The Dumpster Fire: Automation without Documentation

I get it—automation is exciting. The idea of setting up workflows that magically take care of things for you is tempting. But let me tell you, if you skip the step of defining and documenting your processes first, you’re setting yourself up for a world of frustration. I’ve built plenty of workflows in HubSpot, Klaviyo, and other platforms, and I’ve learned the hard way that if you don’t have a solid foundation, automation can actually make things worse instead of better.

Why Defining and Documenting Processes Matters

Think of automation like a copy machine. If you feed it a clean, well-organized document, it’s going to give you crisp, perfect copies. But if you put in a messy, error-filled original, all you’re going to get is a hundred copies of the same mess. Automation works the same way—it only enhances what’s already there. If your processes are unclear, inefficient, or inconsistent, automation will just magnify those problems.

When you take the time to define and document your workflows, everyone knows exactly what needs to happen, who’s responsible, and what the expected results should be. It also makes fixing issues and optimizing workflows way easier down the line.

What Happens When You Skip Documentation?

I’ve seen businesses rush into automation without proper documentation, and it almost always leads to chaos. Here’s what can go wrong:

• Confusion and miscommunication – People don’t know their roles, and tasks fall through the cracks.
• Inconsistent results – Without a clear process, every person does things their own way, leading to unpredictable outcomes.
• Automation gone wrong – If you automate a broken process, it doesn’t fix the problem—it just makes it happen faster and more often.
• Harder onboarding and scaling – When you hire new team members, there’s no clear guide to follow, making training a headache.

Challenges in Documenting Processes

I won’t lie—documenting workflows isn’t always easy. People resist change, and sometimes you don’t even realize how much of your process is based on “this is just how we’ve always done it.” A few common roadblocks include:

• Getting buy-in – Team members might be reluctant to spend time documenting tasks they already know by heart.
• Missing key details – Small but crucial steps often get overlooked, which can cause big problems later.
• Overcomplicating things – You need enough detail to be useful, but not so much that it becomes overwhelming.

How to Define and Document a Workflow Before Automating

Here’s the step-by-step approach I use to make sure workflows are airtight before automating:

1. Start with the goal – What’s the purpose of this workflow? What problem is it solving?

2. List every step – Write out every single action in the process, from start to finish. I like using flowcharts for this.

3. Assign responsibilities – Who owns each step? Who needs to be involved at each stage?

4. Define inputs and outputs – What triggers each step? What should the outcome be?

5. Map out decision points – Are there approvals, conditions, or forks in the process?

6. Test it manually first – Before automating, walk through the process manually to catch any missing steps.

7. Refine and optimize – Look for inefficiencies and remove unnecessary steps before automating.

What to Document for Each Task

For every task in the process, make sure you capture:

• Task name – What’s being done?
• Description – A quick summary of the task.
• Person responsible – Who owns it?
• Input needed – What kicks off this step?
• Expected outcome – What should happen when it’s done?
• Tools used – Any platforms or software involved.
• Decision points – Are there different paths depending on the situation?

Tips to Make Documentation Easier

Through trial and error, I’ve found a few ways to make documentation less of a headache:

• Keep it simple – Don’t overcomplicate things. Use clear, straightforward language.
• Get input from the right people – The people actually doing the work know it best, so involve them.
• Use visuals – Flowcharts and process maps can be much easier to understand than long text documents.
• Store it somewhere accessible – Make sure documentation is easy to find, whether that’s in a shared drive, Notion, or a project management tool.
• Iterate and improve – No process is perfect from the start. Be open to making updates as you learn more.

Final Thoughts

If you’ve been automating without properly documenting your processes, don’t worry—it’s never too late to fix it. Take a step back, map things out, and make sure your workflows are actually helping, not hurting. I promise, investing the time upfront will save you a ton of headaches later.

So, what’s one workflow in your business that could use a little cleanup?