The Manual Task is the most common step type in WorkflowMaps. Around 80% of steps in most workflows will be manual tasks. Use it whenever a person does something: sending an email, reviewing a document, making a phone call, entering data, writing copy, or anything else performed by a human being.
FIELDS
Title
Name the step using Verb + Noun. The verb tells you what action is happening. The noun tells you what it is happening to.
Good examples:
- Send Contract to Client
- Review New Application
- Update CRM Record
- Schedule Onboarding Call
- Write Weekly Report
Avoid naming steps with just a noun ("Contract", "CRM", "Report"). A noun alone tells you nothing about what is actually happening at this step.
Action Type
Categorise the action. The options are:
- Create / Build: producing something new (a document, a design, a plan)
- Communicate: sending messages, making calls, writing emails
- Data Entry / Update: inputting or editing information in a system
- Research / Investigate: finding information, reviewing, analysing
- Other: anything that does not fit the above
This helps FixFlow understand the nature of the task and categorise it in reports.
Who Does It
Assign the person or role responsible. You can type a name and add them to the People system inline if they do not already exist. Using roles (e.g. "VA", "Business Owner", "Designer") rather than names is recommended for larger organisations where the position matters more than the individual.
What Specifically Do They Do
A short description of exactly what the action involves. This is where hidden complexity often surfaces. A step titled "Review Application" might involve five sub-actions: reading the application, cross-referencing a spreadsheet, checking two criteria, making a decision, and updating a record. If those sub-actions are significant, they may deserve their own steps.
Tools
The software or systems used at this step. Search the library or type to add a custom tool. See the "Tools" article for more detail.
External Resource Link
A link to an SOP, training video, Loom recording, Google Doc, or any reference material that explains how to do this step in more detail. Adding links here turns your workflow map into a genuine operational reference document. Team members can open the map and find the instructions for each step without asking anyone.
Time
How long this step typically takes. Enter in minutes, hours, or days. Add time after you have mapped the full workflow, not during the mapping process.
Cost
The cost rate for this step. Set as per hour (and the system calculates cost from time and rate) or as a fixed cost per step. Add cost after you have mapped the full workflow.
WHEN TO SPLIT A MANUAL TASK INTO TWO STEPS
If a task has a distinct decision or handoff point in the middle, split it. If two different people are involved, split it. If there is a meaningful delay between two actions within what might seem like one task, add a Delay step between them.
The goal is for each step on the map to represent one clear, owned action. This makes the map readable and gives FixFlow the granularity it needs to surface accurate findings.
NARRATING DURING A DISCOVERY SESSION
When building a map live with a client, narrate as you add each step: "So I am adding Send Contract to Client as a Manual Task." This keeps the client engaged and gives them a chance to correct you before you move on. It also signals that you are capturing their process accurately, which builds trust.