Map and document your workflows before automating them. You can't automate chaos. Process documentation is the foundation of successful AI implementation.
Documented processes are written descriptions of how work gets done in your organization. They capture the steps, decisions, handoffs, inputs, and outputs for each workflow from start to finish.
Good process documentation includes who does what, when, why, and how - making workflows repeatable, trainable, and ready for automation.
You can't automate what you haven't documented. If processes exist only in people's heads, automation will fail.
When key employees leave, their knowledge leaves with them unless processes are documented.
Documenting workflows reveals bottlenecks, redundancies, and inefficiencies that can be fixed.
New employees can be trained consistently and quickly with clear process documentation.
Customer onboarding, order fulfillment, billing, support escalation - the workflows that drive revenue.
Data entry, report generation, email responses - high-volume tasks that consume staff time.
Regulatory reporting, audit processes, security protocols - workflows that must be done correctly.
Sales to operations, marketing to sales, support to engineering - workflows that cross team boundaries.
Visual representation of decision points, steps, and flow. Best for complex processes with multiple paths.
Tools: Lucidchart, Miro, Draw.io, Microsoft Visio
Step-by-step written instructions. Best for straightforward processes that need detailed guidance.
Tools: Google Docs, Notion, Confluence, SharePoint
Screen recordings with narration. Best for software-based processes with UI interactions.
Tools: Loom, Scribe, Tango, SnagIt
Automated discovery by analyzing system logs. Best for understanding actual workflows vs. intended workflows.
Tools: Celonis, UiPath Process Mining, Microsoft Process Advisor
Processes exist in people's heads. No formal documentation. High knowledge loss risk when employees leave.
Some key processes documented, but incomplete or outdated. Documentation exists but isn't consistently maintained or used.
All critical processes documented and regularly updated. Documentation is accessible, searchable, and actively used for training and improvement.
Get expert help mapping your workflows and creating documentation that sets the foundation for successful automation.