Goal: Build a map that reflects reality, not hope. Then your estimates, tests, and selectors actually hold.
Scope in one sentence
Start with: When X happens, we do Y across systems A/B/C and declare success when Z. If you can’t fit it in one sentence, scope is foggy.
AS‑IS first, then TO‑BE
Document the current flow, warts included. Mark every decision, exception, and rework. Only then sketch the TO‑BE that automation enables, keep in mind that most of the time TO-BE will be exactly the same as AS-IS and its totally OK to communicate it that way, no need for double diagrams.
Tiny example
| Step | System | Input | Output/Note |
|---|---|---|---|
| 1. Intake email | Outlook | New request | Log to tracker |
| 2. Validate data | Tracker | Form fields | Missing doc? -> send back |
| 3. Update CRM | CRM UI | Validated fields | Create/Update record |
| 4. Notify | Status | Template + attachment |
Methods
To make sure I catch everything in the first meeting, I ask for a quick video call and record it (with consent). That’s normal practice. During the call I also run Steps Recorder on Windows. It captures every click with a screenshot and notes the keystrokes, which helps a lot. People often forget to say they used a shortcut to open a window or trigger an action. If I’m busy taking notes, I can miss that, Steps Recorder doesn’t.
Another reason I use it: second monitors. Folks share one display while something important happens on the other. Full-desktop share plus Steps Recorder keeps me honest. And when I’m writing the PDD, it’s much easier to lift clean screenshots from the Steps Recorder file than to scrub through video.
After the call I build the one-page AS-IS map and the decision table, and keep a short list of “unknowns” to close in the follow-up. That’s it,simple, real, nothing fancy.
Decision table (sample)
| Condition | Then |
|---|---|
| Missing attachment | Return to sender with checklist |
| Duplicate ID | Close as duplicate + link case |
| High value | Escalate to supervisor |
Review with people who live it
- Run a 30‑min ‘truth vs hope’ review with SMEs.
- Ask for the ugly detours, that’s what breaks bots.
- Collect 10 real inputs, incl. 3 edge cases.
Minimal artifacts to keep
- One‑page map
- Decision table
- Exception list
👉 Want the full templates, scorecards, and step‑by‑step playbooks? They’re in my upcoming book Digital Automation Guide and the companion course. Join the waitlist.
