Workspace template · Companion to inevi.io/diagnostic

The Workflow Mapping Diagnostic

Ten questions, five minutes, a real read on where your operational drag is highest. You took the quiz; now run the same lens on your actual workflows.

How to use this template

Pick one workflow that matters — intake, onboarding, fulfillment, reporting, whichever feels heaviest.
Fill in the Workflow mapping canvas below. One row per step.
Answer the 10 questions in the Scoring rubric for that workflow.
Read What your score means to find your band.
The Pillar-fit map tells you which kind of system replaces the drag.
Hit Download PDF at the bottom for a snapshot.

Workflow mapping canvas

For the workflow you picked, fill one row per step.

📝 What goes in each column:

Step — One action. Short verb phrase. "New lead books a call."
System / Tool — Where the step happens. Name the exact tool, flag manual vs automated.
Handoff to — Who/what gets the work next, and how. "Founder via Slack DM."
Cycle time — How long this one step takes today.
Failure mode — What breaks, gets lost, or goes wrong — and how often.

Step	System / Tool	Handoff to	Cycle time	Failure mode

Scoring rubric — the 10 questions

📝 Already answered these? If you arrived from inevi.io/diagnostic, you've already scored these for your whole business. Re-running them here is intentional — for the specific workflow you mapped above, which may score differently. Skip ahead to the decision tree if you're confident, or fill it fresh for a teammate.

Question 1 / 10

How well-documented is your most important workflow today?

Mapped end-to-end in one place0 ptsPartially mapped, mostly in someone's head3 ptsLives across tools + tribal knowledge7 ptsWe can't draw it on one page10 pts

Question 2 / 10

How much of the day-to-day work happens manually?

Mostly automated, manual exceptions only0 ptsHybrid: automated for some steps, manual for others3 ptsMostly manual with a few automations7 ptsAlmost entirely manual10 pts

Question 3 / 10

How often does work wait on a specific person to act?

Rarely; clear handoffs and accountability0 ptsSometimes, especially around reporting3 ptsOften; every department has a bottleneck7 ptsConstantly; leadership is the bottleneck10 pts

Question 4 / 10

How many places does the same customer / deal / project record live?

One source of truth0 ptsTwo systems that mostly sync3 pts3–4 systems, manually reconciled7 pts5+ places: spreadsheets, email, multiple tools10 pts

Question 5 / 10

Roughly how many hours/week does your team spend on admin + coordination (not the work itself)?

Under 10 hours total0 pts10–25 hours3 pts25–50 hours7 pts50+ hours10 pts

Question 6 / 10

How often do errors from manual handoffs reach a client or cause rework?

Almost never; strong process controls0 ptsOccasional; caught internally3 ptsRegularly; clients have noticed7 ptsWeekly or more; material business cost10 pts

Question 7 / 10

How many SaaS tools does your team rely on to run day-to-day operations?

1–3 tools, all connected0 pts4–6 tools, partially connected3 pts7–10 tools, mostly disconnected7 pts10+ tools, fragmented stack10 pts

Question 8 / 10

How often does leadership get pulled in to manually ask where things stand?

Rarely; dashboards and clear ownership0 ptsWeekly check-ins are enough3 ptsMultiple times a day across departments7 ptsConstantly; I'm the integration between my teams10 pts

Question 9 / 10

If your volume doubled tomorrow, what would break first?

Nothing critical; we'd scale cleanly0 ptsWe'd need 1–2 more hires, but the system holds3 ptsSeveral processes would collapse without big hiring7 ptsMost of the operation would break; we'd halt growth10 pts

Question 10 / 10

Have you put a dollar number on what these bottlenecks cost you per year?

Yes, and it's manageable for our stage0 ptsYes, and it's significant ($50k–$200k/yr)3 ptsYes, and it's painful ($200k–$1M/yr)7 ptsNo, and that's part of the problem10 pts

What your score means

0–39 · low

Low operational drag

Your systems are holding. Most pain isn't yours yet. Open the workflow-mapping template, reassess in 6 months.

40–69 · mid

Real bottlenecks, fixable internally

You have specific pain, but it's contained. A focused fix or a good freelancer can probably handle the next move.

70–100 · high

High operational drag

The pain is structural. You don't have a software problem — you have too much software, none of it fits how you actually work, and the gaps are being filled by people.

Pillar-fit map

Your highest-scoring questions tell you which kind of system replaces the drag.

Highest scores on…	Pillar	What that looks like
Q4 · Q7	Custom Operating System	Consolidates 3–10 tools into one platform.
Q2 · Q3	Agentic Workflow Automation	Multi-step flows that reason and route, not move-on-rails.
Q3 · Q8	AI Employees	SOP-driven role end-to-end. RAG-grounded, human-in-the-loop.
Q5 · Q6 · Q10	Dashboards & Reporting	Real-time insights on top of everything above.
Q9	All four, sequenced	Designed for the volume you're growing into, not the one you're at.

Decision tree — what to do next

0–39? Save this page. Re-run the diagnostic in 6 months.40–69 with one or two big spikes (a couple of 10s)? Hire a freelancer or use internal capacity to fix the heaviest workflow.40–69 across the board (mostly 3s and 7s)? You're at the threshold. Re-map in 90 days.70–100? Talk to us about your bottleneck: cal.com/inevi-solutions.Not sure what you scored? Email team@inevisolutions.com with your filled canvas.

Anything else?

About Inevi Solutions

A Montreal-based studio building custom operating systems and AI-powered workflows for companies whose growth is capped by fragmented tools and manual admin work.

Only 5 active engagements at a time.
90-day delivery guarantee.
Fixed-price, no T&M.
The Inevitable Framework — Current State Assessment → Solution Design → Training & Support.

Talk to us about your bottleneck