Map It First. Then Automate.

Eight sections. Step-by-step. Document your current process, pinpoint the bottlenecks, and define exactly where AI belongs before a single tool gets connected. Complete online or print as a branded PDF to bring to your assessment call.

How to Use This Template

Fill out as much as you can before your assessment call. The more complete the picture, the faster we can move from discovery to architecture.
Be specific. Approximate time estimates are better than none. A rough number forces honest thinking about where time actually goes.
Work through it with your team, not just one person. The bottlenecks that matter most are often invisible to the person running the workflow.
Bring it to your free assessment call. A completed template cuts discovery time in half and shifts the conversation to recommendations immediately.
Store it somewhere shared and revisit it quarterly. Workflows change. Your map should too.

Project Name

Date

Version

Section 1

Process Overview

What are we mapping?

1.1 Which specific workflow are we mapping?

1.2 Who performs this work currently?

1.3 How much time does this workflow consume per week?

1.4 What is the primary goal of this workflow?

Workflow Owner

Primary Stakeholder

Section 2

Current State

How does it work now?

#	Action / Task	Who Does It?	Tools Used	Time (hrs)	Pain Points
1
2
3
4
5
6

Total Time Spent (hrs/week)

Primary Bottleneck

Section 3

Automation Opportunities

Where can AI help?

Task Category	Current Method	Potential AI Solution	Confidence
Data Entry			High Med Low
Communication			High Med Low
Analysis / Reporting			High Med Low
Content Creation			High Med Low
			High Med Low

High-Priority Tasks for Automation

Task

Estimated Time Saved (hrs/week)

Task

Estimated Time Saved (hrs/week)

Task

Estimated Time Saved (hrs/week)

Section 4

Human-in-the-Loop Design

Where do people stay in charge?

Decision Point	Current Owner	AI Role	Human Review Required?
			Yes No
			Yes No
			Yes No
			Yes No

Critical Judgment Calls — Human-Only, No Exceptions

Section 5

Integration Requirements

What systems need to talk?

System / Tool	Current Use	Integration Needed?	Priority
		Yes No	High Med Low
		Yes No	High Med Low
		Yes No	High Med Low
		Yes No	High Med Low

Input Sources

Output Destinations

Sync Frequency Needed

Real-time Daily Weekly Monthly

Section 6

Success Metrics

How will we measure improvement?

Metric	Current Baseline	90-Day Target	How We Will Measure
Time Saved (hrs/week)
Error Rate (%)
Cost Reduction ($/month)
Customer Satisfaction (/10)

Section 7

Implementation Timeline

When do we launch?

Phase	Description	Target Date	Owner
Discovery
Design
Build / Test
Deploy
Review

Section 8

Stakeholder Sign-Off

Approval on record

Workflow Owner

Name

Signature

Date

Tech Lead / Developer

Name

Signature

Date

Final Decision Maker

Name

Signature

Date

What This Template Does

Purpose	Benefit
Visualizes Current State	Prevents assumptions and misaligned expectations before any tool gets connected.
Identifies Automation Gaps	Shows where AI can help without over-engineering the parts that work fine as-is.
Defines Human Roles	Ensures people stay in charge of the decisions that actually matter.
Sets Success Baselines	Creates a clear path to measuring ROI in weeks, not quarters.

What Happens After You Submit This

Once we review your Workflow Mapping Template on your assessment call, here is how it moves forward.

We identify any gaps or ambiguities that need clarification before architecture begins.
We recommend whether custom builds or off-the-shelf tools are the right fit for your situation.
We map out a lightweight governance framework tailored to your team size and the risk profile of each workflow.
We create a phased timeline that fits your team’s actual capacity, not an optimistic projection.

Ready to Map Your First Workflow?

Bring a completed Workflow Mapping Template to your free assessment call and leave with a concrete architecture brief. No sales pitch. No prepared questions required. Just a direct conversation about how your business actually runs.

Book Your Free Assessment →