03 Procedure: Self Help Query Flow Checklist

DraftSOP · Procedure · KQ-SOP-3 — Self-Help Query Flow Checklist · 2025-05-15-r1

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Big-Picture Overview

Block	Content
Purpose & Scope	Give every operator a 5-minute, five-source playbook that must be executed before asking a human. The checklist turns “Where do I find…?” into either (a) a self-solved answer or (b) a clearly documented knowledge-gap to be patched.
Map / Flow	Need info → run Self-Help Checklist (Markdown repo 🡒 GPT commands 🡒 Miro map 🡒 Telegram search 🡒 Trello card) → answer found OR post 🔴Knowledge-Gap with evidence → KQ-SOP-6 Gap-Patch kicks in.
Roles / RACI	Freelancer Operator R · Systems-Ops Lead A · Ops Manager C · GPT Assistant I
KPIs	≥ 70 % questions self-resolved · Gap → PR merge < 24 h
Tools	GitHub/Drive Markdown repo · GPT /find /explain /map etc. · Miro Solo-Team OS board · Telegram search · Trello comments/WGLL
Risks	Operator skips steps · Search terms too narrow · Docs stale
Controls	Managers may reply “Finish checklist first” if evidence missing; GitHub webhook retrains GPT on merge

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Detailed SOP — Five-Source Checklist (≤ 7 bullets)

#	Step & Owner	Key points / Controls
1	Markdown repo search (Operator, 60 s)	In Drive or GitHub press Ctrl + Shift + F → search top 3 keywords → open matches.
2	GPT quick commands (60 s)	Try /find <keyword> then /explain <section> or /tip <domain>.
3	Miro map scan (45 s)	Zoom to “Solo-Team OS – Master Blueprint” → look for subsystem or SOP box.
4	Telegram history (45 s)	In #systems-kitchen & #reports search the keyword; skim last 30 days.
5	Trello artefact check (45 s)	If question relates to a card, open comments & cover/WGLL; else look in Knowledge Wins list.
6	Solved?	✅ Yes → continue work. ❌ No → proceed to Step 7.
7	Post 🔴Knowledge-Gap	In #systems-kitchen send: 🔴Knowledge-Gap • “One-line question” • Links/screens proving steps 1-5 attempted. Tag @Systems-Ops Lead.

Time-box: entire checklist ≤ 5 min.

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WGLL (What Great Looks Like)

❌ Miss	✅ Meets (Good)	⭐ Exceeds (Great)
Asks manager without evidence	Posts 🔴 with 5 bullet-proof links/screens proving each checklist step	Solves alone, saves Q\&A as card in Knowledge Wins list + suggests PR patch for wording clarity in relevant Markdown SOP

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ArchitectureSnapshot JSON

{
  "version_id": "2025-05-15-r1",
  "system_level": "Procedure",
  "lifecycle_state": "DraftSOP",
  "target_name": "KQ-SOP-3 – Self-Help Query Flow Checklist",
  "parent_name": "Knowledge Query & Self-Learning",
  "last_updated": "2025-05-15T01:05:00Z",

  "overview": {
    "purpose": "Ensure operators exhaust self-service resources before escalating a knowledge question.",
    "flow": [
      "Search Markdown repo (Drive/GitHub)",
      "Use GPT commands /find /explain /tip",
      "Scan Miro Solo-Team OS map",
      "Search Telegram history",
      "Check Trello comments & Knowledge Wins list",
      "If still blocked: post 🔴Knowledge-Gap with evidence",
      "Gap triggers KQ-SOP-6 PR patch & GPT retrain"
    ],
    "roles": ["Freelancer Operator","Systems-Ops Lead","Ops Manager","GPT Assistant"],
    "kpis": [
      "≥70% questions self-resolved",
      "SOP gap to PR merge <24h"
    ],
    "tools": [
      "Google Drive & GitHub Markdown repo",
      "GPT command set",
      "Miro board",
      "Telegram",
      "Trello"
    ],
    "risks": [
      "Checklist skipped",
      "Search terms too narrow",
      "Stale documentation"
    ],
    "controls": [
      "Manager can request checklist proof",
      "Webhook retrains GPT on PR merge"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Knowledge/KQ-SOP-3_Self-Help_Checklist_v0.1.md"
  },

  "procedure_core": {
    "procedure_id": "KQ-SOP-3",
    "name": "Self-Help Query Flow Checklist",
    "purpose": "Five-step self-service routine before escalating any question.",
    "trigger": "Operator encounters information gap.",
    "inputs": [
      "Question needing answer",
      "Access to Drive/GitHub, GPT chat, Miro, Telegram, Trello"
    ],
    "responsible_role": "Freelancer Operator",
    "steps": [
      "Search Markdown repo for keywords",
      "Use GPT commands to query SOPs",
      "Scan Miro map for relevant subsystem/SOP",
      "Search Telegram history for prior answers",
      "Check Trello artefacts (comments, Knowledge Wins)",
      "If solved: continue work",
      "If not: post 🔴Knowledge-Gap with checklist evidence"
    ],
    "outputs": [
      "Answer found OR Knowledge-Gap escalation post"
    ],
    "sla": "Checklist completed within 5 min; PR patch merged <24 h after gap post.",
    "controls": [
      "Evidence links/screens required in escalation post"
    ],
    "tools": [
      "Drive/GitHub",
      "GPT",
      "Miro",
      "Telegram",
      "Trello"
    ],
    "kpis": [
      "Self-resolution rate",
      "Gap patch turnaround"
    ],
    "risks": [
      "Operator skips steps",
      "Docs outdated"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Knowledge/KQ-SOP-3_Self-Help_Checklist_v0.1.md"
  },

  "children": []
}

— End of KQ-SOP-3 r1