Before we can improve how the firm operates, we need a clear picture of everything we do. This session captures every process, task, and activity across the business — without filtering or judging. The output is a mind map that becomes our master inventory: the source of truth for what gets documented, in what format, and in what order.
How to run the session
1
Set up the tool
Open Miro or Coggle in a browser. Create a central node: Knowledgebase.business — How We Work. One person drives; everyone contributes.
2
Create your main branches
Add a branch for each area of the firm (see suggestions below). These are starting points — reshape them as you go.
3
Brain dump — 20 minutes
Add every process, task, or activity you can think of. Use the prompt questions below. Do not filter. Quantity over quality at this stage.
4
Clean and consolidate
Remove duplicates. Split anything that is actually two processes. Flag gaps the group notices once everything is visible.
5
Label each process Type 1 or Type 2
Go through every item and tag it using the guide on the right. Some will be both — flag those as Type 1 + 2.
6
Export and share
Export as PDF or image. This becomes the master process inventory — nothing gets built until it is reviewed and agreed.
Suggested branches
Client & Matter Management — enquiries, file opening, conflict checks, closure
Conveyancing — contracts, searches, settlement, PEXA
Wills & Estates — instructions, drafting, probate, administration
Family Law — initial consult, parenting, property
Financial Management — billing, trust accounting, WIP, disbursements
Office & Administration — onboarding, correspondence, compliance, IT
Two types of process
Type 1
Procedure Recording
A screen capture with narration showing exactly how to complete a task in the system — what to click, what to enter, and why.
Ask: "Would I show someone this by recording my screen?"
Type 2
Process Flowchart
A visual map showing how work moves through the firm — roles, decisions, handoffs, and conditional paths.
Ask: "Does this involve more than one person or a decision point?"
Prompt questions for the brain dump
What do you do when a new client calls or emails?
What happens when a matter opens — and when it closes?
What do you do every Monday, or at end of month?
What would break if you weren't here this week?
What do you have to explain to every new team member?
What do you check before sending anything to a client?
What do you do that nobody else knows how to do?
Format
Whole team in a room or on a call. One person at the keyboard, everyone contributing.
Sequence
Brain dump → Tidy → Label → Export
Output
A complete process inventory, exported as PDF — ready for review before any build work begins.