If the same questions keep coming back to you, it may be worth capturing one routine in a form the team can use. You do not need to document the whole business at once.
Pick one repeat task
Choose something practical: what an estimator needs from a site visit, where receipts belong or how the office handles a schedule change. Talk through the steps as you normally explain them.
Turn the explanation into a draft
A transcription tool or AI assistant can help organise the recording into a short checklist. Review it for missing steps, invented details and wording that does not match how you work.
Have someone try it
Ask the person doing the task to follow the draft. Adjust it together and name someone to keep it current. Include the point where they should ask for help.
Which process would you choose first if you wanted fewer repeated explanations next week?