The Complete Guide to Mapping a Workflow

Mapping a workflow is one of the fastest ways to improve clarity, consistency, and speed in any team.

Here’s a simple, clean guide to help you do it.

Step 1: Identify the Trigger

What event starts the workflow?

Examples:

• A request submitted

• A task assigned

• A customer signs up

• The first of the month

Step 2: List the Steps

Write each step in simple, clear language.

Examples:

• Draft content

• Review

• Approve

• Publish

Step 3: Assign Owners

Each step gets one owner — no overlap.

Step 4: Define Inputs and Outputs

Each step should have:

• what’s needed

• what’s produced

This prevents confusion.

Step 5: Add Tools

Document the tools used in each step.

Step 6: Identify Bottlenecks

Ask: Where does work slow down? Fix those steps first.