Tool & System Inventory

Most businesses don't operate inside one clean system. Work is spread across tools, spreadsheets, emails, and manual steps.

This step captures that reality.

Step 1: List the Official Systems

Start with the systems leadership believes run the business.

For each, record:

Example: Salesforce – used by sales to track deals and contacts.

From end-user interviews, list what people say they use daily.

Pay attention to:

Simple example: Finance officially uses an ERP but tracks approvals in a shared Google Sheet.

Complex example: Customer data lives in the CRM, but support decisions rely on emails, Slack messages, and manual notes copied into tickets.

For each major task, write down:

This shows how data moves (or doesn't move).

Look for:

These are early signs of automation and AI opportunities.

For each system, note:

Focus on how it's used, not judging the tool itself.

For each system, confirm:

Unclear ownership is a risk and a bottleneck.

✅ Tool & System Inventory List with:

✅ Task-to-system mapping notes

✅ List of unofficial tools and workarounds

Next Step: With your systems mapped, you're ready to capture where work fails and gets redone.

Step 2: Identify the Tools People Actually Use

From end-user interviews, list what people say they use daily.

Pay attention to:

Spreadsheets

Shared folders

Email threads

Personal tracking systems

Notes apps or docs

Simple example: Finance officially uses an ERP but tracks approvals in a shared Google Sheet.

Complex example: Customer data lives in the CRM, but support decisions rely on emails, Slack messages, and manual notes copied into tickets.