VDS Velocity Digital Systems · Pretoria, South Africa

Help us understand how your work gets done.

A workflow is simply the steps people follow to complete a task—from what starts it, through the decisions and handovers, to the final result. It does not need to be polished. A clear description in your own words is enough to start a useful conversation.

What to include

Tell us what happens in practice, including the small steps and snags that are easy to miss.

1. Name the workflow

For example: handling a new enquiry, booking a job, preparing a quote, ordering stock, or following up after a sale.

2. Explain the start and finish

What event starts the process? What does “done” look like, and who needs the result?

3. List the steps in order

For each step, say what is done, which role does it, what information is needed, and what is produced or passed on.

4. Show decisions and handovers

Describe choices such as “if approved, do this; if not, do that,” and when work moves between people or teams.

5. Mention tools and rules

Name the kinds of tools used (such as email, paper, spreadsheets, or existing software) and any important business rules or deadlines.

6. Tell us where it gets difficult

Point out delays, repeated data entry, missed follow-ups, common exceptions, and what you would most like to improve.

Copy-and-fill template

Short answers are welcome. Use role names such as “office administrator” or “technician”; personal names are not needed.

Business type (optional):
Workflow name:
What starts it:
What the completed result looks like:

Steps (in order):
1. Role — action — information needed — result/next person
2. Role — action — information needed — result/next person
3. ...

Decisions or different paths:
Common exceptions or urgent cases:
Tools currently used:
Important rules, approvals, or deadlines:
What takes the most time or causes problems:
What would a better process help you achieve?
Approximate frequency (optional):

A simple example

Booking a service: A customer asks for a service by phone or email. An office administrator records the request and checks availability. If a suitable slot is available, the administrator sends a proposed time and quote. The customer accepts or asks for a change. Once accepted, the booking is confirmed and the technician receives the job details. If no slot is available, the administrator contacts the customer to agree another time. Common difficulties are missing information and late changes.

Keep your information safe

Please describe the process without sending real records. Use made-up examples or remove identifying details before sharing anything.

Do not include passwords, login links, API keys, or security codes.
Do not include customer, employee, supplier, or other person’s names, contact details, ID numbers, account details, or private messages.
Do not attach confidential contracts, financial records, or unredacted screenshots.
If a document or diagram would help, first ask VDS how to share it safely and only send material you are authorised to share.

What happens next?

VDS can review your description, ask follow-up questions, and discuss whether the workflow could inform the product’s direction. Sharing an example does not commit your business to using a product or mean that a feature is already available.