Step 1 · Define
What work are we looking at?
Name a recurring process and describe what starts it and what a successful finish looks like.
Helpful boundary: Map one process at a time, such as “respond to a new inquiry,” rather than a whole department’s work.
Step 2 · Map
Write down what really happens.
Capture the actual steps in order. Include who does the work, what tools or information they use, where things slow down, and which steps repeat or follow consistent rules.
Tip: Include handoffs and waiting. If work jumps between people, systems, or inboxes, show that as a step.
Step 3 · Clarify
Find the parts that need clarity.
Before choosing technology, make the ownership, decisions, and exceptions visible. Short notes are enough.
Does each step have a clear owner?
One accountable role helps prevent work from being missed between handoffs.
Are the standard steps and exceptions documented?
People should know the normal path and when to ask for help.
Step 4 · Assess
Your process clarity snapshot
Use these signals to choose a sensible next step. This is a thinking aid, not a guarantee that a specific AI tool is appropriate.
Keep sensitive information out. This worksheet saves entries in this browser only. It does not send your answers to The Lettsome Firm or to an AI service. Do not enter client, patient, financial, or other confidential details. Check your organization’s policies before using AI with business data.