How to Document a Workflow Before Automating It

Most failed automations fail because nobody wrote down the workflow first. Five steps to fix that.

Step 1: Pick the trigger

What event starts this workflow? Be specific: "form submitted on /contact" not "new lead."

Step 2: List every step in order

Include the boring ones. "Sarah copies the email into Pipedrive" counts.

Step 3: Note every decision point

If/then branches. "If quote is over $5K, route to senior rep." Capture the rules.

Step 4: Mark the handoffs

Where does work move between people, departments, or tools? These are the failure points.

Step 5: Define done

What signal says this workflow completed successfully? You need this to measure later.

The output

One page, in plain language, that a new hire could follow. Now you can automate it confidently.

We do this for clients in week one of every engagement. See our workflow automation process.