How to Design a Workflow You’ll Use

Your brain deserves a break from remembering everything.

“Good design is a lot like clear thinking made visual.” — Edward Tufte

You don’t need another system that sounds good but never makes it past the “pretty chart” phase.

A workflow is just a reliable way through something you already do. And when it’s designed well, it meets you where you are: real tools, real distractions, real energy.

Here’s how to build one you’ll actually want to use.

1. Start with a task that drains you

Pick something annoying. The kind of task that makes you sigh when you realize it’s time to do it again.

It could be:

• Sending invoices

• Posting event recaps

• Planning your week

• Following up with people you met at that one thing

  
  

This is where your next great workflow is hiding: in the task that shouldn’t be this hard anymore.

2. Write out what you already do

Describe your current process as honestly as you can, flaws and all.

• What’s the first thing you do?

• What happens next?

• Where do you switch tools or get distracted?

• What always gets skipped or delayed?

  
  

This gives you a real map of what actually happens.

3. Look for the rough spots

This is where most of the magic shows.

Ask:

• Where does it fall apart?

• What do I avoid or forget?

• What do I wish would just happen automatically?

  
  

You're looking for friction. That’s where your design brain gets to go to work.

4. Build a smoother version just for you

Now, rework the steps:

• Can you group or combine anything?

• Can you create a reminder, template, or checklist?

• Can a tool handle part of it for you?

  
  

Keep it short. A good workflow is lightweight and obvious.

If you’re working with others, build in a way to show progress.

5. Test it on a tired day

If your workflow only works when you’re rested, focused, and motivated, it’s not ready yet.

The best workflows:

• Reduce decision fatigue

• Let you pick up where you left off

• Make things easier, not more perfect

  
  

Try running it on a low-energy day and see what breaks. That’s where it still needs work, or where it needs a pause button.

Final Thought

Designing a workflow is kindness to your future self, your brain, and to the mission you’re trying to support without getting stuck.

The question isn’t “how should this be done?”

It’s:

“What would make this less draining to repeat?”

Let that question lead, and you’ll end up with something worth using again.