orange-dashed.
5	Bump version tag	Edit top-right label: vX.Y · YYYY-MM-DD → today’s date.
6	Evidence & hand-off	Export board frame as PNG → attach to Weekly Metrics Trello card; add comment “Miro sync ✔”.

If the operator doodled new ideas in Miro earlier in the week: • Add sticky “🔄 Needs Doc update” and move node to orange-dashed until KQ-SOP-6 PR is merged.

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WGLL (What Great Looks Like)

❌ Miss (Red)	✅ Meets (Green)	⭐ Exceeds (Gold)
Tag still shows previous week’s date; > 2 nodes stale	Board tag updated; all new/changed SOPs represented; PNG attached to Weekly Metrics card	Adds mini-loom (≤ 60 s) walkthrough linking visual changes to Git diffs, shared in #system-updates

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ArchitectureSnapshot JSON (schema-compliant)

{
  "version_id": "2025-05-15-r1",
  "system_level": "Procedure",
  "lifecycle_state": "DraftSOP",
  "target_name": "KQ-SOP-2 – Doc ↔ Miro Sync Sweep",
  "parent_name": "Knowledge Query & Self-Learning",
  "last_updated": "2025-05-15T01:20:00Z",

  "overview": {
    "purpose": "Weekly 5-minute ritual that aligns Miro visual maps with the canonical Markdown SOP repository.",
    "flow": [
      "Friday pull latest GitHub main & review CHANGELOG",
      "Open Solo-Team OS Miro board",
      "Update node names, colours, connections to match Markdown",
      "Mark drafts with orange dashed border, lives with solid blue",
      "Update board version tag to today’s date",
      "Export PNG and attach to Weekly Metrics Trello card"
    ],
    "roles": [
      "Freelancer Operator",
      "Systems-Ops Lead",
      "Ops Manager",
      "GPT Assistant"
    ],
    "kpis": [
      "100% Doc ↔ Miro sync completed each Friday",
      "≤5 stale nodes detected per monthly audit"
    ],
    "tools": [
      "GitHub repo solo-team-sops",
      "Google Drive mirror",
      "Miro board",
      "Trello Weekly Metrics card"
    ],
    "risks": [
      "Diagram drifts out of date",
      "Draft nodes presented as live",
      "Version tag not updated"
    ],
    "controls": [
      "Orange dashed = draft; blue solid = live",
      "Live nodes must reference Markdown filename",
      "Version tag bump mandatory"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Knowledge/KQ-SOP-2_Doc-Miro_Sync_v0.1.md"
  },

  "procedure_core": {
    "procedure_id": "KQ-SOP-2",
    "name": "Doc ↔ Miro Sync Sweep",
    "purpose": "Guarantee visual maps and textual SOPs stay in sync.",
    "trigger": "Every Friday at 16:40 local (before Weekly Metrics export).",
    "inputs": [
      "solo-team-sops Git repository",
      "Miro Solo-Team OS board",
      "CHANGELOG.md"
    ],
    "responsible_role": "Freelancer Operator",
    "steps": [
      "Pull latest main & scan change log",
      "Open Miro board & locate master frame",
      "Apply edits: rename/add/remove nodes, update colours",
      "Update version tag",
      "Export frame as PNG and attach to Weekly Metrics card",
      "If edits were made in Miro first, add sticky '🔄 Needs Doc update'"
    ],
    "outputs": [
      "Miro board frame PNG (archived in Trello card)",
      "Up-to-date visual map",
      "Sticky notes for pending doc patches"
    ],
    "sla": "Completed before Friday 17:00; evidence attached.",
    "controls": [
      "LIVE banner on shipped SOP nodes",
      "Orange draft border until PR merged",
      "Weekly Metrics card comment logged"
    ],
    "tools": [
      "Git / GitHub",
      "Miro",
      "Trello"
    ],
    "kpis": [
      "Sync performed 100% of Fridays",
      "Zero high-severity drift incidents"
    ],
    "risks": [
      "Visual-doc mismatch misguides team",
      "Operator skips step under time pressure"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Knowledge/KQ-SOP-2_Doc-Miro_Sync_v0.1.md"
  },

  "children": []
}

— End of KQ-SOP-2 r1