The 5W1H method helps you break down and analyze workflows by asking six essential questions: Where, How, When, What, Who, and Why. Using the 5W1H method you can thoroughly evaluate workflows, uncover inefficiencies, and highlight opportunities for improvement, ensuring that every process is optimized for efficiency and aligned with your business goals.

1. Identify Key Processes:

• Brainstorm and List: Start by listing all existing processes across key departments such as marketing, sales, operations, and finance. Involve team members who work directly with these processes to ensure nothing is overlooked.
• Prioritize: Focus on the top five processes that are the most time-consuming, repetitive, or error-prone. These high-impact areas are ideal candidates for automation and will provide the quickest return on investment.

When mapping workflows, use the 5W1H framework to analyze every process deeply:

• Where? – Which app(s) or system(s) handle this process? Does it require manual work?
• How? – What steps complete the task? Which are manual vs. automated?
• When? – At what point does this task occur (trigger points)?
• What? – What data is involved (e.g., email addresses, order IDs)?
• Who? – Who participates? (e.g., employees, leads, customers)
• Why? – Why is this step critical? Could it benefit from automation?

2. Document the Processes Visually:

• Collaborative Mapping: Use digital whiteboard tools like Miro or Mural to visually map out workflows. This allows teams to collaborate in real-time and ensures that everyone has a clear understanding of each process.
• Detailed Process Maps: Create comprehensive diagrams that outline each step, indicating where manual input is required and where automation can be introduced. This visual approach makes it easier to spot redundancies and bottlenecks.