[ PROCESS INTERVIEWS ]
Structured conversations with the people who actually do the work, not just the managers who think they know how it runs. This is where the real friction shows up.
< WORKFLOW MAPPING / NEW ZEALAND >UNIT / CON-02NZ-AKLA LUCID MEDIA COMPANY
MAP THE WORKBEFORE YOU AUTOMATE IT.
Most AI projects fail before a single line of code is written, because nobody wrote down how the work actually happens. Workflow mapping is the first and most important step of every Lucid AI engagement: we document your processes as they are really run, not as the org chart says they should be run.
We sit with the people doing the work, trace each process step by step, log every handoff, every manual re-entry, every wait, and every workaround. The output is a clear map of your operation with the time and friction attached to each step, the foundation every later recommendation is built on.
CAPABILITIES.
[ WHAT WE DELIVER ]
[ STEP-BY-STEP DOCUMENTATION ]
Every workflow broken into its actual steps: inputs, tools used, decisions made, outputs produced, and who is involved at each stage.
[ TIME + FRICTION LOGGING ]
Each step timed and scored for friction: manual re-entry, waiting on someone else, switching between five different tools to do one job.
[ SYSTEM + DATA INVENTORY ]
A record of every tool, spreadsheet and system your process touches, and where data has to move between them by hand.
[ BOTTLENECK IDENTIFICATION ]
The specific points where a process slows down, breaks, or depends entirely on one person's memory. These are usually where AI pays off fastest.
[ VISUAL PROCESS MAPS ]
The finished map handed back in a format your team can actually read and argue with, not a slide deck that gets filed and forgotten.
USE CASES.
[ WHERE IT PAYS FOR ITSELF ]
- USE/01
NOBODY HAS THE FULL PICTURE
The person who understands the whole process left, or it only ever existed in three people's heads. We reconstruct it and write it down.
- USE/02
A PROCESS TAKES TOO LONG
You know a workflow is slow but not exactly why. Mapping shows precisely which step is eating the hours.
- USE/03
BEFORE A SYSTEM PURCHASE
You are about to buy new software. Mapping the current process first stops you from automating a broken workflow and locking in the mess.
- USE/04
PREPARING FOR AN AUDIT
Workflow mapping is the input to our opportunity scoring and costed roadmap. It is the first deliverable in a fixed-price AI opportunity audit.
CASE STUDIES.
[ LIVE SYSTEMS / REAL-WORLD APPLICATION ]
RECONCILIATION AGENT
FINANCE OPERATIONS AGENT
Built after mapping the manual bank reconciliation process step by step: transactions checked one at a time against invoices, credits matched by eye, exceptions chased by memory. The mapped friction points became the agent's job description. It now reads live bank transactions, matches every credit against outstanding invoices, records payments and flags exceptions for human review.
TRIAGE AGENT
INBOX OPERATIONS
Mapping the morning inbox routine showed the same sorting decisions being made by hand every day, in the same order, on the same categories of email. That repeatable pattern became an agent that reads the inbox, separates signal from noise, and delivers a prioritised task list before the day starts.
[ FREQUENTLY ASKED ]
Q/01HOW LONG DOES WORKFLOW MAPPING TAKE?+
For a single core process, expect a few days of interviews and documentation. A full operational map across a small to medium New Zealand business typically runs one to two weeks, run as the first phase of the fixed-price AI opportunity audit.
Q/02DO WE NEED TO PREPARE ANYTHING BEFOREHAND?+
No. We come to you and interview the people doing the work directly. The less pre-packaged the answers, the more accurate the map. Access to whatever systems and spreadsheets the process touches helps but is not essential on day one.
Q/03IS THIS JUST PROCESS DOCUMENTATION, OR IS AI INVOLVED AT THIS STAGE?+
This stage is deliberately not about AI. We document how the work actually happens first. Where AI fits, and what it is worth, is the next stage: opportunity scoring, built directly on top of the map.
Q/04WHAT IF OUR PROCESSES ARE DIFFERENT FROM WHAT MANAGEMENT THINKS THEY ARE?+
That gap is normal, and it is usually where the biggest opportunities live. We map the process as it is actually run on the ground, then show you where it has drifted from the documented version and why.
[ START HERE ]
THE MAP COMES FIRST.
LET'S DRAW IT.
30 minutes, no pitch deck, no obligation. Tell us what's eating your team's time and we'll tell you straight whether AI is the answer, and roughly what it would take.
WHAT YOU GET
A straight answer on whether AI pays off in your business, and what it would take.
RESPONSE TIME
Within one working day