Source: [Original HTML page](https://stolenorbit.com/en/templates/process-inventory/)

Language: English

FREE TEMPLATE · FILL IN, DOWNLOAD, REUSE

# Business process inventory

Make work across people, inboxes and systems visible. Complete one worksheet per process with the people doing the work, using recent cases rather than an ideal procedure.

[By Stolen Orbit](https://stolenorbit.com/en/about/) Revision 2026-09-24

## When to use it and what to produce

[Source for this section](https://stolenorbit.com/en/templates/process-inventory/#template-purpose)

Before choosing software or requesting a proposal, when nobody has a complete account of the steps, handoffs and exceptions.

A verifiable process map with a beginning, an end, an accountable owner and a baseline. Attach it to your project brief.

Fill in the fields below and download your document. The website does not send or save answers: closing the page may lose them. Examples are illustrative and should be replaced with your process data.

[Download the complete blank template (.md)](https://stolenorbit.com/downloads/process-inventory-en.md)

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## 1\. Set the boundaries

[Source for this section](https://stolenorbit.com/en/templates/process-inventory/#boundaries)

Choose a concrete outcome. Avoid broad labels such as “administration”: separate activities with different starting events, data and responsibilities.

**See a worked example**

Illustrative example: incoming quotation request → complete draft in the CRM. A salesperson approves the draft; negotiation and sending are outside this process.

**Starting event and completed outcome**

Describe what initiates the work and what evidence confirms that it is complete.

**Owner and contributors**

List roles, a backup owner and who resolves disagreements between departments.

**Included and excluded cases**

Separate the standard path, urgent requests and cases requiring specialist judgement.

## 2\. Trace actual work

[Source for this section](https://stolenorbit.com/en/templates/process-inventory/#current-flow)

Follow recent cases from the first request to completion. Distinguish handling time, waiting time and steps that require copying information.

**See a worked example**

Illustrative example: of 30 requests observed over two weeks, 8 need clarification. Preparing a draft takes 12 minutes; waiting for the customer can take days.

**Steps, systems and handoffs**

For each step record who acts, which system they use and what they pass on.

**Observed volume and time**

Record the period, case count and measurement method; distinguish estimates from measured observations.

**Exceptions and rework**

Capture missing information, duplicates and reasons a case returns to an earlier step.

## 3\. Pick the next improvement

[Source for this section](https://stolenorbit.com/en/templates/process-inventory/#next-step)

Compare the bottleneck with the desired outcome. A shared rule or a better intake form may resolve the problem before AI is needed.

**See a worked example**

Illustrative example: trial field extraction into CRM drafts only. Compare completeness and review minutes before considering additional teams or external actions.

**Priority problem and its consequence**

Connect the difficult step to an observable delay, error or repeated task.

**Smallest useful intervention**

Describe a limited change, the data it needs and the work a person will retain.

**Review owner and measure**

Specify who checks the result, when they check it and which comparison they use.

## Pitfalls to avoid

[Source for this section](https://stolenorbit.com/en/templates/process-inventory/#template-pitfalls)

-   Treating elapsed time as hours of labour.
-   Mapping only the standard path and discovering exceptions after launch.
-   Automating a step without assigning an owner to the final outcome.

[Decide where AI is useful before committing to implementation.](https://stolenorbit.com/en/services/ai-opportunity-assessment/)

[Move from the first enquiry to a complete client handover.](https://stolenorbit.com/en/resources/professional-services-workflow-automation/)

[AI agent or workflow: start with the decisions the job requires.](https://stolenorbit.com/en/resources/ai-agents-or-workflows/)

[A useful AI brief describes the work to improve and the tests to pass.](https://stolenorbit.com/en/resources/ai-project-vendor-brief/)

[All templates and tools](https://stolenorbit.com/en/tools/)

[All guides](https://stolenorbit.com/en/resources/)

## Take the next step together.

Use this document to start a discussion about scope, evaluation and project ownership.

Review the text before sending. Only your email is needed alongside the message; other details are optional.

[Contact us](/en/contact/)

## Turn the question into a next step.

-   [How to introduce AI](https://stolenorbit.com/en/resources/how-to-introduce-ai-in-your-business/)
-   [Automation assessment](https://stolenorbit.com/en/automation-assessment/)
-   [AI project vendor brief](https://stolenorbit.com/en/resources/ai-project-vendor-brief/)