Streamline Your Day: Using Simple Process Mapping to Save Time and Get Closer to Your Ideal Schedule
We’ve all been there: staring at a to-do list that’s bursting at the seams, wondering how we’ll ever find the time or energy to get through it all. Whether in our professional or personal lives, it often feels like what we need to accomplish doesn’t line up with the resources we have to do it.
One way to be proactive is to elevate some of our processes for improvement. When you start looking at how you do something—not just what you do—it doesn’t take long to come up with ideas for improvement. This is where simple process mapping comes in.
What Is Simple Process Mapping?
Process mapping is a way to visually lay out the steps you take to complete a task. It helps you see bottlenecks, redundancies, and opportunities for improvement.
You don’t need fancy software—just:
Sticky notes
A sheet of paper
Or a basic computer tool (Word, PowerPoint, or free online diagram makers)
Basic elements of simple process mapping:
1. Document each step – Write down the actions you take, in order.
2. Gather details – Note how long each step takes and what triggers the next step.
3. Evaluate each step – Ask: Is this step necessary?
4. Think about the outcome – How much time do you want to spend? Which steps add real value?
5. Adjust for efficiency – Eliminate, rearrange, combine, or improve steps.
Where to start:
Look at high-priority processes to ensure they’re efficient.
Identify frustrating processes that take too much time for the value they produce
Work Example: Booking Meetings With Built-In Prep and Follow-Up
The challenge:
In my work life, I realized I was booking a single meeting to collaborate with someone else but neglecting the steps around it:
No time to prepare
No invitation for others to do prework
No follow-up time to execute or plan the next steps
The change:
Now I book a suite of time:
Prep meeting or block for myself
Main meeting with collaborators
Time to work on outcomes
Follow-up meeting(s) booked in advance, confirmed in the initial meeting
This keeps momentum going and ensures everyone is aligned.
Process Map – Old Way:
1. Book meeting
2. Attend meeting
3. Work on outcomes when time permits
4. Schedule follow-up later
Process Map – Improved Way:
1. Book prep time
2. Draft agenda, invite prework if needed
3. Host main meeting
4. Schedule follow-up in the meeting itself
5. Block time to complete post-meeting work
6. Confirm all next steps before ending
Personal Example: Making Thanksgiving Dinner Without Missing the Fun
The challenge:
Thanksgiving dinner at my place meant spending most of the day in the kitchen and very little time visiting with family. This was fine for a year or two, but not in the long run.
The change:
I rethought the process:
Cook over two days
Prepare detailed cooking/reheating instructions for each dish
Reduce the menu to essentials
Ask family to bring sides and drinks
Focus on turkey day-of; delegate dishes to someone else
Process Map – Old Way:
1. Cook everything on Thanksgiving Day
2. Manage multiple dishes at once
3. Host, cook, and clean during event
Process Map – Improved Way:
1. Cook most side dishes the day before
2. Write detailed reheating/making instructions
3. Assign sides/drinks to guests
4. Focus on turkey day-of
5. Enjoy visiting while someone else cleans
Another Process Mapping Tip: Fit Tasks to Time Available
From my mapping experience, I also learned to ask: How much time do I have for this? Then brainstorm how the task can fit into that time.
Sometimes I can adjust the scope to fit.
Other times I add more time.
The goal: avoid overdoing, and focus on what’s necessary now versus later.
Example:
If I have 30 minutes to prepare for a presentation:
I prioritize clarifying my key points
I leave visual polishing for another day if it’s not urgent
I avoid “nice to have” extras that don’t add value for this particular audience
1. Clarity – You see the whole picture instead of reacting to one step at a time.
2. Efficiency – You can eliminate waste, reduce bottlenecks, and combine tasks.
3. Proactivity – You can plan resources (time, people, tools) in advance.
4. Alignment – Your processes reflect your priorities, helping you move closer to your ideal use of time.
Apply Principles of Eliminate, Simplify, Rearrange or Combine
One effective way to improve any process—whether in the workplace or at home—is by applying the principles of eliminate, simplify, rearrange, or combine.
These four approaches invite you to step back and look at how work actually gets done, rather than how it should get done.
1) Ask what can be eliminated—redundant steps, outdated approvals, or unnecessary handoffs that add no value.
2) Look for ways to simplify—can a form be shorter, a task automated, or instructions clarified?
3) Consider how to rearrange steps so that work flows more logically and efficiently, reducing waiting or rework.
4) Explore opportunities to combine related tasks or roles to streamline effort and improve coordination.
Applying this mindset creates a foundation for continuous improvement—helping teams focus on what truly adds value while reducing frustration and wasted effort.
Four Practical Ways to Start Today
Pick one process that frustrates you and map it step by step.
Ask yourself, “If I could only keep half of these steps, which would I choose?”
Involve others who are part of the process—they often see missed efficiencies.
Test one improvement at a time and see how it impacts your time and energy.
Final Thoughts
When you take a closer look at how you do things, you’ll be surprised at how quickly you spot opportunities to save time and reduce stress. Process mapping isn’t about creating a perfect system—it’s about making steady improvements so your daily life reflects your priorities.
You don’t have to overhaul everything. Start with one process. Map it. Improve it. Test it. Repeat.
You might just find that your ideal day isn’t as far away as it seems.
