FREE RESOURCE / 10 WORKFLOWS
The Automation Opportunity Map.
Ten workflows mapped step by step: what starts each one, what it touches, the steps a system can take, what a person approves, and where it breaks.
Any job on a computer is made of tasks. A few of them need your judgment. Most of the hours go to the work between those decisions: gathering evidence, comparing versions, checking rules, finding exceptions and preparing the next action.
That in-between work is the opportunity. The systems our team builds connect the tools you already use, follow the rules you can write down, and use AI where something needs interpreting, like a messy email or an hour of footage. A person approves anything that matters.
Below are ten workflows mapped that way. Each one shows what starts it, what it touches, the steps a system can take, what you still decide, and where it breaks.
How to read each workflow: what starts it, what it touches, the steps a system can take, what a person still decides, and the exceptions to watch.
10 workflows, mapped.
You have 300 clips and need a month of content.
- Trigger
- A new batch of footage lands in a shared folder.
- Inputs and tools
- Footage folder or drive, transcription, your content calendar, a log of what has been posted.
What gets automated
- Transcribe and tag the footage.
- Find usable moments.
- Group them by topic.
- Assemble edit plans.
- Track which clips have already been used.
What you decide
You choose the stories and approve the edits.
Where it breaks
Poor audio that transcribes badly, moments that only work with context, and clips you may not have permission to use.
A client asks for “one small change.”
- Trigger
- A change request arrives by email, chat or a comment on a draft.
- Inputs and tools
- The message, the signed proposal or contract, your rate card, the project tracker.
What gets automated
- Compare their request against the signed scope.
- Identify added deliverables.
- Estimate extra work using your rates.
- Prepare a change-order draft.
What you decide
You approve the scope and price.
Where it breaks
Vague requests, scope that was agreed on a call and never written down, and fixes you already owe under the original scope.
Sales dropped. Which part broke?
- Trigger
- Sales fall below a threshold you set, or someone asks why.
- Inputs and tools
- Store analytics, ad platforms, inventory, discount codes, returns data.
What gets automated
- Compare traffic, conversion, stock availability, discounts, and returns.
- Locate where the change happened.
- Rank possible explanations.
- Prepare the next checks.
What you decide
You validate the explanation and decide what to change.
Where it breaks
Tracking changes that look like real drops, several causes at once, and normal seasonal dips.
Your client’s website changed overnight.
- Trigger
- A scheduled check finds a difference on the client’s site.
- Inputs and tools
- The client’s website, saved snapshots of earlier versions, ad accounts, landing pages.
What gets automated
- Compare it with the previous version.
- Identify changes to pricing, products, and claims.
- Flag outdated ads and landing pages.
- Prepare a revision list.
What you decide
You approve what gets updated.
Where it breaks
Page tests and rotating banners that look like changes, prices that vary by region, and changes the client already told you about.
A project is late before anyone admits it.
- Trigger
- A weekly check of the project plan, or a milestone date passing.
- Inputs and tools
- Project tool, timeline, email and chat threads, the approvals log.
What gets automated
- Compare promised milestones with completed work.
- Find blocked dependencies and unanswered approvals.
- Flag deadlines at risk.
- Draft a revised delivery plan.
What you decide
You decide the trade-offs and communicate the commitment.
Where it breaks
Tasks marked done that are not, work tracked outside the tool, and dependencies nobody wrote down.
A new lead fills in your form at 9pm.
- Trigger
- A form submission or an inbound enquiry email.
- Inputs and tools
- Your form, CRM, the lead’s website, your services list, your calendar.
What gets automated
- Check whether the lead is already in your CRM.
- Gather public details about their business.
- Match the request to the services you offer.
- Draft a first reply with a clear next step.
- Create or update the CRM record and set a follow-up reminder.
What you decide
You review the reply and decide whether, and how, to respond.
Where it breaks
Spam and vague submissions, existing clients using the form, and requests outside what you offer.
Invoices are overdue and nobody wants to chase them.
- Trigger
- An invoice passes its due date.
- Inputs and tools
- Accounting tool, payment records, email history, contracts and payment terms.
What gets automated
- List unpaid invoices by how overdue they are.
- Check for recent payments, disputes or open conversations.
- Choose the right reminder for each stage.
- Draft the reminder emails.
- Flag accounts that need a personal call.
What you decide
You approve which reminders go out and handle any dispute yourself.
Where it breaks
Partial payments, invoices under dispute, and clients on an agreed payment plan.
The inbox is full and the important emails are buried.
- Trigger
- New email arrives.
- Inputs and tools
- Inbox, CRM, project tool, calendar.
What gets automated
- Sort messages by sender and intent.
- Link each one to its client or project.
- Pull out requests, deadlines and attachments.
- Draft replies to routine questions.
- Put a short summary of what needs you at the top.
What you decide
You set the priorities and send anything that commits you to something.
Where it breaks
New senders, emails that bundle several requests, and anything sensitive, legal or personal.
Every Monday someone spends the morning building the weekly report.
- Trigger
- A schedule, such as early Monday morning.
- Inputs and tools
- Ad platforms, store or web analytics, spreadsheets, the project tool, your report template.
What gets automated
- Pull the week’s numbers from each source.
- Compare them with last week and with targets.
- Flag movements beyond the thresholds you set.
- Draft a short written summary.
- Assemble the report in your usual template.
What you decide
You check the numbers, add the context and decide what goes to the client.
Where it breaks
Tracking gaps, a source that fails to sync, and metrics whose definition changed.
A new client signs and onboarding takes a week of back and forth.
- Trigger
- A signed contract or a paid first invoice.
- Inputs and tools
- The contract, CRM, project tool, shared drive, email.
What gets automated
- Read the signed scope and key dates.
- Create the project, folders and task list from your template.
- Prepare the welcome email and access requests.
- Build the onboarding checklist and kickoff agenda.
- Track what the client has sent and what is still missing.
What you decide
You approve the plan, the welcome message and the kickoff date.
Where it breaks
Custom contract terms, access the client cannot find, and scope that differs from your template.