ChatGPT Prompt to Optimize Workflow with Process Mapping

What This Prompt Does

👉 Produces a step-by-step current-state map of your process with clear owners, inputs/outputs, and time cues.

👉 Diagnoses concrete inefficiencies for each step (bottlenecks, handoff issues, redundant approvals).

👉 Designs a prioritized, realistic optimized process with implementation class (Quick Win / Short Project / Strategy Change).

👉 Outputs a manager-ready Markdown table + executive summary + implementation checklist you can act on immediately.

Tips

👉 Be specific in the My workflow process field — list discrete steps in order (fewer than 20 steps).

👉 Add time estimates where possible (minutes/hours/days) — this improves diagnosis accuracy.

👉 If some steps share owners, note that to reveal overload issues.

👉 Use the produced email sentence to communicate changes — communicating early reduces resistance.

How To Use The Prompt

👉 Open ChatGPT and paste the full Prompt (the box above) into the chat.

👉 Replace the editable [INSERT …] fields with your real workflow information (or copy one of the example blocks and adapt).

👉 If you have supporting documents (SOP, checklist, or tool screenshots), paste a short summary or key lines in the chat — do not paste long files; instead summarize the crucial facts.

👉 Send the prompt. Review the returned Markdown table. If any assumptions are wrong, reply with corrected facts and ask the model to regenerate only the affected rows (you can copy-paste the table header and changed steps).

👉 Use the executive summary and implementation checklist to assign owners and set short deadlines for Quick Wins.