How to use it
Complete this while watching someone do the task. Add a row for each step, then label it in the last column.
The template
WORKFLOW MAP Task: Done by: How often: Time on three real cases: __ min, __ min, __ min STEPS # | What happens | Input | Output | Tool | Minutes | Remove / Rule / AI / Person 1 | 2 | 3 | EXCEPTIONS What goes wrong, how often, and what happens then? RISK What's the worst outcome of a mistake here?
A filled-in example
Task: Monthly supplier invoice entry (invented) Done by: Finance assistant How often: about 200 a month Time on three real cases: 6 min, 4 min, 14 min 1 | Open email, save PDF | Email | PDF | Outlook | 1 | Rule 2 | Read invoice fields | PDF | Typed data | Sheet | 3 | AI 3 | Match purchase order | Data | Match or no | ERP | 2 | Rule 4 | Ask manager if no PO | Query | Decision | Chat | 8 | Person EXCEPTIONS No purchase order, about 1 in 10. This is where most of the time goes. RISK Paying a fake or duplicate invoice.