The Replace‑Yourself Toolkit

Copy this block into your doc and add one row per role or recurring job you personally touch.

SOP Maturity (1–5): 1=Initial, 2=Managed, 3=Defined, 4=Quantitatively Managed, 5=Optimizing.
QA Coverage %: Share of outputs that pass your QA wall (automated rubric + human sampling).
Handoff Risk: Low/Medium/High (consider customer impact, compliance, brand risk).
Named Backup: Person who can cover this seat for ≥2 weeks.

Handoff Priority Score (HPS) — use this to rank handoffs this quarter:

• HPS = (Hours/Week × 2) + SOP Maturity (1–5) + QA Tier (1–5) − Risk Tier (Low=1, Med=2, High=3)
• QA Tier mapping: 0–25%=1, 26–50%=2, 51–75%=3, 76–90%=4, 91–100%=5

Recommended thresholds to delegate now: SOP ≥3, QA ≥60%, Risk ≠ High.

Template (add rows as needed):

Role/Seat	Critical Tasks	Hours/Week You Do	SOP Maturity (1–5)	QA Coverage %	Named Backup	Handoff Risk (L/M/H)	Acceptance Thresholds	Next SOP/QA Upgrade	HPS
[ROLE/SEAT]	[TOP 3 TASKS]	[HRS/WK]	[1–5]	[0–100]	[BACKUP NAME]	[L/M/H]	[E.g., "≥90% rubric score, CSAT ≥4.3/5, zero critical errors"]	[E.g., "Add golden set of 25 items; tighten tone rubric"]	[AUTO]

Quick example (for reference — delete after you copy):

• Role: Content Editing; Hours: 6; SOP: 3; QA: 70% (Tier=3); Risk: Medium (Tier=2).
  HPS = (6×2)+3+3−2 = 13 → likely one of your three handoffs.

Use this to turn your top three HPS items into a 12‑week execution plan with a weekly cadence. Keep it owner‑level: outcomes, KPIs, and commitments.

Header

• Owner: [YOUR NAME]
• Start Week (Mon date): [YYYY‑MM‑DD]
• Three Focus Handoffs: [HANDOFF #1], [HANDOFF #2], [HANDOFF #3]
• Guardrails (Lisbon Test): [E.g., "All workflows run headless; Slack-only updates; offline fallback checklist stored in Notion"]

Weekly KPIs (set targets once; review weekly)

• KPI‑1: [NAME] → Target [VALUE/UNIT] (Owner: [NAME])
• KPI‑2: [NAME] → Target [VALUE/UNIT] (Owner: [NAME])
• KPI‑3: [NAME] → Target [VALUE/UNIT] (Owner: [NAME])

Suggested KPIs by archetype

• Content Ops: [Pieces Shipped/Wk], [Draft→Publish Cycle Time (days)], [QA Pass %], [Edit Rejection %]
• RevOps: [Pipeline Coverage × Win‑Rate], [Time‑in‑Stage (days)], [Meeting→Opportunity %]
• Support: [Deflection/AI‑Resolution %], [FRT (mins)], [FCR %], [CSAT]

Weekly Accountability Meeting (WAM)

• Day/Time/Zone: [E.g., Tue 08:30 CET]
• Partner(s): [NAME/EMAIL]
• Red/Amber/Green Snapshot fields: [KPI‑1], [KPI‑2], [KPI‑3], [Confidence 1–5]

12‑Week Planner (copy/paste block; keep to 3 commitments/week)

• Week 01: Focus [HANDOFF], Commitments [C1], [C2], [C3]; Risk [TOP RISK]; Mitigation [ACTION]; Win Definition [METRIC + THRESHOLD]
• Week 02: Focus [HANDOFF], Commitments [C1], [C2], [C3]; …
• Week 03: …
• Week 04: …
• Week 05: …
• Week 06: Midpoint Review — What’s green/amber/red? [NOTES]. Adjust targets if needed.
• Week 07–11: Execute the next SOP/QA upgrades and scale handoffs.
• Week 12: Final Review — Hours freed [EST HRS/WK]; Margin delta [EST %]; What becomes your next three handoffs? [LIST]

Drop these three standing meetings on your calendar now. Keep them lean and exceptions‑only.

A. Ops Level‑10 (L10) — Weekly, 45–60 minutes

• When: [DAY/TIME/TZ]
• Attendees: [OWNER], [OPS], [BACKUPS]
• Agenda (time‑boxed): Check‑in (5) → Scorecard (10) → Rock/Goal Review (10) → Issues/Decisions (15–25) → To‑Dos (5) → Ratings (1)
• Scorecard measurables (5–10): [KPI‑1], [KPI‑2], [KPI‑3], [On‑time To‑Dos %], [Bugs Open], [Cash Runway]

B. QA Wall Review — Weekly, 30 minutes

• When: [DAY/TIME/TZ]
• Inputs: [LLM rubric scores], [Golden‑set replay results], [5–10% human sample]
• Agenda: Exceptions list → Top fails by rubric → Root causes → "Stay/Go" decision vs. thresholds → Update golden set → Assign fixes
• Default thresholds: [QA Score ≥0.85], [Critical error rate = 0], [Sampling: 10% or min 10 items]

C. Sales Forecast — Weekly, 30 minutes (intensify last week of period)

• When: [DAY/TIME/TZ]
• Attendees: [OWNER], [AE/CSM], [RevOps]
• Agenda: Pipeline coverage vs. win‑rate → Deal inspection (top 5 by risk) → Next actions by owner → Risks/assumptions log → Commit/Best Case
• Defaults: [Coverage target = 1/Win‑Rate; e.g., 4× for 25% WR], [Next‑step date required on all Stage ≥2 deals]

Async + Low‑Wi‑Fi fallback

• Pre‑reads delivered by [DEADLINE HRS BEFORE].
• If video fails: post RAG (Red/Amber/Green) snapshot + decisions in [TOOL] with @mentions.
• Decisions are logged in [DECISIONS DOC LINK] within 24 hours.

Use these presets if you want starting numbers. Replace anything in [BRACKETS]. "est." = directional, not a promise.

A. Content Ops (Blog/Email/Social)

• Weekly KPIs: Pieces Shipped [TARGET: 3], Draft→Publish Cycle Time [≤3 days], QA Pass % [≥90%], Edit Rejection % [≤10%]
• Handoffs: [Outlining], [First Draft], [Repurposing to 3 snippets]
• Risks: [Tone drift], [Source attribution]
• QA Wall: [Tone rubric 1–5], [Citation check], [Brand banlist]
• Outcome (est.): Hours freed [6–10 hrs/wk]; Margin lift [+5–12%] from higher throughput and fewer edits.

B. RevOps (CRM Hygiene + Forecast)

• Weekly KPIs: Pipeline Coverage×Win‑Rate [≥1.0], Time‑in‑Stage [≤7 days], Meeting→Opportunity % [≥25%]
• Handoffs: [Auto‑research + enrichment], [Lead routing], [Weekly forecast prep]
• Risks: [Bad enrichment], [Duplicate records]
• QA Wall: [Field‑level accuracy ≥95%], [No net new dupes], [All Stage ≥2 deals with next step]
• Outcome (est.): Hours freed [4–8 hrs/wk]; Margin lift [+3–8%] via cleaner pipeline and fewer slipped deals.

C. Support Automations (Tier‑1/Tier‑2)

• Weekly KPIs: AI Resolution/Deflection % [TARGET: 35–60%], FRT [≤2 min], FCR % [≥60%], CSAT [≥4.3/5]
• Handoffs: [FAQ answers], [Order status], [Basic troubleshooting]
• Risks: [Policy hallucination], [Edge‑case misroutes]
• QA Wall: [Golden set of 50 intents], [Escalation SLA ≤10 mins on red flags], [Sample 10% transcripts]
• Outcome (est.): Hours freed [8–20 hrs/wk]; Margin lift [+6–15%] via lower ticket load and faster resolution.

This makes your plan real and keeps you honest. Copy, fill, and post to your accountability channel (or send via email).

Commitment Summary

• Name: [YOUR NAME]
• Company/Project: [NAME]
• Start–End: [YYYY‑MM‑DD] → [YYYY‑MM‑DD]
• Three Weekly Handoffs: [#1], [#2], [#3]
• Weekly KPIs + Targets: [KPI‑1 → TARGET], [KPI‑2 → TARGET], [KPI‑3 → TARGET]
• WAM Day/Time/Zone: [E.g., Tue 08:30 CET]
• Accountability Partner(s): [NAME/EMAIL]
• Public Link (optional): [URL to live scorecard]

Auto‑email (paste into your email tool or automation)

• To: [ACCOUNTABILITY‑PARTNER@EMAIL]
• Subject: [12‑Week Owner Plan — Week [##] Check‑in]
• Body: "RAG: [KPI‑1: R/A/G], [KPI‑2: R/A/G], [KPI‑3: R/A/G]. What I shipped: [3 bullets]. What slipped: [1–2 bullets] → fix by [DATE]. Ask/Blockers: [LIST]. Next week’s 3 commits: [C1], [C2], [C3]."

Social blurb (optional)

• "Posting my 12‑week owner plan so I can’t hide: [3 handoffs] → weekly KPIs [LIST]. Check me on [DAY/TIME/TZ]. #BuildInPublic #AIops"

Use this to define how “good” looks before you hand off. Pair an automated rubric (“LLM‑as‑judge”) with human sampling and a golden set.

Rubric (edit/expand as needed)

• Accuracy: [0–1 score] → Fail if <[0.85]
• Policy/Compliance: [Pass/Fail] → Any Fail = Critical Fail
• Tone/Brand Fit: [1–5] → Min [4]
• Completeness: [1–5] → Min [4]
• Source Attribution (if applicable): [Pass/Fail] → Any Fail = Critical Fail

Coverage Plan

• Golden Set Size: [25–100 items] covering [TOP INTENTS/EDGE CASES]
• Weekly Replay: [DAY/TIME]; Success = [≥90% pass] and [0 critical fails]
• Human Sampling: [5–10% or min 10 items], reviewer [NAME/ROLE]
• Stay/Go Rule: If two consecutive weeks are below thresholds, [ROLL BACK CHANGE] and [OPEN ISSUE IN L10]

Evidence Log (paste links)

• Rubric Scores Dashboard: [URL]
• Golden Set Location: [URL]
• Last 4 QA Wall decisions: [URL]