You can’t automate what you can’t see building an ai workflow

What does it actually take to move a project from a messy manual process to an AI-assisted workflow? In this episode of The Missing Manual, Julia, JCK (Jenny Cotie Kangas), and a special furry co-host, Ellis, take you behind the curtain of their own operations. Julia and Jenny are "learning out loud" by documenting the hidden weight of producing this podcast. They tackle a classic problem: when two co-hosts are split on the next steps, how can an LLM like Claude help bridge the gap? Watch as they build and refine their master "Claude Project Instructions"—transforming a simple chat assistant into a structured Production Assistant and Chief of Staff. If you've ever felt stuck trying to make AI handle complex, multi-person handoffs or visual assets like Canva templates, this operational deep-dive is your blueprint. Key Takeaways in this Episode: You Can’t Automate What You Can’t See: Why mapping out every invisible step of your workflow is the mandatory first milestone. Designing the Prompt Blueprint: A breakdown of how they structured their Markdown system instructions (defining roles, voice rules, and guardrails). AI-to-AI Handoffs: Managing a project across separate user accounts with explicit handover documentation. See One, Do One, Teach One: How these exact operational frameworks apply to everything from corporate strategy to a Dungeons & Dragons campaign. Timestamps: 00:00 – Welcome to The Missing Manual: Pulling back the curtain on our mess 01:25 – Step 1: Making the unseen workflow seen 02:40 – Settling tactical debates: Researching LinkedIn hashtag strategy with AI 03:18 – Streamlining the thumbnail process & identifying operational gaps 05:55 – The Reveal: Breaking down the 15-Section Claude Project Instructions 07:34 – Defining the dual roles: Production Assistant vs. Chief of Staff 09:20 – Navigating user-to-user handoffs and next steps 10:55 – The Power of the Handoff Document (and how it saves your D&D campaigns) 12:26 – Learning out loud: Wrap-up and what’s coming next Connect with Us: Subscribe for more strategic deep dives into operationalizing AI. Leave a comment: What manual process are you trying to automate in your daily work?