Operating procedure review
Review a procedure for unclear owners, exception paths, and handoffs that need human judgment.
Try this workflow ↗A worked starting point
Harbor Distribution's requests stall between approval and scheduling. The Analyst checks required fields within four business hours, the Manager approves within one business day, and Operations records a delivery date within another business day. A Deputy Manager covers absences; rejection and capacity exceptions have named owners. The Operations Manager wants a clear procedure and a proposed rule for overdue approvals.
A worked result
Proposed procedure
Keep your existing approval rules and add a recorded handoff at each stage so the next owner can see what is ready.
| Step | Owner | Required action and exception |
|---|---|---|
| 1. Receive and check | Analyst | Check account, order number, requested date and contact details within four business hours. Return missing fields to the requester and hold scheduling until rechecked. |
| 2. Approve or reject | Manager; Deputy Manager covers absence | Record the decision within one business day. Rejections return to the Analyst for customer notification and closure unless a revised request arrives. |
| 3. Schedule delivery | Operations | Record the date within one business day after approval. If capacity is insufficient, the Operations Supervisor offers two dates and Operations records the customer's choice. |
| 4. Check overdue work | Analyst | Review overdue requests daily. Include their current stage and owner in the handoff log. |
Change to approve
Ask the Manager to adopt an escalation rule for approvals more than one business day overdue, including the recipient and response deadline. This is a proposed rule for review. The recipient is the one unresolved ownership decision; the remaining procedure uses the roles and exceptions already supplied.
How it works
Extract steps and owners with XSIX Fast, review exceptions with XSIX Deep, obtain human approval, and produce a proposed workflow.
What you take away
Workflow draft, with the opportunity to inspect the workflow steps and review the result before relying on it.
What to keep in mind
The draft is a proposal, not a deployed process. Validate responsibilities and exception handling with the people who do the work.
Take the next step
Custom AI automation connects workflows to business systems. For environments you operate, explore private AI infrastructure. Read the prototype-to-production guide for implementation considerations.
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