Workflow review worksheet

THE WORKFLOW FIELD KIT / 01

Make the work
make sense.

One process. Four useful questions:
What’s wrong? What happens? What does it cost? What do we test?

Allow 15–20 minutes • No sign-up • Yours to keep

Prefer pen and paper?Fill it on screen or print a blank copy.2 pages · US Letter · Free ↓

01 / 04

Define the problem

Choose one process. Start with the last time the work actually happened.

What process are we improving?

Keep it specific: a weekly report, new-client setup, or a lead handoff.

Who owns this process?

Name a role or person who can make decisions and check the result.

What should get better?

Describe the business result, not just the technology you want.

What starts the work?

A specific event, time, or request.

02 / 04

Map the work

Write the normal path first. Then account for the cases that need a person.

Which tools hold the information?

Include where the official record lives.

What information is needed?

List the fields or documents. Leave out real customer data.

What happens, in order?

Use one step per line. Include the person or tool doing each step.

What counts as done?

A result someone can check.

What can go wrong?

For each exception, say who handles it.

03 / 04

Size the effort

Use estimates if needed. Keep recovered time separate from spending that actually disappears.

Times this happens per month

Count the same unit each time.

Minutes each time, today

Include checking and re-entry.

Minutes each time, after the change

Include human review and ordinary exceptions.

Monthly spending removed ($)

Only costs that actually go away. Do not count wages just because time is recovered.

New monthly costs ($)

Tools, usage, upkeep, and support.

One-time setup costs ($)

Build, migration, testing, and training.

These are planning inputs, not a forecast. For the math, use the automation value calculator ↗.

04 / 04

Plan a small test

Choose a limited change, a way to judge it, and a clear next action.

What is in the first test?

Limit the work. Note permissions or access that must be approved first.

How will we know it worked?

Write the current baseline, target, and who checks it.

When do we stop or step in?

Name the failure signal, owner, and fallback.

What is the next action?

One action, an owner, and a date.

MAKE IT USEFUL

Keep the plan. Take the next step.

Print your answers or save them as a PDF. Bring the plan to your team—or use it to start a conversation with CCAIHelp.

Download a blank PDF ↓

CCAiHelpTHE WORKFLOW FIELD KIT

WORKFLOW REVIEW / THE WORK

Map one real process.

01 Define the problem

What process are we improving?

Keep it specific: a weekly report, new-client setup, or a lead handoff.

Who owns this process?

Name a role or person who can make decisions and check the result.

What should get better?

Describe the business result, not just the technology you want.

What starts the work?

A specific event, time, or request.

02 Map the work

Which tools hold the information?

Include where the official record lives.

What information is needed?

List the fields or documents. Leave out real customer data.

What happens, in order?

Use one step per line. Include the person or tool doing each step.

What counts as done?

A result someone can check.

What can go wrong?

For each exception, say who handles it.

CCAiHelpTHE WORKFLOW FIELD KIT

WORKFLOW REVIEW / THE PLAN

Choose a useful first change.

03 Size the effort

Times this happens per month

Count the same unit each time.

Minutes each time, today

Include checking and re-entry.

Minutes each time, after the change

Include human review and ordinary exceptions.

Monthly spending removed ($)

Only costs that actually go away. Do not count wages just because time is recovered.

New monthly costs ($)

Tools, usage, upkeep, and support.

One-time setup costs ($)

Build, migration, testing, and training.

04 Plan a small test

What is in the first test?

Limit the work. Note permissions or access that must be approved first.

How will we know it worked?

Write the current baseline, target, and who checks it.

When do we stop or step in?

Name the failure signal, owner, and fallback.

What is the next action?

One action, an owner, and a date.

Use it with the work in front of you.

Choose one recent example with customer details removed. Fill in what you know, and leave gaps as questions to resolve. The aim is a plan your team can use for a small test.

The example is fictional. Its volumes and costs are assumptions, not prices or measured results. Your entries are not sent to CCAiHelp or stored by this tool.

Choose a process · Check readiness · Discuss a review

Workflow review worksheet

Make the work
make sense.

Define the problem

Map the work

Size the effort

Plan a small test

Keep the plan. Take the next step.

Map one real process.

01 Define the problem

What process are we improving?

Who owns this process?

What should get better?

What starts the work?

02 Map the work

Which tools hold the information?

What information is needed?

What happens, in order?

What counts as done?

What can go wrong?

Choose a useful first change.

03 Size the effort

Times this happens per month

Minutes each time, today

Minutes each time, after the change

Monthly spending removed ($)

New monthly costs ($)

One-time setup costs ($)

04 Plan a small test

What is in the first test?

How will we know it worked?

When do we stop or step in?

What is the next action?

Use it with the work in front of you.

Make the next step a useful one.

What would you
love to stop doing
the hard way?

Workflow review worksheet

Make the workmake sense.

Define the problem

Map the work

Size the effort

Plan a small test

Keep the plan. Take the next step.

Use it with the work in front of you.

Make the next step a useful one.

What would youlove to stop doingthe hard way?

Make the work
make sense.

What would you
love to stop doing
the hard way?