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AI Workflow Examples

How the map-understand-improve-build loop plays out across industries

Worked example

Healthcare: Patient Onboarding

Source Document

"Patient onboarding procedure document describing registration, insurance verification, medical history collection, and initial consultation scheduling..."

AI Prompt

"Map this patient onboarding procedure to the Blueprint: the segments involved (staff and patients), the main Job, a Solution per major phase with its steps, and the resources (forms, systems) staged under each step. Tag everything as-is."

Created Structure

Segments

Registration Clerks, Nurses (staff) · New Patients (linked to the job below)

Job: Patient Onboarding (stable goal)
Solution: Patient Registration

Steps: Collect demographics, Verify identity, Create patient record

Solution: Insurance Verification

Steps: Collect insurance card, Verify coverage, Document benefits

Solution: Medical History Collection

Steps: Distribute forms, Review history, Flag concerns

Resources Linked

Patient intake form, EHR system, Insurance portal, Medical history questionnaire

Outcome

Visual flow showing patient touchpoints, required resources at each step, who performs it, and handoff points between departments. Staff can see the complete journey and identify bottlenecks.

Worked example

Retail: Customer Returns Process

Source Document

"Returns policy and procedure manual covering in-store returns, online order returns, exchanges, and refund processing..."

AI Prompt

"Map this returns process to the Blueprint: a Job for the customer goal, Solutions for each stage with their steps, and the systems staff use staged under the steps. Include the staff teams and the customer segment."

Created Structure

Solutions Created

Return Request Initiation
Product Verification
Return Processing
Refund Completion

Resources Linked

POS System
Inventory Management
Customer Database
Returns Authorization Form
Worked example

Education: Course Curriculum Design

Source Document

"Course syllabus with learning objectives, module breakdown, assessment criteria, and student engagement activities..."

AI Prompt

"Map this syllabus to the Blueprint: a Job for the course goal, Solutions for delivery, assessment, and feedback with their steps, and the teaching resources staged under each step."

Created Structure

Job: Introduction to Data Science (Course Goal)
Solution: Module Delivery
  • Prepare lecture materials
  • Deliver content
  • Facilitate discussion
Solution: Student Assessment
  • Create assignment
  • Collect submissions
  • Grade and provide feedback
Solution: Feedback Loop
  • Collect student feedback
  • Analyze engagement
  • Adjust approach
Worked example

Software: API Integration Guide

Source Document

"API documentation covering authentication flows, endpoint specifications, rate limiting, error handling, and integration best practices..."

AI Prompt

"Map the developer's integration journey to the Blueprint: a 'Developers' segment, a Job for the integration goal, and Solutions for each phase from setup through production deployment, with steps for each."

Created Structure

Solution: Authentication Setup

Steps: Register application, Generate credentials, Implement OAuth flow

Solution: Data Retrieval Implementation

Steps: Configure endpoints, Handle pagination, Implement caching

Solution: Error Handling

Steps: Implement retry logic, Handle rate limits, Log errors

Solution: Production Deployment

Steps: Security review, Performance testing, Monitoring setup

Note: Technical documentation works alongside business processes. The same workflow transforms API docs into integration guides that developers can follow step-by-step.

Worked example

Manufacturing: Quality Control Process

Source Document

"Quality control procedure document covering inspection stages, defect classification, corrective actions, and compliance certification requirements..."

AI Prompt

"Map this QC procedure to the Blueprint: the inspector teams as segments, a Job for quality assurance, Solutions for each inspection stage with pass/fail decision points as steps, and the equipment and checklists staged under the steps that use them."

Created Structure

Inspection Solutions

Incoming Material Inspection
In-Process Quality Check
Final Product Inspection
Defect Handling
Certification & Release

Resources Linked

Measurement Equipment
Inspection Checklists
Defect Classification Guide
Compliance Documents
QMS Software
The payoff

From TO-BE Flow to Working Prototype

Source: a TO-BE Solution on the Blueprint

A designed TO-BE solution for "Order food for delivery" — four steps, each with its screens and systems staged in the Frontstage and Backstage lanes, tagged to-be.

AI Prompt

"Generate a clickable prototype of the TO-BE flow SO12 — one screen per frontstage step, using the staged resources as the screens, with the step descriptions as the interactions."

Outcome

Because the flow is precisely described — ordered steps, staged screens, the job statement as the goal — the assistant has a real specification to build from. Minutes later you have a clickable prototype to put in front of users, or the scaffold of the actual solution. The blueprint doubles as the spec.

Patterns

Effective Prompt Patterns

Patterns that cover the whole loop — mapping, understanding, improving, and building.

Structure Analysis

"Map this [document type] to the Blueprint — segments, jobs, solutions with steps, staged resources. Tag everything as-is."

Best for: Converting existing documentation into the AS-IS model

Interview Discovery

"From this interview, identify the few real jobs [person] is trying to get done — route tool complaints to solutions and quotes to research"

Best for: Understanding user needs from interviews or feedback

Process Decomposition

"Break down this process into solution steps with clear inputs and outputs for each step"

Best for: Detailed step-by-step workflow mapping

Resource Mapping

"What resources, tools, or artifacts are used at each step? Create resource entries and link them"

Best for: Identifying supporting materials and systems

Gap Analysis

"Review this workflow and identify missing steps, unclear handoffs, or undocumented resources"

Best for: Process improvement and documentation completeness

TO-BE Design

"Draft a TO-BE solution for [job] beside the current one — [goal, e.g. fewer handoffs]. Tag it to-be."

Best for: Designing improvements against the same job

Prototype Generation

"Generate a [prototype / POC / scaffold] from the TO-BE flow [token] — one screen per frontstage step, staged resources as the screens"

Best for: Turning a well-described flow into something clickable

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Related Documentation

AI Workflow Overview JTBD Fundamentals Connect AI Tools
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