Protocol: The AI Delegation Workflow (Build → Test → Record → Delegate)

A task without a Loom is a task you'll do again.

Purpose

Create video handoffs that an AI Agent or Virtual Assistant can execute perfectly on the first try without asking follow-up questions.

The goal is one-take execution. If the delegate needs clarification, your handoff failed.

The B-T-R-D Framework

This is our delegation protocol. Every task follows this sequence:

┌─────────────────────────────────────────────────────────────────┐
│                    B-T-R-D DELEGATION FLOW                       │
├─────────────────────────────────────────────────────────────────┤
│                                                                  │
│   BUILD              TEST              RECORD           DELEGATE │
│   ─────              ────              ──────           ──────── │
│                                                                  │
│   Create the    →    Do it once   →    Loom the    →   Hand off  │
│   process            yourself          process         forever   │
│   yourself                                                       │
│                                                                  │
│   "Can I do     →    "Does it    →    "Can someone→   "It's now  │
│   this?"              work?"           follow this?"   their job" │
│                                                                  │
└─────────────────────────────────────────────────────────────────┘

Why This Order Matters

Step	What You're Validating
Build	Is the process even possible? Do all the tools work?
Test	Does it produce the right output? Are there edge cases?
Record	Can you explain it clearly? Did you miss any hidden steps?
Delegate	The system now owns it, not you.

Common Mistake: Founders try to delegate before they build and test. They record vague ideas instead of proven processes. The result: back-and-forth clarification (you're still the bottleneck).

The Loom Recording Checklist

Pre-Recording Setup

Before you hit record:

Open ALL tabs/docs you'll reference
Close Slack, email, notifications
Have the final output ready to show (Definition of Done)
Write a 1-line goal statement

Recording Structure

Timestamp	Section	What to Say	Duration
0:00-0:15	The Goal	"The goal of this task is to [OUTCOME] so that [BUSINESS REASON]."	15 sec
0:15-0:30	Definition of Done	"When you're finished, it should look exactly like THIS." (Show example)	15 sec
0:30-end	The Process	Walk through steps linearly. One action per sentence.	As needed
Last 15 sec	The Handoff	"Title this Loom as [DELEGATE] Task Name - Due Date and post in [LOCATION]."	15 sec

Recording Rules

#	Rule	Why
1	State the Goal First	Context before content. The executor knows why before what.
2	Show Done Before Process	They know where they're going before they start walking.
3	One Action Per Sentence	Compound instructions cause errors. "Click X, then Y, then Z" → 3 separate instructions.
4	No Side Quests	If you go off-topic, pause, clap (visual spike), restart the sentence.
5	Narrate Clicks	"I'm clicking the blue button that says 'Submit'" — be explicit.
6	Show Access Permissions	If they need login/access, show WHERE and confirm they have it.
7	Define Edge Cases	"If you see X, do Y instead." Cover the 'what ifs.'

Post-Recording

Naming Convention:

[DELEGATE] Task Name - Due Date

Example: [DELEGATE] Set Up Client Onboarding Email - Dec 20

Posting Location:

Paste link in project management tool (ClickUp, Notion, Asana)
Tag the assignee
Set due date

Quality Control Checklist

Before sending the Loom, verify:

Check	Question	Action if No
Audio Quality	Can you hear clearly without straining?	Re-record
Visual Quality	Is the screen readable? No blur?	Check resolution, re-record
Access Granted	Did you share permissions for all linked docs/tools?	Grant access, note in Loom comments
Clarity Test	If YOU watched this at 2x speed, would you understand it?	Simplify, re-record
Definition of Done	Is the final output unambiguous?	Add example screenshot
No Orphan Steps	Are there any steps that assume prior knowledge?	Add context or link to SOP

SYSTEM_INSTRUCTIONS

entity_type: delegation_protocol
protocol_id: loom_handoff_sop
version: 2.0
framework: B-T-R-D

BTRD_FRAMEWORK

{
  "framework_id": "btrd_delegation",
  "name": "Build-Test-Record-Delegate",
  "stages": [
    {
      "stage": 1,
      "name": "Build",
      "description": "Create the process yourself from scratch",
      "validation_question": "Can I do this?",
      "output": "Working prototype of the process",
      "skip_error": "Delegating unproven processes leads to failure"
    },
    {
      "stage": 2,
      "name": "Test",
      "description": "Execute the process once to validate it works",
      "validation_question": "Does it produce the correct output?",
      "output": "Confirmed working process with known edge cases",
      "skip_error": "Untested processes have hidden steps and failures"
    },
    {
      "stage": 3,
      "name": "Record",
      "description": "Create Loom documentation of the process",
      "validation_question": "Can someone follow this without questions?",
      "output": "Complete Loom video with all steps visible",
      "skip_error": "Unrecorded processes require live training"
    },
    {
      "stage": 4,
      "name": "Delegate",
      "description": "Hand off to team member or AI agent permanently",
      "validation_question": "Is this now their job, not mine?",
      "output": "Task assigned with clear ownership",
      "skip_error": "Incomplete handoff = founder remains bottleneck"
    }
  ]
}

LOOM_STRUCTURE

{
  "structure": [
    {
      "section": "goal",
      "timestamp": "0:00-0:15",
      "template": "The goal of this task is to [OUTCOME] so that [BUSINESS_REASON].",
      "required": true
    },
    {
      "section": "definition_of_done",
      "timestamp": "0:15-0:30",
      "template": "When you're finished, it should look exactly like THIS.",
      "required": true,
      "notes": "Must show visual example of completed task"
    },
    {
      "section": "process",
      "timestamp": "0:30-end",
      "requirements": [
        "Linear step-by-step walkthrough",
        "One action per sentence",
        "Narrate every click",
        "Show access permissions",
        "Address edge cases"
      ],
      "required": true
    },
    {
      "section": "handoff",
      "timestamp": "last 15 seconds",
      "template": "Title this Loom: [DELEGATE] [Task Name] - [Due Date]. Post in [LOCATION].",
      "required": true
    }
  ]
}

RECORDING_RULES

{
  "rules": [
    {
      "id": "goal_first",
      "rule": "State the goal before any process steps",
      "severity": "blocking"
    },
    {
      "id": "show_done_first",
      "rule": "Show Definition of Done before explaining process",
      "severity": "blocking"
    },
    {
      "id": "one_action_per_sentence",
      "rule": "Never combine multiple actions in one instruction",
      "severity": "blocking",
      "bad_example": "Click X, then go to Y, and enter Z",
      "good_example": "Click X. Now go to Y. Enter Z."
    },
    {
      "id": "no_side_quests",
      "rule": "If off-topic, pause, clap, restart",
      "severity": "warning"
    },
    {
      "id": "narrate_clicks",
      "rule": "Verbally describe every UI interaction",
      "severity": "warning"
    },
    {
      "id": "show_access",
      "rule": "Confirm delegate has required permissions",
      "severity": "blocking"
    },
    {
      "id": "define_edge_cases",
      "rule": "Address 'what if' scenarios",
      "severity": "warning"
    }
  ]
}

QUALITY_CONTROL_CHECKLIST

{
  "checks": [
    {
      "id": "audio_quality",
      "question": "Can you hear clearly without straining?",
      "fail_action": "Re-record"
    },
    {
      "id": "visual_quality",
      "question": "Is the screen readable? No blur?",
      "fail_action": "Check resolution, re-record"
    },
    {
      "id": "access_granted",
      "question": "Have permissions been shared for all linked resources?",
      "fail_action": "Grant access, note in Loom comments"
    },
    {
      "id": "clarity_test",
      "question": "Would this make sense at 2x speed?",
      "fail_action": "Simplify and re-record"
    },
    {
      "id": "definition_of_done",
      "question": "Is the final output shown unambiguously?",
      "fail_action": "Add example screenshot"
    },
    {
      "id": "no_orphan_steps",
      "question": "Are there hidden assumptions or prior knowledge required?",
      "fail_action": "Add context or link to prerequisite SOP"
    }
  ]
}

NAMING_CONVENTION

pattern: "[DELEGATE] {TaskName} - {DueDate}"
examples:
  - "[DELEGATE] Set Up Client Onboarding Email - Dec 20"
  - "[DELEGATE] Create Monthly Analytics Report - Jan 5"
  - "[DELEGATE] Update CRM Contact Fields - Dec 18"

Usage Notes

When creating Loom handoffs:

Never skip the BUILD and TEST stages—delegation without validation creates more work
Use the LOOM_STRUCTURE timestamp guide for consistent recordings
Run through QUALITY_CONTROL_CHECKLIST before posting
Follow NAMING_CONVENTION exactly for searchability
Cross-reference with Customer_Avatar.md to understand why Jack needs this (time freedom)

Purpose​

The B-T-R-D Framework​

Why This Order Matters​

The Loom Recording Checklist​

Pre-Recording Setup​

Recording Structure​

Recording Rules​

Post-Recording​

Quality Control Checklist​

SYSTEM_INSTRUCTIONS​

BTRD_FRAMEWORK​

LOOM_STRUCTURE​

RECORDING_RULES​

QUALITY_CONTROL_CHECKLIST​

NAMING_CONVENTION​

Usage Notes​