Process audit — one page
Process name: ____________________ (a verb and a noun: “confirming WhatsApp orders”, “sending monthly statements”)
Audited by / with: ____________________ Date: __________
1. What triggers it?
A customer message · a date · a delivery · a sale · a request from the owner · other: ____________________
2. The steps, as actually done (not as they should be)
| # | Step | Who | Tool used | Minutes | Waits for |
|---|---|---|---|---|---|
| 1 | |||||
| 2 | |||||
| 3 | |||||
| 4 | |||||
| 5 | |||||
| 6 |
Total minutes per run: ______ Runs per week: ______ Hours per week: ______ (minutes × runs ÷ 60)
3. Where it breaks
- Most common error: ____________________ (how often? ______)
- What happens when the internet is off: ____________________
- What happens when the power is off: ____________________
- What happens when the usual person is away: ____________________
- Where the information gets retyped: ____________________
4. Exceptions (the cases that do not follow the steps)
- ____________________ — how often: ______ — who decides: ______
- ____________________ — how often: ______ — who decides: ______
- ____________________ — how often: ______ — who decides: ______
5. The data
- Where the inputs live today: heads · paper · phone · spreadsheet · system
- Where the outputs go: ____________________
- Personal data involved (names, numbers, IDs)? yes / no → POTRAZ data-controller licence checked? yes / no
6. The metric
One number that gets better if this process is automated: ____________________ Current value (count it for a week before deciding): ______
7. The simplest version
If we could only use free tools and a spreadsheet, the process would be: ____________________
8. Verdict
- Automate now — rules are clear, volume > 20/week, data exists
- Template first — write the SOP, run by hand 20 times
- Leave it — too rare, too much judgement, or the edge
Next: run the ROI calculator with the hours above.
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## Process audit — one page **Process name:** ____________________ (a verb and a noun: "confirming WhatsApp orders", "sending monthly statements") **Audited by / with:** ____________________ **Date:** __________ ### 1. What triggers it? A customer message · a date · a delivery · a sale · a request from the owner · other: ____________________ ### 2. The steps, as actually done (not as they should be) | # | Step | Who | Tool used | Minutes | Waits for | |---|---|---|---|---|---| | 1 | | | | | | | 2 | | | | | | | 3 | | | | | | | 4 | | | | | | | 5 | | | | | | | 6 | | | | | | **Total minutes per run:** ______ **Runs per week:** ______ **Hours per week:** ______ (minutes × runs ÷ 60) ### 3. Where it breaks - Most common error: ____________________ (how often? ______) - What happens when the internet is off: ____________________ - What happens when the power is off: ____________________ - What happens when the usual person is away: ____________________ - Where the information gets retyped: ____________________ ### 4. Exceptions (the cases that do not follow the steps) 1. ____________________ — how often: ______ — who decides: ______ 2. ____________________ — how often: ______ — who decides: ______ 3. ____________________ — how often: ______ — who decides: ______ ### 5. The data - Where the inputs live today: heads · paper · phone · spreadsheet · system - Where the outputs go: ____________________ - Personal data involved (names, numbers, IDs)? yes / no → POTRAZ data-controller licence checked? yes / no ### 6. The metric One number that gets better if this process is automated: ____________________ Current value (count it for a week before deciding): ______ ### 7. The simplest version If we could only use free tools and a spreadsheet, the process would be: ____________________ ### 8. Verdict - [ ] Automate now — rules are clear, volume > 20/week, data exists - [ ] Template first — write the SOP, run by hand 20 times - [ ] Leave it — too rare, too much judgement, or the edge **Next:** run the [ROI calculator](/tools/roi-calculator/) with the hours above.