Free interactive workflow mapper for your business
Map one workflow before you build an AI team around it.
Follow one repeated process from start to finish. See where it loses time, what still depends on you and which responsibility an AI agent could take next.
20 to 30 minutes. Saved automatically.
Define where the work starts and finishes.
See the checkpoints, decisions and handoffs.
Choose one responsibility AI could sensibly support.
1Real inputs
2Visible checkpoints
3Clear responsibility
This mapper is the first practical step inside Build Your AI Team. When you are ready, the course, community and live workshops help you build the agents around it.Join Build Your AI Team
Step 1 of 9
Choose one workflow.
Pick a contained piece of work and follow it in detail. “Create LinkedIn posts” is broad. A useful map shows where ideas come from, how briefs and drafts are created, who reviews them, where files go and what happens next.
Is my workflow specific enough?
Choose a repeated result, not a department. “Client onboarding” can work. “Operations” is too broad.
Step 2 of 9
Choose the right route.
Are you recording reality, creating something new or redesigning work that already exists?
Start with today. Complete the current map first. At the end, you can create a proposed version without losing the original.
Step 3 of 9
Set the boundary.
Make the beginning and end precise so the workflow cannot quietly expand.
Use one event, deadline or arrival. A pool of ideas or source material belongs in the next step.
This reads like source material rather than a starting event. Try: “Every Monday at 9:00, the weekly content cycle begins.”
Finish with something delivered, approved, stored or scheduled. “Generating interest” is a business outcome, not the end of the workflow.
This reads like an ongoing business outcome. Name the deliverable or handoff that ends this workflow, such as approved posts being scheduled.
Step 4 of 9
Collect the inputs.
List what must be available before the work can be done properly.
Think about forms, transcripts, examples, policies, software access and approvals.
Step 5 of 9
Break the workflow into stages.
Follow the work from the trigger to the finish. For each stage, capture what actually happens and the result that allows the workflow to move forward. Start with three stages and add more when needed.
One checkpoint = one result along the way. For example: “The intake material is complete”, then “Missing information is flagged”, then “The draft brief is ready for review”.
How should I write each stage?
Describe one result that becomes true before the workflow can move forward. Write “Missing information is flagged” rather than “Read the transcript.”
Step 6 of 9
Decide where human judgment must stay.
Imagine the workflow moving without you. At what point must it stop, change direction or ask a person to decide?
Look for the moments where getting it wrong matters. Client suitability, pricing, creative direction, brand voice, legal commitments and anything sent externally usually need a clear human decision or approval.
Step 7 of 9
Find the friction.
Mark where work slows down, creates rework or returns to the owner.
Step 8 of 9
Choose one AI responsibility to test first.
Your map may reveal several opportunities. Pick one contained responsibility as the starting point, then capture the others for later.
Stop here before building. A dependable teammate still needs a role, instructions, approved knowledge and testing. This map gives you the foundation.
Step 9 of 9
Your workflow map.
Review the result. You can return to any step to make changes before exporting.
Build Your AI Team course + community + live workshops
Ready to put AI agents to work inside this workflow?
You have already done the hardest first step: making the work visible. Inside Build Your AI Team, I will help you turn these responsibilities into AI agents or teammates with clear roles, the right business knowledge and a review process you can trust. The repeatable work can keep moving in the background while you focus on the decisions and work that need you.
Rona is the founder of Edelman Color & Design. This example follows the manual process she used to move a website enquiry through discovery, scoping and a proposal before a project could begin.
Rona Edelman, Edelman Color & Design
The boundary
TriggerA prospective client submits the form on Rona’s website.
FinishThe prospect receives the proposed scope, quotation and next-step email.
Outside the workflowAccepting the proposal and formally onboarding the client begin the next workflow.
Current routeCapture the manual reality before designing the improved version.
How the work originally moved
1
The website form arrives by email
Rona opens it, reads the answers and decides whether the enquiry looks relevant. The original questions often provide only broad style preferences.
2
The prospect’s information is organised
A folder needs to be created and the submitted form, references and later notes need to be saved together.
3
A discovery conversation is arranged
Rona replies, handles the scheduling and prepares to ask for the information the form did not capture.
4
The discovery conversation is completed
Some calls are recorded and some happen in person. Rona relies heavily on notes and memory to preserve what matters.
5
The first brief and scope are formed
Rona interprets the form, conversation, constraints and visual preferences, then starts structuring the project herself.
6
The proposal package is prepared
She writes the scope, prepares the quotation and packages the information into an email or presentation.
7
The proposal and next step are sent
The prospect can accept, ask questions or decline. An accepted proposal moves into client onboarding.
What the map exposes
Manual pressureReading forms, creating folders, saving material, scheduling, taking notes, recalling the conversation, drafting the scope and writing the follow-up all depend on Rona.
Information riskThe form may not collect enough detail, recording is inconsistent and important context can remain in memory or scattered notes.
Possible AI starting pointRead the submitted form, organise the answers, flag missing information and prepare a short pre-call brief.
Human ownershipRona still decides fit, leads discovery, interprets the client and approves every scope, quotation and client-facing message.
This is where an AI team becomes practical.
The map shows several responsibilities that could stop depending entirely on Rona: preparing the pre-call brief, organising the transcript, drafting the project brief, packaging the proposal and preparing follow-up. Build Your AI Team shows how to turn those responsibilities into agents that work within her standards while she keeps the judgment.
