Free workflow worksheet · No email required
Find the work that keeps coming back to you.
Pick one recurring task. Use these five prompts to see where it slows down and what needs to change before you invest in software or automation.
Choose one recurring task.
Start with a task that interrupts your week: following up on inquiries, preparing a report, scheduling work or moving information between tools.
Write down: the task, who owns it and what a completed result looks like.
Map the handoffs.
List what starts the task, where the information arrives, who touches it and where it ends. Mark anything someone copies, retypes or asks for twice.
Trigger → person or tool → next handoff → completed result.
Measure the effort you can actually observe.
Record how often it happens and how much hands-on time one instance takes. Keep time spent waiting and time spent fixing mistakes separate.
Occurrences per week × hands-on minutes per occurrence ÷ 60 = weekly hands-on hours. This measures current effort, not guaranteed savings.
Find the exception.
What happens when information is missing, a customer changes their mind or the next person is unavailable? Identify the decision that needs a human and the fallback when a tool fails.
The most common exception is ___ . The person responsible is ___ .
Choose the smallest useful change.
Could a clearer checklist, one owner or an existing tool solve it? If software is needed, define one result to verify: fewer missed handoffs, less repeated entry or a more dependable follow-up.
First change: ___ . Success looks like: ___ . Check it on: ___ .