# Workflow and loop worksheet

From the Dryvn resource library: https://www.dryvn.ca/resources/ai-systems-workflows-and-loops

## Instructions

Pick one recurring piece of work that moves between people or tools. Fill in the nine fields with what happens today, not what you wish happened. A blank field is a finding, not a failure. The two fields most often left blank are Exception and Evidence of completion, and those are the two that turn a workflow into a loop that can actually close. Keep one worksheet per piece of work.

## Blank template

| Field | Your answer |
| --- | --- |
| Piece of work | |
| Event (what starts it) | |
| Intended outcome (what must be true to call it finished) | |
| Owner (one named person) | |
| Information (what the step needs, and where it comes from) | |
| Action (what is done, by a person, software or a model) | |
| Approval (which decisions need a person's yes, and whose) | |
| Response (what is checked after the action, and when) | |
| Exception (what happens when the check fails or the case is unusual) | |
| Evidence of completion (what proves the outcome, not the action) | |
| Stop condition (when the loop is allowed to end) | |

## Fictional example (illustrative only)

This example describes a made-up flooring installer. It is not a customer, a benchmark or a recommendation for your timing.

| Field | Example answer |
| --- | --- |
| Piece of work | Estimate follow-up |
| Event | An estimate is sent to a customer |
| Intended outcome | The customer approves, declines, or asks a question that gets answered |
| Owner | The owner (Sam) |
| Information | Estimate number and version, customer contact, date sent, reply status from the shared inbox |
| Action | Schedule a check-in for four working days after sending; send it if there is no reply |
| Approval | Any change to price or scope needs Sam's yes before it goes out |
| Response | On the check-in date, look for a reply in the inbox or a status change on the estimate |
| Exception | Customer asks about a payment plan, or replies with a new question: route to Sam the same day |
| Evidence of completion | A recorded reply from the customer: approved, declined, or question answered |
| Stop condition | Reply received, decline, request not to be contacted, or a newer estimate version replaces this one; otherwise, after the second check-in, the estimate goes on Sam's Friday review list |