---
title: Workflow Mapping and Automation Audits
summary: Map any recurring process, score it for automation, and turn the results into a sequenced build plan.
est_minutes: 20
sort: 2
---

#### LESSON 1: Process Mapping Methodology

You cannot automate what you have not mapped. Most operators have a process — they just have not written it down. It lives in their head, across 12 different Slack messages, or in a verbal hand-off that is slightly different every time.

That is the problem. AI needs clarity. Unclear processes produce unclear automation. Garbage in, garbage out.

This lesson gives you the mapping framework that turns any recurring process into a documented, transferable, automatable system.

**The Process Mapping Framework**

A process map answers five questions for every recurring task.

Question 1: What triggers this process?

Every process starts with a trigger. Identify it precisely.

Trigger types:

- Time-based: Every Monday at 9am or On the 1st of every month
- Event-based: When a new lead submits a form or When a client pays invoice
- Manual: When I decide it needs to happen (this is a problem — eliminate where possible)

Question 2: What are the exact steps, in order?

Write every step. Not the summary. The actual individual actions. A step should be one action only. If a step contains the word "and" — split it into two steps.

Bad: Send the welcome email and create their account.

Good: Step 1 — Create client account in portal. Step 2 — Send welcome email with login link.

Question 3: Who or what does each step?

For each step, identify the executor:

- Human (you or a team member) — must stay human or be automated
- Existing tool (automatic) — already runs without a human
- Potential AI — could be done by AI if properly prompted and connected

Question 4: What decisions are made at each step?

Decision points are where AI often needs a human to stay in the loop — at least initially. Identify them clearly.

Example: Step 4 — Review the drafted email before sending. This is a human decision point. You may automate the draft but keep the review.

Question 5: What is the output of this process?

Every process should produce a defined, measurable output. If you cannot state the output clearly, the process is not well-defined enough to automate.

Good output: Client receives onboarding email within 5 minutes of payment confirmation with correct login credentials and a personalized welcome message.

**Automation Opportunity Score**

After mapping a process, score it on five factors (0-10 each, 50 points maximum):

- Repetition (0-10): 10 = runs daily. 5 = runs weekly. 1 = runs monthly.
- Predictability (0-10): 10 = identical every time. 5 = minor variation. 1 = always different.
- Time cost (0-10): 10 = 5+ hours/week. 5 = 1-2 hours/week. 1 = under 30 minutes/week.
- Revenue impact (0-10): 10 = directly drives/protects revenue. 5 = supports revenue. 1 = admin only.
- Error risk (0-10): 10 = errors happen regularly and cost you. 1 = virtually error-free.

Scoring guide: 40-50 = Top priority, build immediately. 25-39 = High priority, build in Phase 1. 10-24 = Medium priority, Phase 2. Under 10 = Do not automate yet.

**Process Mapping Exercise**

Complete this for your #1 automation priority identified in Module 1. Capture each of the following:

- Process name
- Trigger: what starts this process
- Trigger type (time-based, event-based, or manual)
- The step-by-step process, one action per step, and for each step note the executor and whether it is a decision point
- Output: what a successful completion looks like
- Time per occurrence (minutes or hours)
- Times per week or month
- Total monthly time cost

Then calculate the Automation Opportunity Score for the process:

- Repetition (0-10)
- Predictability (0-10)
- Time cost (0-10)
- Revenue impact (0-10)
- Error risk (0-10)
- Total score (0-50)

#### LESSON 2: The Full Automation Audit

The automation audit maps your entire operation into five functional areas. For each area, list your recurring processes, score them, and note the automation approach.

The five functional areas are: (1) Lead Generation and Marketing, (2) Lead Qualification and Sales, (3) Client Onboarding, (4) Client Delivery and Operations, and (5) Admin and Finance.

For every recurring task in each area, capture the task name, its frequency, its Automation Opportunity Score, and the chosen approach.

Approach key: AI = fully AI-driven | Tool = existing automation | Hybrid = AI + human review | Human = keep manual

**Area 1: Lead Generation and Marketing**

Includes: Content creation, posting, ad management, SEO, outreach.

List your recurring tasks in this area, scoring each one, then identify the top opportunity in this area.

**Area 2: Lead Qualification and Sales**

Includes: Intake forms, lead follow-up, qualification calls, proposals, contracts.

List your recurring tasks in this area, scoring each one, then identify the top opportunity in this area.

**Area 3: Client Onboarding**

Includes: Welcome sequences, account setup, kickoff meetings, access provisioning.

List your recurring tasks in this area, scoring each one, then identify the top opportunity in this area.

**Area 4: Client Delivery and Operations**

Includes: Project management, communication, reporting, deliverable creation.

List your recurring tasks in this area, scoring each one, then identify the top opportunity in this area.

**Area 5: Admin and Finance**

Includes: Invoicing, bookkeeping, scheduling, internal reporting, team management.

List your recurring tasks in this area, scoring each one, then identify the top opportunity in this area.

**Audit Summary**

Once every area is mapped, summarize the results:

- Total processes mapped
- Number scoring 40+ (Top Priority)
- Number scoring 25-39 (High Priority)
- Number scoring 10-24 (Medium Priority)

Before moving to Lesson 3:

- Listed recurring tasks in all five functional areas
- Scored every task using the Automation Opportunity Score
- Identified the top opportunity in each area
- Noted the automation approach for each task

#### LESSON 3: Building Your Automation Priority Stack

You now have a full map of your operation and scores for every process. The final step is turning that into a sequenced build plan you can execute.

**The Three Sequencing Rules**

Rule 1: Manual Before Automated

Do not automate a process you have not run manually at least ten times. If you have not done it manually, you do not know all the edge cases, exception scenarios, and human judgment calls the automation will need to handle. Automate what works — not what you hope will work.

Rule 2: Foundation Before Complexity

Automations that feed other automations need to be built first. If your lead intake form feeds your CRM, which triggers your welcome email, which is tracked in your reporting — build in that exact order.

Rule 3: High ROI Before High Complexity

Your first automations should save significant time and be relatively fast to build. Early wins build momentum, create cashflow savings that fund later builds, and give you working examples to reference when building more complex systems.

**Your Automation Priority Stack**

Using your Automation Opportunity Scores from Lesson 2, rank your top 10 automation opportunities. Higher scores rank earlier. Foundational processes rank earlier regardless of score. For each of your 10 ranked items, record:

- The process name
- Its Automation Opportunity Score
- Estimated build time
- Why it ranks where it does

**Build Phase Assignment**

Assign each item to a build phase based on sequence.

Phase 1 (Module 3 — Weeks 1-2): Your highest-priority, fastest-to-build automations using Claude as the engine. Assign your first three builds here.

Phase 2 (Module 4 — Weeks 3-4): First Make.com workflows connecting your tools. Assign builds four through six here.

Phase 3 (Module 5 — Weeks 5-8): Multi-step workflows and autonomous agent builds. Assign build seven, then builds eight through ten here.

**Module 2 Completion Checklist**

Before taking the Module 2 Test, verify:

- Completed the Process Mapping Exercise for my #1 automation priority
- Completed the full Automation Audit across all five functional areas
- Scored every process using the Automation Opportunity Score
- Identified at least one top opportunity per functional area
- Built my 10-item Automation Priority Stack
- Assigned each item to a build phase
- My top 3 builds for Module 3 are defined and written down
