Map a recurring workflow

You will leave with a one-page workflow map

This is what you produce. The result at the top of the page is what it is for. These fields carry into the next guides:

• Trigger trigger
• Inputs inputs
• Steps steps
• Owners owners
• Exceptions exceptions (optional)
• Finish condition finishCondition

Before you start

Bring:

• One recent, real example of the process
• The people who did the work, or your own notes if you work alone

Tools: Paper, a whiteboard or a spreadsheet; Optional: a chat AI tool that accepts pasted text. No named products are recommended here; tools you already use are often enough. If you need to look further, see Useful external links.

Steps

1. Choose one bounded process

   No AI neededPick something that happens often and annoys people.

   You decideChoose the process and one recent case to follow.

   Output: Chosen process

2. Record the trigger and the finish

   AI can helpAsks clarifying questions if the start or end is vague.

   You decideWrite both in one line each.

   Output: Boundaries

3. Follow what actually happened

   AI can helpTurns your authorised notes into a step table.

   You decideDescribe the real case, including detours.

   Output: Step list

4. Record systems and handoffs

   AI can helpFlags steps with no owner or no clear recipient.

   You decideFill in who passed what to whom, and how.

   Output: Handoffs

5. Mark delays and exceptions

   AI can helpSuggests possible sources of delay and the evidence needed to confirm each.

   You decideMark only the delays you can confirm.

   Output: Delay points

6. Check the map with the people who did the work

   No AI neededThis step is for people.

   You decideWalk through the map together and correct it.

   Output: Checked map

7. Choose one small change

   AI can helpProposes simplifications before any automation.

   You decideChoose one change, an owner and a date to review it.

   Output: Improvement with owner

Prompt to copy

Paste it into the AI tool you use, replace the parts in square brackets, and read the result before you use any of it.

Map this actual workflow: [authorised notes]. Return trigger, inputs, each step, owner, system, handoff, exception and finish condition. Separate observed facts from assumptions. Identify three possible sources of delay and the evidence needed to confirm them. Suggest simplification before automation. Mark where AI could draft, classify or summarise and where human judgement remains necessary.

Template: One-page workflow map

Check before you use it

If any of these fail, the output is still a draft.

• The map follows a real case, not the ideal process.
• The start and finish are clearly bounded.
• Every step has an owner, and exceptions are written down.
• Facts and assumptions are labelled separately.

• The map follows a real case, not the ideal process.
• The start and finish are clearly bounded.
• Every step has an owner, and exceptions are written down.
• Facts and assumptions are labelled separately.

Common mistakes

• Mapping the whole business at once.
• Mapping from a manager's memory without the people who do the work.
• Jumping to automation before removing unnecessary steps.

Measure it: cycle time and rework

Time from trigger to finish, and the number of times work was sent back, for comparable cases.

Baseline first. Time two or three recent cases before you change anything, and note any rework.

Use this next

• Turn a workflow into an SOPNot in the library yet. Until then, keep your checked output from this guide ready for it.Carry forward: trigger inputs steps owners exceptions finishCondition. Use the version checked by the people who do the work.
• Choose your first automation candidateCarry forward: trigger steps exceptions. Simplify before you automate.

Plan your next step

A short worksheet: result, why it matters to you, baseline, finish line, first action, owner, review date, AI role and human check. Suggestions from this guide are included to get you started.