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4.3 Flow Sessions

How to schedule, what to observe, and how to turn findings into improvements

What is a Flow Session?

A Flow Session is a 30–45 minute structured observation session where Manuel watches an architect work in real time. The architect shares their screen and works through something real — meeting prep, cycle planner creation, recap writing, anything. Manuel observes, takes notes, and asks questions at the end.

Previously called 'Spy Sessions' — renamed to Flow Sessions in Cycle 3 to reflect the collaborative intent.


Why they exist

Architects are too focused on client delivery to reflect on their own workflows. Flow Sessions surface friction points that dashboards can't show — the manual copy-pasting, the tab juggling, the 45-minute admin blocks that have become invisible to the architect. One hour with an architect gives more actionable automation insight than weeks of metrics alone.


Cadence

Every 40 to 45 days. We be readjusted if needed. 


Two types of Flow Sessions

Type

When to run it

Pre-build session

Before scoping a new automation. Focus: observe the current manual process to understand exactly what the automation will replace.

Post-deploy session

4–6 weeks after a new automation launches. Focus: observe the architect using the automation in real conditions. Is it being used? Is it helping or adding friction?

What to observe and capture

  • What tools does the architect open and in what order?
  • What copy-pastes, tab-switches, or repeated lookups happen?
  • Where does the architect pause, hesitate, or make a mistake?
  • What does the architect say out loud about friction or annoyances?
  • How long does each step take? (note rough times, not exact)

After the session

  1. Document the key friction points observed (within 24 hours while memory is fresh)
  2. Cross-reference with existing Friction Points catalog — is this already known? New?
  3. Run new friction points through the Three-Gate Evaluation (SOP 3.6)
  4. If BUILD NOW or BUILD NEXT: add to the automation candidates catalog
  5. Post a brief summary to #architect-success thanking the architect and noting what you observed

Scheduling

Reach out to the architect directly in Slack 5–7 days before the intended session. Suggested timing: immediately before a client meeting so the prep work is observable in real context — not a manufactured demo.