Current-State Workflow Map
Steps, handoffs, decisions and exceptions as they really happen
- PhaseUnderstand
- Group3 to 10 people
- Time60 minutes
- SettingRoom or remote
- ExecutivesBetter with a working team
What it is
A current-state workflow map is a step-by-step picture of how a piece of work really happens today, including handoffs, decisions and exceptions. It is drawn with the people who do the work, not from the official procedure.
When to use it
Before choosing any task to automate or augment. Use it to see where judgement is used and what data each step touches.
When to skip it
When the process is a handful of steps owned by one person. Use the Day-in-the-Life Walkthrough instead.
How to run it
- 5 minAgree where the process starts and ends.
- 15 minWalk the normal path left to right on notes. Ask the people who do the work, not their managers.
- 15 minAdd exceptions, handoffs and rework loops.
- 15 minMark each step: rule, pattern or judgement. Mark what data it uses.
- 10 minMark pain points and the time each step takes.
About 60 minutes of method time. Add ten to fifteen minutes to open and close the session.
What to watch for
Mapping the process as documented rather than as done. Skipping the exceptions, which is where the work is.
The AI lens
Mark every step as rules, pattern or judgement, and note the data it touches. It helps you sort tasks in the Select phase.
What you leave with
A map of the work as it really happens, with judgement and data marked on each step.
An example
Mapping how a loan application moves from intake to decision often shows documents re-keyed in two systems, exceptions handled by email, and one step where an experienced person decides case by case. These are the places an AI solution could help, or do harm.
How it compares
The Current-State Workflow Map shows how work happens today. The Process Blueprint, used later when prototyping, shows the new process with the AI solution in it.
Related methods
Questions
What is Current-State Workflow Map?
A current-state workflow map is a step-by-step picture of how a piece of work really happens today, including handoffs, decisions and exceptions. It is drawn with the people who do the work, not from the official procedure.
When should I use Current-State Workflow Map?
Before choosing any task to automate or augment. Use it to see where judgement is used and what data each step touches.
How long does Current-State Workflow Map take and how many people do I need?
Current-State Workflow Map takes about 60 minutes and suits 3 to 10 people, plus a facilitator. Add ten to fifteen minutes to open and close the session.
How is Current-State Workflow Map different from other methods?
The Current-State Workflow Map shows how work happens today. The Process Blueprint, used later when prototyping, shows the new process with the AI solution in it.
Can I run Current-State Workflow Map remotely or with executives?
Yes. Current-State Workflow Map works in the room or remotely. Remotely, put the canvas on a shared board in advance and write silently in the board, not in chat. Executives: Better with a working team.