Create Playbook

Purpose

Transform a goal or process description into a detailed, actionable playbook that anyone can follow. Playbooks are the operational backbone of the KB—they turn tribal knowledge into repeatable procedures.

Inputs

•goal (required): What the playbook should accomplish (e.g., "onboard a new trade customer")
•category (required): Where it belongs (e.g., sales, operations, marketing)
•audience (optional): Who will use this (default: "team member")
•tools (optional): Specific tools/systems involved
•existing_docs (optional): Related docs to reference

Procedure

1. Research Phase

Before writing, gather context:

a) Search existing KB:

bash

# Use find-knowledge skill
grep -rnil --include="*.md" "{goal keywords}" docs/

b) Identify related content:

•What skills might this playbook use?
•What templates exist that could help?
•Are there partial docs to build on?

c) List prerequisites:

•What access/permissions are needed?
•What tools must be set up?
•What knowledge is assumed?

2. Outline the Steps

Break the goal into logical phases:

•Preparation - What to gather/check first
•Core Actions - The main steps
•Verification - How to confirm success
•Follow-up - What happens after

Aim for 5-12 steps. If more, consider splitting into multiple playbooks.

3. Write Each Step

For every step, include:

•What to do (clear action verb)
•How to do it (specific instructions)
•Why it matters (brief context)
•Watch out for common pitfalls

4. Apply the Template

markdown

---
layout: default
title: {{TITLE}}
parent: Playbooks
nav_order: {{NAV_ORDER}}
---

# {{TITLE}}

## Overview
{{One paragraph describing what this playbook accomplishes and when to use it.}}

## Who This Is For
{{Target audience and their role}}

## Prerequisites
- [ ] {{Required access or permission}}
- [ ] {{Tool or system needed}}
- [ ] {{Knowledge or training required}}

## Estimated Time
{{X minutes/hours}}

## Steps

### Step 1: {{Action Verb + Object}}
**Goal:** {{What this step accomplishes}}

{{Detailed instructions. Be specific.}}

**Tools:** {{Software, links, resources}}

**Watch out:** {{Common mistakes or edge cases}}

---

### Step 2: {{Action Verb + Object}}
**Goal:** {{What this step accomplishes}}

{{Detailed instructions.}}

{{Include screenshots or examples where helpful:}}
> Example: "Navigate to Settings → Integrations → Add New"

---

### Step 3: {{Continue pattern...}}

---

## Success Criteria
How do you know the playbook worked?
- [ ] {{Measurable outcome 1}}
- [ ] {{Measurable outcome 2}}
- [ ] {{Verification step}}

## Troubleshooting

### {{Common Problem 1}}
**Symptom:** {{What you observe}}
**Cause:** {{Why it happens}}
**Fix:** {{How to resolve}}

### {{Common Problem 2}}
**Symptom:** {{What you observe}}
**Fix:** {{How to resolve}}

## Related Resources
- [{{Related Doc 1}}]({{link}})
- [{{Related Skill}}]({{link}})

## Changelog
| Date | Change | Author |
|------|--------|--------|
| {{TODAY}} | Initial version | {{Author}} |

5. Validate the Playbook

Quality checklist:

• Can a new team member follow this without asking questions?
• Are all tools/links/credentials referenced?
• Is there a way to verify success?
• Are edge cases addressed?
• Is it the right length (not too brief, not overwhelming)?

6. Save Using update-kb Skill

Use the update-kb skill to:

•Save to correct location
•Update parent index
•Commit changes

Example

Input:

code

goal: "Set up a new supplier in the system"
category: "operations"
tools: ["Inventory System", "Accounting Software"]

Output:

markdown

---
layout: default
title: New Supplier Setup Playbook
parent: Playbooks
nav_order: 3
---

# New Supplier Setup Playbook

## Overview
This playbook walks through adding a new supplier to our systems, from initial vetting through first order placement. Use this whenever procurement identifies a new vendor.

## Who This Is For
Operations team members with system admin access.

## Prerequisites
- [ ] Admin access to Inventory System
- [ ] Accounting Software login
- [ ] Supplier's W-9 or tax documentation
- [ ] Signed supplier agreement

## Estimated Time
30-45 minutes

## Steps

### Step 1: Verify Supplier Documentation
**Goal:** Ensure we have all required paperwork before system entry.

Check that you have received:
1. Completed W-9 form
2. Signed supplier agreement
3. Bank details for payment
4. Primary contact information

**Watch out:** Missing tax docs will block payments later.

---

### Step 2: Create Supplier in Inventory System
**Goal:** Add supplier to product ordering system.

1. Navigate to Suppliers → Add New
2. Enter company details exactly as on W-9
3. Add payment terms (default: Net 30)
4. Upload signed agreement as attachment

---

[...continues...]

Output

•Complete playbook in markdown format
•Ready to save via update-kb skill

Playbook Categories Reference

Category	Example Playbooks
sales	Lead qualification, Quote creation, Contract renewal
operations	Supplier setup, Inventory count, Shipping exception
marketing	Campaign launch, Content publishing, Email sequence
onboarding	New hire, New customer, New tool
customer-service	Complaint resolution, Refund processing