AI for Business & Productivity · Intermediate level

Intermediate level · Module 2: Designing AI-Assisted Workflows · Lesson 1 of 3

Mapping Workflows

Map how work flows today and find the steps where AI can save time or improve quality.

In this lesson you will

  • Map a business process step by step
  • Identify AI opportunities and risks in the process

Key concepts

process mapbottlenecksAI opportunityrisk points

The lesson

Draw the process as it really happens: who does what, with which tools, how long each step takes and where work waits.

Look for steps that involve drafting, summarising, classifying or searching — common AI opportunities — and steps where errors are costly, which need human control.

Talk to the people who do the work; they know the shortcuts, problems and exceptions.

Step by step

  1. Interview a staff member about a process.
  2. Draw the current process map.
  3. Mark time spent and waiting points.
  4. Mark AI opportunities and risk points.
Workflow

A monthly donor report with AI support

Where AI helps and where people decide in a small NGO's monthly reporting workflow.

  1. Collect activity data

    Field officers submit activity forms; results collect in a spreadsheet.

    field officers

  2. Verify figures

    The M&E officer checks totals with formulas and corrects errors.

    M&E officer

  3. Draft narrative with AI

    Verified figures and anonymised notes go to the AI assistant with the report template.

    AI assistant

  4. Review and edit

    The programme manager checks every statement against the figures and adds context.

    programme manager

  5. Approve and send

    The director approves; the report is sent to the donor.

    director

After each cycle, update the prompt template with the edits the manager had to make most often.

Why it works

AI drafts the words; people own the numbers, the judgement and the final approval. No beneficiary names are sent to the AI tool.

Practice activity

Map the current workflow you will redesign.

Expected result: A process map with times, opportunities and risks.

Check your understanding

  1. Who should help map a process?

    Show answer

    The people who actually do the work.

  2. What kinds of steps are common AI opportunities?

    Show answer

    Drafting, summarising, classifying and searching.

Taught live by an instructor — online or in person. Free course lessons are for self-study and do not lead to a certificate — see registration options.