WORKFLOW AUDIT CHECKLIST The 90-Minute Framework for Mapping Operations

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WHY AUDIT FIRST?

87% of AI automations fail within 60 days.

The #1 reason? They automated before documenting.

You can't automate chaos. You need clarity first.

This checklist helps you: → Map every workflow in your agency (90 minutes) → Identify the top 6 bottlenecks by ROI → Prioritize what to automate first → Document processes so automation actually works

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STEP 1: List Your Core Workflows

For each department, identify the main workflows:

SALES: ☐ Lead capture → CRM entry ☐ Lead qualification process ☐ Discovery call → follow-up ☐ Proposal creation → sending ☐ Contract negotiation → signing ☐ Post-sale handoff to delivery

OPS/FULFILLMENT: ☐ Client onboarding process ☐ Project kickoff → execution ☐ Status updates to clients ☐ Deliverable review → approval ☐ Project closeout

SUPPORT: ☐ Ticket intake → routing ☐ Common query responses ☐ Escalation process ☐ Resolution → followup

FINANCE/AR: ☐ Invoice generation → sending ☐ Payment follow-up sequence ☐ Overdue collections process ☐ Payment confirmation → reconciliation

OPERATIONS: ☐ Meeting notes → action items ☐ Task assignment → tracking ☐ Team communication protocols ☐ Reporting (weekly/monthly)

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STEP 2: Document Each Workflow

For EACH workflow identified above, answer:

WORKFLOW NAME: _______________________

  1. WHO is responsible? Primary: _______________________ Backup: _______________________

  2. WHEN does it happen? ☐ Daily ☐ Weekly ☐ Monthly ☐ Ad-hoc ☐ Triggered by: ___________

  3. WHAT are the exact steps? (be specific) Step 1: _______________________ Step 2: _______________________ Step 3: _______________________ Step 4: _______________________ Step 5: _______________________

  4. WHAT tools are used?

  5. HOW LONG does it take? Minutes per instance: _______ Instances per week: _______ Total hours/week: _______

  6. WHERE does it break? Common errors: _______________________ Delays: _______________________ Inconsistencies: _______________________

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STEP 3: Calculate Time Waste

For each workflow, calculate:

WORKFLOW: _______________________

Time per instance: _______ minutes Instances per week: _______ Total hours/week: _______ Team member hourly cost: ₹_______ /hour Weekly cost: ₹_______ Annual cost: ₹_______

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STEP 4: Identify Your Top 10 Time Wasters

List workflows by hours/week (highest to lowest):

  1. ______________________ (_____ hrs/week = ₹_____ /year)
  2. ______________________ (_____ hrs/week = ₹_____ /year)
  3. ______________________ (_____ hrs/week = ₹_____ /year)
  4. ______________________ (_____ hrs/week = ₹_____ /year)
  5. ______________________ (_____ hrs/week = ₹_____ /year)
  6. ______________________ (_____ hrs/week = ₹_____ /year)
  7. ______________________ (_____ hrs/week = ₹_____ /year)
  8. ______________________ (_____ hrs/week = ₹_____ /year)
  9. ______________________ (_____ hrs/week = ₹_____ /year)
  10. _____________________ (_____ hrs/week = ₹_____ /year)

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STEP 5: Automation Readiness Score

For each of your top 10 workflows, score 1-5:

WORKFLOW: _______________________

  1. How well documented is this process? (1=not at all, 5=fully documented) Score: _____
  2. How consistent is execution? (1=varies every time, 5=always the same) Score: _____
  3. How rule-based is it? (1=requires judgment, 5=pure rules) Score: _____
  4. How much ROI potential? (1=low impact, 5=massive time/cost savings) Score: _____

TOTAL READINESS SCORE: _____ /20

Repeat for all top 10 workflows.

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STEP 6: Prioritize Your Top 6 Automations

Based on: → Readiness score (higher = easier to automate) → Time savings (higher = bigger impact) → Cost savings (higher = faster ROI)

TOP 6 AUTOMATION PRIORITIES:

  1. ______________________ (Readiness: ___/20, Saves: hrs/wk, ₹/yr)
  2. ______________________ (Readiness: ___/20, Saves: hrs/wk, ₹/yr)
  3. ______________________ (Readiness: ___/20, Saves: hrs/wk, ₹/yr)
  4. ______________________ (Readiness: ___/20, Saves: hrs/wk, ₹/yr)
  5. ______________________ (Readiness: ___/20, Saves: hrs/wk, ₹/yr)
  6. ______________________ (Readiness: ___/20, Saves: hrs/wk, ₹/yr)

TOTAL POTENTIAL SAVINGS: _____ hours/week = ₹_____ /year

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NOW THAT YOU'VE AUDITED:

☐ Share this audit with your leadership team ☐ Pick automation #1 (highest readiness + highest ROI) ☐ Document that workflow in detail (every step, every tool) ☐ Build or hire for that ONE automation first ☐ Measure results for 30 days ☐ Then move to automation #2

DON'T automate all 6 at once. Build one, prove it works, then scale.

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❌ MISTAKE 1: Skipping the audit "We know our processes, let's just build." Result: You automate the wrong thing.

❌ MISTAKE 2: Automating everything at once "Let's build all 10 automations this month." Result: 8 of 10 break within 60 days.

❌ MISTAKE 3: Not documenting workflows first "We'll document as we build." Result: Automation doesn't match actual workflow.

❌ MISTAKE 4: Ignoring team input "Management knows the workflows best." Result: Automations don't match how work actually gets done.

❌ MISTAKE 5: Focusing on what's sexy vs. what saves time "Let's build an AI chatbot!" Result: Your CRM chaos continues (the real bottleneck).

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Want me to run this audit WITH you?

I offer free 90-minute audit workshops for agency founders.

We'll go through this entire checklist together, map your workflows, and identify your top 6 automation priorities.

DM me on LinkedIn: linkedin.com/in/aecee

or

Book a call with us here :

https://link.aikiaa.agency/widget/bookings/appointment-booking-aikiaa

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