Map Your Workflows Before AI

Why mapping matters

AI plugs into steps that already exist. If your order process is chaotic — messages in three WhatsApp chats, prices in someone's head — automation will amplify the chaos.

A simple workflow map shows where AI adds value and where humans must stay in control.

How to map a workflow (30 minutes)

• check_circlePick one process tied to your problem statement (e.g. "customer orders lunch for delivery")
• check_circleList every step in order: trigger → actions → handoffs → completion
• check_circleNote who does each step, how long it takes, and what tools are used (WhatsApp, notebook, MoMo)
• check_circleCircle steps that repeat the same way every time — AI/automation candidates
• check_circleStar steps requiring judgment, trust, or money — keep humans here

Example: cafe WhatsApp order flow

AI might draft replies and FAQs (steps 2–3). MoMo confirmation and kitchen handoff stay human until you have integrated systems.

• check_circleCustomer sends message on WhatsApp
• check_circleStaff reads, asks clarifying questions
• check_circleStaff confirms items and total price
• check_circleCustomer pays via MoMo
• check_circleStaff sends screenshot to kitchen group chat
• check_circleKitchen prepares order
• check_circleRider delivers; staff confirms completion

Find bottlenecks, not every task

Don't try to map your entire business in one day. One critical path — sales, support, or reporting — is enough to start.

Bottlenecks are steps where work piles up: long wait times, double entry, or one person everyone depends on.

Outputs you should have

This map becomes your requirements document when you talk to vendors or build custom software.

• check_circleA numbered list or simple diagram (paper or whiteboard photo is fine)
• check_circleTime estimate per step
• check_circleList of tools and accounts involved
• check_circleMarked "AI candidate" vs "human only" steps