Have you described a process to AI and had it draw the flowchart?

Talk through or type how a process works, and AI lists the steps, writes diagram code you can paste into a drawing tool, and points out likely waste.

How to automate it

How to automate “map how a process really works and find the bottlenecks”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

120 min

typically, once a month

40%

of the time can be automated

Some setup

to set up

Fix 1 of 2

AIBest fix

Describe the process out loud and let AI draw the map

Talk through the process or paste your notes; AI produces the step list, a swimlane diagram you can paste into a diagram tool, and likely waste.

Typically saves about 45% of the time10 min to set up

1Record or write how the work flows today, including handoffs and waits.
2Use the prompt below.
3Paste the Mermaid code into Mermaid Live, Lucid, Miro or draw.io to see the diagram.
4Check the map with the people who do the work.

Prompt to copy

Here is a description of how [PROCESS] works today:
[PASTE NOTES OR TRANSCRIPT]

1) List the steps in order with who does each, and mark handoffs and waiting points. 2) Give Mermaid flowchart code with swimlanes by role. 3) Point out duplicate steps, re-keying, approval waits and rework, with a suggested fix for each. Do not add steps I did not describe; list questions instead.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Mermaid Live, Lucid, Miro or draw.io

Fix 2 of 2

Process fix

Walk the process with the people who do it and time each step

A short walkthrough with the doers, noting time and waits per step, finds the real bottleneck faster than meetings with managers.

Typically saves about 25% of the time2 h to set up

1Pick one process and get 2 or 3 people who do it in a room for 90 minutes.
2Walk one real example end to end, noting work time and wait time at each step.
3Circle the three longest waits and any step where data is retyped.
4Agree one fix to try in the next two weeks, and measure it.

Tools: Whiteboard, Miro or Lucid

Quick wins

Have you tried…

Have you described a process to AI and had it draw the flowchart?: Talk through or type how a process works, and AI lists the steps, writes diagram code you can paste into a drawing tool, and points out likely waste.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Operations manager Business analyst

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