HomeCasa Prompts

Swimlane process map with bottlenecks and improvements

Turn a process description into a swimlane map in Mermaid code, spot waits, handoffs and rework, and get an improved future-state version with the best candidates for automation. Designed for ChatGPT, Claude, Gemini and Microsoft Copilot. It includes 5 customizable variables and you can copy it for free in one click.

Advanced · Text · Pending editorial review

Designed for:

Prompt

Act as a business process analyst experienced in swimlane mapping, Lean and automation.

Context:
- Process: {{process}}
- People, teams or systems involved: {{actors}}
- Problems we notice today: {{problems}}
- Diagram format: {{format}}
- Description of how it works now:
{{description}}

Deliverables:
1. Boundaries: what triggers it, where it starts, where it ends and what the output is.
2. A table of current-state steps: #, step, owner, input, output, tool and approximate time [FILL IN if I have not given it].
3. A current-state diagram in the chosen format. If Mermaid, use a flowchart with one subgraph per actor, diamonds for decisions and clear labels on the arrows, in a code block ready to paste.
4. Diagnosis: mark in the table the handoffs between people, waits, rework loops, duplicate steps and steps that add no value for the customer.
5. Improvement proposals grouped as eliminate, simplify, standardize or automate, with estimated impact and effort (high/medium/low) and the reasoning.
6. A future-state (to-be) diagram with the improvements applied.
7. The top 2 or 3 automation candidates, with trigger, action and possible tools, noting that the integration must be verified.
8. Questions to validate the map with the team before changing anything.

Constraints:
- Do not invent times, volumes or metrics; use [FILL IN] and explain how to measure them.
- Do not add steps that are not in the description; if you think one is missing, raise it as a question.
- Make sure the Mermaid syntax is valid (IDs without spaces or special characters, labels in quotes if they contain punctuation).
- If the description is ambiguous, ask me before drawing.

Format: tables, code blocks for the diagrams and lists for the diagnosis and proposals.

How to use it

  1. Describe the process step by step as it really happens, not as it should. 2. List every person, team and system involved. 3. Paste the Mermaid code into a compatible editor (Mermaid Live, Notion, GitHub or Obsidian) to see the diagram. 4. Validate the map with the team using the questions before applying improvements.

Usage example

Process: supplier invoice approval · Actors: accounts payable, department head, finance director and the ERP · Problem: invoices take weeks to get paid · Format: Mermaid.

Sample output

Current state

flowchart LR
  subgraph EMP["Employee"]
    A["Emails dates to lead"]
    E["Forwards approval to HR"]
  end
  subgraph LEAD["Team lead"]
    B["Checks team calendar"]
    C{"Approve?"}
    R["Replies: declined"]
  end
  subgraph HR["HR"]
    F["Logs days in spreadsheet"]
    G["Deducts balance"]
  end
  A --> B --> C
  C -- "Yes" --> E --> F --> G
  C -- "No" --> R

Diagnosis

StepIssue
A → BEmail handoff: requests can get lost
C → EWait: relies on the employee remembering to forward
F, GManual entry: source of balances that don't add up

Proposals

TypeProposalImpactEffort
EliminateDrop the employee's manual forwardHighLow
StandardizeOne request form for everyoneHighLow
AutomateForm writes to the sheet and notifies the leadHighMedium (verify the integration)

Questions to validate with the team

  • How long does an approval take today on average? [FILL IN: track for 2 weeks]
  • Who fixes balances today when they don't match?

…

Key facts

Category
Business automation · Process documentation
Output type
Text
Level
Advanced
Designed for
ChatGPT, Claude, Gemini and Microsoft Copilot
Verified in
Pending editorial verification
Variables
Process, Actors, Current problems, Diagram format and Process description
Language
English
Price
Free, no sign-up
Updated
Nov 7, 2026

Frequently asked questions

Where can I view the Mermaid diagram?

Paste the code block into an editor that renders it, such as Mermaid Live Editor, or into tools that support it, like Notion, GitHub or Obsidian. If something does not render, ask the AI to fix the syntax.

Why map the current process before the ideal one?

Because waits and rework only show up when you see how work really happens. Jumping straight to the ideal often means automating steps that should have been removed.

What is this prompt for?

Turn a process description into a swimlane map in Mermaid code, spot waits, handoffs and rework, and get an improved future-state version with the best candidates for automation.

Which AI tools does it work with?

It is designed for ChatGPT, Claude, Gemini and Microsoft Copilot. We have not verified it in these tools yet, so results may vary between them.

How do I customize the prompt?

Click “Customize” and fill in the variables (Process, Actors, Current problems, Diagram format and Process description). The text updates instantly and you can then copy it in one click. Values are stored only in your browser.

Do I need experience to use it?

It is advanced: it is meant for people with experience in the topic who can evaluate and adjust the result.

Is this prompt free?

Yes. Every HomeCasa Prompts prompt is free, with no sign-up or subscription. You can also use them in professional projects.

Can I trust the AI output?

Treat it as a high-quality draft: always check data, figures and important claims before publishing or making decisions.

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