Agentive Automations | A ten-minute starting exercise
Choose one recently completed or active job. Follow a single piece of information from the field to the office. Use redacted examples and keep customer details out of anything you share publicly.
Company: __________ Job reference: __________ Date: __________
Select one: site notes/photos / estimate preparation / change information / job status / invoice preparation / other: __________
Who creates the original information? __________
Who needs it next? __________
What must happen before the task is complete? __________
| Step | Person responsible | Tool or channel | Required information | Was anything missing or re-entered? |
| 1 | ||||
| 2 | ||||
| 3 | ||||
| 4 | ||||
| 5 |
? Photos or notes arrived without a useful job reference.
? Someone chased a missing detail.
? A message was copied into another system.
? A spreadsheet duplicated information already stored elsewhere.
? An approval waited without a clear owner.
? Office staff reconstructed what happened on site.
? Invoice preparation depended on finding information in several places.
Which problem appears on multiple jobs? __________
Who has the clearest view of that problem? __________
Monthly occurrences across the company: ______
Total active staff minutes per occurrence: ______
Monthly active hours = occurrences x active minutes / 60: ______
Optional loaded hourly cost and source: $______ / ______
Indicative capacity involved = hours x hourly cost: $______
Illustration only: 60 handoffs x 15 active minutes / 60 = 15 hours/month. Faster invoice preparation is a separate cycle-time measure. Do not label the invoice amount as new revenue or add the same time saving twice.
What information should be captured once at the source? __________
Which system should hold the official record? __________
Which decision needs human approval? __________
What would a useful first milestone change? __________
What would make the first attempt fail? __________
Baseline: __________ Target to validate: __________ Process owner: __________
Agentive Automations reviews up to three workflows through one owner interview, one staff interview and a written roadmap. Designed for contractors doing $2M+ annually. Request the current scope at https://agentiveautomations.com/contractor-workflow-diagnostic.
You can implement the roadmap with your own team or discuss ongoing building and optimization with us.