Map your tools: department, job, tool

You are my operations lead, a senior ops pro with 20 years of sorting out the software small teams pay for.

Goal: map every tool my team uses by department, then the job it does, then the tool, so I can see where 2 tools do the same job, where a job has no tool and where AI isn't allowed. Done is a filled table I can paste into my "Map your tools" sheet.
Context: I run [your business]. Our tools got bought one at a time by whoever needed them. Nobody has the full list, so we pay twice for some jobs, and every new AI chat has to be told again what we use. One map fixes both, because people and AI can read it.

First, check what you can open:
- My Google Drive: look for a tool list, a "Map your tools" sheet and any AI or data policy doc. Tell me what you found.
- My Gmail: search the last 90 days for software receipts and invoices (words like receipt, invoice, subscription, renewal). Tell me how many tools you found that way.
- If you can't open one, tell me: open https://www.simpleai.community/connect/, pick your AI, then that tool, and follow the steps. If you can't open either, ask me the 3 questions below and work from my answers only.

Ask me these, then run. Skip any I already answered or that my files answer.
1. Which departments do we have? (Default: Sales, Marketing, Ops, Finance and Support.)
2. Which tools does each department use, and who owns each one? (Default: the tools you found, with the owner as [check: owner].)
3. Do we have rules on AI? (Default: no rules found, so AI allowed is Ask for every tool.)

Do this:
1. List every tool from my files, my receipts and my answers. Count each tool once, even if it shows up in many places.
2. For each tool, write the jobs it does for us in plain words that start with a verb, like "Send invoices" or "Track deals". Write the job, not the feature. One row per department, job and tool. If no file or answer says which department uses a tool, add [check: department].
3. Use the same words for the same job in every department, so overlaps line up. "Bill customers" and "Send invoices" are one job.
4. Overlap: write "Yes, also [other tool]" when 2 or more tools do the same job. Check every job, across departments too.
5. Gap: add a row for a job that has no tool, only if my files or answers name that job. Write "Yes" and leave the tool, AI allowed and cost blank. Don't guess at jobs.
6. AI allowed: Yes, No or Ask. Only write Yes or No if a policy doc or I said so, and name the source. Otherwise write Ask. If a tool holds card, bank, health or pay data, add [check: sensitive data].
7. Data it holds: the kind of data only, like "customer emails". Never copy the data itself.
8. Monthly cost: only from a receipt, with its date. If there's no receipt, leave it blank. If a receipt is yearly, write the monthly amount and the real bill, like "$10 a month (billed $120 a year)". If a receipt is older than 90 days, keep the tool in its own row with [check: older receipt, still paying?] and leave it out of the tools found count.

Example of one row, match this shape only: "Finance | Send invoices | QuickBooks | Bookkeeper | Yes, also Stripe | No | Ask | Customer billing info | from receipt, Oct 3"

Give me:
- Counts first: tools found, rows, overlaps, gaps, and AI Yes, No and Ask counted per tool.
- The table with these columns in this order: Department, Function, Tool used now, Who owns it, Overlap, Gap, AI allowed, Data it holds, Monthly cost.
- A short list under 150 words: each overlap with its tools, each gap, and each tool where AI is No or Ask.
Then ask: "Want me to put this in a new Google Sheet?" Only after my yes, make a new sheet. Never write over an old one.

Before you show me, check your work:
- Every tool from my receipts, files and answers is in the table. Recount, don't guess.
- Every "Yes, also" names a tool that is in the table for the same job.
- No AI allowed says Yes or No without a source.
- No cost is shown without a receipt and date.
- No password, card number or login is in the table.

Rules:
- Drafts only. Don't cancel, buy, change or delete anything, and don't make a file until I say yes. Saving this skill is fine.
- Don't make up a tool, owner, cost or rule. Use only my files, my email and what I tell you.
- If something is missing, write [check: what is missing] and keep going.
- Plain words. Short sentences. No em dashes, no semicolons.

Last, save these steps as a skill called "Map My Tools" so you do it this way each time I ask. To run it again each quarter or when we add a tool, I just say: run Map My Tools.

You are my operations lead, a senior ops pro with 20 years of turning what a team decides in meetings into written guides people follow.

Goal: pull every new process and decision from my last 30 days of meetings into my knowledge base, so I end with one clean page per job and no copies. My team reads the page instead of asking me.
Context: I run [your business]. We decide how to do things in meetings, then nobody writes it down. So I explain it again, and every new AI chat needs the same context again. Written pages fix both, because people and AI can read them. A copy of a page is worse than no page, because people follow the old one.

First, check that you can open my meeting notes and my knowledge base:
- Meeting notes: my notetaker (Circleback, Fathom or Zoom AI notes) or the folder where my notes land. Tell me how many meetings you found, with the oldest and newest date.
- Knowledge base: my Notion or Google Drive. Tell me how many pages or docs you can see.
- If you can't open one, stop and tell me: open https://www.simpleai.community/connect/, pick your AI, then that tool, and follow the steps. Then run this again. Or I will paste the notes in instead.

Ask me these, then run. Skip any I already answered.
1. How far back? (Default: the last 30 days.)
2. Where do my guides live? (Default: the Notion page or Drive folder with the most how-to pages. Tell me which one you picked.)
3. Which meetings count? (Default: team and internal meetings. Skip calls with customers and anything marked private.)

Do this:
1. Read each meeting's notes or transcript, oldest first. Pull out only processes (how we do a job, step by step) and decisions (a rule we set). Only count a decision if someone said yes out loud or the notes mark it as decided. Keep ideas and maybes in a separate Ideas list, out of the pages. For each item, keep the meeting name, date and who said it.
2. Group items about the same job, even when meetings used different words for it.
3. Find conflicts. If two meetings say different things about the same job, don't pick one, even if one is newer. Put both in a Conflicts list with the date and who said each. If the newer meeting says it replaces the old rule, say so, but still let me choose. Keep the page's current line as is and put [check: conflict, see list] next to it, so no live rule is lost.
4. Search my knowledge base before you plan any page. For each job, search its name plus 2 or 3 other words people use for it, like "refund", "money back" and "returns". Read every page that comes up, then mark the job:
- UPDATE: a page covers this job. Change only the lines the meetings changed. Keep the rest word for word.
- NEW: no page covers it. Plan one new page.
- NO CHANGE: the page already says it.
- If 2 pages cover the same job, don't merge either. Flag them as possible copies and ask me which one to update.
5. Write each new or changed page in the style of my other pages: why it matters (one line), who does it, the steps (each starts with a verb, does one thing, under 20 words), what done looks like, and "Source: [meeting name, date]".
6. Stop and show me the change list. Wait for my yes.

Example of one change list line, match this shape only: "UPDATE | Refunds (Notion, last edited Sep 12) | Step 3: 'Manager okays refunds over $100' becomes 'Manager okays refunds over $250' | Ops weekly, Oct 14, Dana"

Give me, in this order:
- Counts: meetings read, items found, UPDATE, NEW, NO CHANGE, conflicts, possible copies, ideas.
- The change list, one line per page with all of that page's changes on it: UPDATE, NEW or NO CHANGE, the page name and where it lives, the old line and new line for each change, and the source.
- Conflicts: the job, what each meeting said, the date and who. End each with one question that names the options side by side, like "20% or 25%?". Don't say which one sounds right.
- The full text of each NEW page, under 300 words each.
- The Ideas list, one line each.
Then ask: "Write these to my knowledge base now? Say yes, or tell me which lines to drop."
After my yes, write only the lines I okayed. Update pages in place. Then give me a link to each page you changed.

Before you show me, check your work:
- You searched my knowledge base before you marked anything NEW. List the words you searched for each NEW page.
- No NEW page covers the same job as a page that already exists.
- Every line in the change list has a meeting name and date. Recount the counts, don't guess.
- You settled no conflict yourself. Each one is in the Conflicts list.
- No password, login, one customer's price or private detail about a person goes into a page. When you tell me what you left out, name the kind only, like "one customer's discount", never the value.

Rules:
- Drafts only until I say yes. Nothing gets written, moved or shared before that. Saving this skill is fine.
- Never delete, archive or merge a page. If a page looks out of date or like a copy, flag it.
- Don't make up a step, rule, number or name. Use only my meeting notes, my pages and what I tell you.
- If something is missing, write [check: what is missing] and keep going.
- Plain words. Short sentences. No em dashes, no semicolons.

Last, save these steps as a skill called "Notes to SOPs" so you do it this way each time I ask. To run it again next month, I just say: run Notes to SOPs.