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Map how a process works today from your interview notes
A clear step-by-step map of the current process, who does each step, where it slows down and where people disagree.
When to use it
After a round of staff interviews or observations
Step by step
Gather your notes
Collect your interview and observation notes in one document. Replace names with roles, such as 'Accounts assistant'.
Ask for a current-state map
Paste your notes into your AI assistant with this prompt.
Prompt to copyFrom these interview and observation notes, map the current [process name] process. Give: 1) a numbered list of steps from start to finish, each with who does it, the tool or system used, and typical time taken if mentioned, 2) every hand-off between people or teams, 3) pain points with which step they happen at and how many people mentioned them, 4) places where people described the process differently, 5) questions I still need to answer. Only use what's in the notes. [paste notes]Draw it if it helps
Ask the assistant to turn the steps into a simple flowchart description, then sketch it in your usual diagram or slide tool.
Check it with the team
Share the map with a couple of interviewees and ask 'Is this right?' before you start fixing anything.
What you get
Step 4: Sales coordinator re-types the order into the stock system (about 10 mins per order). Pain point: mentioned by 4 of 5 people. Conflict: two people say approval is needed over 500, one says over 1,000. Question: Who signs off urgent orders at weekends?
Tips
- Use roles instead of names before pasting notes, and check your organisation's rules on AI tools.