Phase 1 · Discovery · Template
Workflow Audit.
Granular step-by-step map of a target workflow. Used in Weeks 1–3 of a Lighthouse Sprint to expose where time, judgment, and handoffs actually live. Captures who, what, where, how long, and what breaks — at a resolution engineers can act on.
Paired with the Baseline Metrics workbook and the Stakeholder Interview Guide. Output feeds the Redesign Blueprint.
Faithful mirror
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lighthouse-workflow-audit.xlsx. For filling in a live engagement, open the XLSX file.
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Workbook overview
This workbook contains 3 sheets. Each sheet below is rendered as a read-only table — for filling in a live engagement, open the XLSX version.
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Sheet · Workflow Audit
| UMBRA STUDIO — WORKFLOW AUDIT | |||||||||||||||
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| Lighthouse Sprint · Stage 1: Discovery · Map every step, time it, cost it, score it. | |||||||||||||||
| Client: | [Client Name] | Sprint Lead: | [Name] | Date: | [YYYY-MM-DD] | ||||||||||
| Step # | Step Name | Actor / Role | System / Tool | Input | Output | Decision Point? | Active Time (min) | Wait Time (min) | Total Time (min) | Frequency (per week) | Cost / Step ($) | Error Rate (%) | Bottleneck Score (1-5) | Agent Candidate? | Notes |
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| SUMMARY | |||||||||||||||
| Total Steps Mapped | -25 | ||||||||||||||
| Total Active Time (min) | 0 | ||||||||||||||
| Total Wait Time (min) | 0 | ||||||||||||||
| Total Cycle Time (min) | 0 | ||||||||||||||
| Avg Error Rate (%) | |||||||||||||||
| Total Weekly Cost ($) | 0 | ||||||||||||||
| Decision Points | 0 | ||||||||||||||
| Agent Candidates | 0 | ||||||||||||||
| High Bottleneck Steps (4-5) | 0 |
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Sheet · Bottleneck Scoring Guide
| BOTTLENECK SCORING MATRIX | |||
|---|---|---|---|
| Score each workflow step from 1 (low) to 5 (critical). Score = average of three dimensions. | |||
| Score | Frequency Impact | Cost Impact | Automation Amenability |
| 1 | Occurs < 1x/week | < $50/occurrence | Requires deep human judgment, creativity, or relationship |
| 2 | 1-5x/week | $50-200/occurrence | Partially automatable but needs significant human input |
| 3 | 5-20x/week | $200-500/occurrence | 50/50 — some parts automatable, some require human oversight |
| 4 | 20-50x/week | $500-2000/occurrence | Mostly automatable with human approval at key checkpoints |
| 5 | > 50x/week | > $2000/occurrence | Fully automatable — rule-based, data-driven, no ambiguity |
| HOW TO USE | |||
| 1. For each workflow step, score it 1-5 on each dimension (Frequency, Cost, Automation Amenability). | |||
| 2. Average the three scores. That's the Bottleneck Score for column N on the Workflow Audit. | |||
| 3. Steps scoring 4-5 are your primary redesign targets — these are where agents will have the most impact. | |||
| 4. Steps scoring 1-2 are likely 'Human Only' in the Redesign Blueprint — don't force automation. | |||
| 5. Steps scoring 3 are judgment calls. Use stakeholder interviews to break ties. |
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Sheet · Stopwatch Log
| STOPWATCH LOG — Raw Timing Data | |||||||||
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| Record each observation separately. Multiple runs per step. Transfer averages to the Workflow Audit. | |||||||||
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