Why does this matter?
The role of tacit knowledge
Every workflow has two versions: the manual and what actually happens in practice. The gap between them is where the most important knowledge lives.
That gap holds the workarounds, the unwritten rules, and the judgment calls people make without thinking — exactly the things that make the real process work.
AI can only work with what's been made explicit. If you redesign the documented process, you risk automating the fiction.
So list the steps as you actually do them, not as they're supposed to go.