Writing a Medium Article Using AI — OpenAI ChatGPT (GPT-4)

How to write a “business process mapping” article using AI (OpenAI ChatGPT (GPT-4))

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On March 14, 2023, OpenAI released GPT-4, making it available to ChatGPT Plus subscribers. Therefore, I decided to try it out, using one of my Medium articles as a baseline: Writing a Medium Article Using AI — OpenAI ChatGPT. This is fitting, as I started this journey with “Writing a Medium Article Using AI — Meta Galactica (Paused)”, where Meta Galactica started this AI chat revolution we are experiencing now.

So, I went to https://chat.openai.com/ and asked it to write me an article about “Business Process Mapping”. My request is labeled as Prompt, and the response from ChatGPT is labeled as ChatGPT. The article is structured into five sections:

1. Instruction to ChatGPT
2. Request information on business process mapping
3. Elaborate on one of the section
4. Rules to follow when “Business Process Mapping”
5. Combine all information into one article

Interactions with ChatGPT

Prompt: From now on I want you to pretend you are a medium.com writer who is engaging, witty, and uses personal experiences to write a how-to article. Acknowledge Yes or No.

_____

ChatGPT (GPT-4):

Yes, I’d be delighted to channel my inner engaging and witty medium.com writer persona, complete with personal anecdotes, to create a how-to article for you. Let’s dive in!

_____

Prompt: Write me an article on business process mapping, using a real-life operational example to explain the concept.

_____

ChatGPT (GPT-4):

Title: The Art of Business Process Mapping: How I Navigated a Ship Through a Sea of Confusion

Subtitle: Unraveling the knots in my family’s boat rental business, one process map at a time

Ahoy, fellow process enthusiasts! Gather ‘round and let me tell you a tale of how I, a humble sailor in a sea of confusion, navigated my way through the stormy waters of operational chaos using the power of business process mapping.

It all started one fateful summer when I agreed to help my parents with their charming little boat rental business. The Captain’s Cove had been in the family for generations, but things had gotten a bit, shall we say, tangled. And by tangled, I mean a Gordian knot of inefficiencies and miscommunication. Enter: business process mapping (BPM).

So, what is business process mapping, you ask? In a nutshell, it’s a visual representation of a business’s processes, allowing you to see how tasks and responsibilities flow from start to finish. In other words, it’s the treasure map to streamlined operations and smooth sailing.

Let’s dive into how I turned the tide at Captain’s Cove with BPM.

Step 1: Identify the processes

I first needed to identify the key processes at Captain’s Cove. This involved everything from customer inquiries to boat maintenance. I made a list of processes, such as:

1. Taking reservations
2. Preparing boats for rental
3. Handling customer complaints

And so on. The point is to get a clear understanding of every activity that keeps the business afloat (pun intended).

Step 2: Document the flow

Now came the exciting part: getting into the nitty-gritty details of each process. For example, let’s take a closer look at the reservation process.

I broke it down into these steps:

1. Customer calls or emails
2. Check boat availability
3. Record customer information
4. Confirm reservation

Seems simple enough, right? But when I mapped it out visually, I realized that there were too many steps involving too many people, causing the occasional double-booking fiasco. Yikes!

Step 3: Analyze and optimize

By analyzing the visual representation of the process, I could easily pinpoint areas of improvement. I realized that a shared calendar and a centralized reservation system would eliminate double bookings and save everyone’s sanity.

Step 4: Implement and monitor

I implemented the changes and monitored their impact. Lo and behold, our reservation process became smoother than a calm sea at dawn. And that was just the beginning. I continued to analyze, optimize, and implement changes for each process at Captain’s Cove.

In conclusion, business process mapping was the compass that guided me through the uncharted waters of operational inefficiency. By identifying, documenting, analyzing, and optimizing our processes, I turned Captain’s Cove into a well-oiled machine of nautical excellence.

So, fellow sailors, grab your pens and papers, and set sail on your own journey towards smooth operations. With business process mapping as your North Star, you’re sure to reach the shores of success. Happy mapping!

_____

Prompt: Can you elaborate on “Step 2: Document the flow”? Please provide detailed step-by-step instructions.

_____

ChatGPT (GPT-4):

Of course! Let’s dive deeper into “Step 2: Document the flow” and explore how to create a detailed and comprehensive visual representation of a business process.

Step 2: Document the flow

2.1 Identify the stakeholders

Start by identifying everyone involved in the process. This includes both internal and external stakeholders. For our boat rental reservation example, stakeholders might include:

• Customers
• Reservation staff
• Boat maintenance staff

2.2 Break down the tasks

Next, break down the process into individual tasks or steps. Think about each action required to complete the process from start to finish. In the case of the reservation process, these tasks could be:

1. Customer submits a reservation request (phone, email, or online)
2. Reservation staff checks boat availability
3. Reservation staff records customer information
4. Reservation staff confirms the reservation with the customer
5. Reservation staff updates the reservation calendar
6. Boat maintenance staff prepares the boat for rental

2.3 Determine the sequence

Now, arrange the tasks in the order they occur. This will help you understand the flow of the process and identify any bottlenecks or redundancies. In our example, the sequence of tasks is already listed in order.

2.4 Choose a visual representation

Select a method to visually represent the process flow. Common representation methods include flowcharts, swimlane diagrams, and SIPOC (Supplier, Input, Process, Output, Customer) diagrams. For our reservation process, a simple flowchart should suffice.

2.5 Create the visual representation

Using your chosen method, create a visual representation of the process. You can use a digital tool like Lucidchart or Visio, or go old-school with pen and paper. Make sure to include symbols and connectors that represent tasks, decision points, and the flow of information.

In our reservation process flowchart, it might look like this:

1. Customer submits reservation request |
2. Reservation staff checks boat availability |
3. Decision point: Is the boat available? | | Yes No | |
4. Record customer information | | |
5. Confirm reservation with customer |
6. Update reservation calendar |
7. Boat maintenance staff prepares boat

2.6 Review and validate

Finally, review the visual representation of the process with stakeholders and validate its accuracy. Make any necessary revisions based on their feedback to ensure the process flow is correctly documented.

And there you have it! A detailed, step-by-step guide to documenting the flow of a business process. This visual representation will serve as the foundation for analyzing and optimizing the process in later steps. Happy mapping!

_____

PROMPT: Are there any simple rules to follow when documenting the flow?

_____

ChatGPT (GPT-4):

Absolutely! When documenting the flow of a business process, it’s essential to follow some simple rules to ensure clarity, accuracy, and ease of understanding. Here are some guidelines to keep in mind:

1. Be consistent: Use a consistent visual language and notation throughout the process map. This includes shapes, symbols, colors, and lines. Consistency makes the map easier to read and understand.
2. Keep it simple: Avoid over-complicating the map with too much detail or excessive notation. The goal is to create a clear and straightforward representation of the process. You can always provide more detailed explanations in accompanying documentation.
3. Use clear labels: Label each step, decision point, and input/output with concise, descriptive text. This helps stakeholders understand the purpose and function of each element in the process.
4. Follow a logical flow: Arrange the steps in a logical sequence from start to finish, using directional arrows to indicate the flow. This makes it easier for stakeholders to follow the process and identify any bottlenecks or inefficiencies.
5. Focus on the main process: When mapping a process, focus on the primary activities and avoid getting bogged down in every minute detail. It’s essential to strike a balance between providing enough information and maintaining readability.
6. Engage stakeholders: Involve the key stakeholders in the mapping process. Their input and expertise will help ensure the accuracy of the process map and foster a sense of ownership and understanding among the team.
7. Iterate and refine: Process mapping is an iterative process. Be prepared to revise and refine the map as you gather feedback from stakeholders, uncover new information, or identify areas for improvement.

By following these simple rules when documenting the flow of a business process, you’ll create a clear, accurate, and useful tool that can be used to analyze, optimize, and communicate the process to stakeholders.

_____

Prompt: Would you mind combining the last three responses into one cohesive article for medium.com?

_____

ChatGPT (GPT-4):

Title: Navigating the Sea of Business Process Mapping: A Real-Life Voyage to Operational Excellence

Subtitle: How I untangled the knots in my family’s boat rental business using the power of business process mapping

Ahoy, fellow process enthusiasts! Gather ‘round and let me tell you a tale of how I, a humble sailor in a sea of confusion, navigated my way through the stormy waters of operational chaos using the power of business process mapping.

It all started one fateful summer when I agreed to help my parents with their charming little boat rental business, Captain’s Cove. Things had gotten a bit tangled, and I mean a Gordian knot of inefficiencies and miscommunication. Enter: business process mapping (BPM).

Business process mapping, in a nutshell, is a visual representation of a business’s processes, allowing you to see how tasks and responsibilities flow from start to finish. In other words, it’s the treasure map to streamlined operations and smooth sailing.

Let’s dive into how I turned the tide at Captain’s Cove with BPM.

Step 1: Identify the processes

I first needed to identify the key processes at Captain’s Cove, which involved everything from customer inquiries to boat maintenance. I made a list of processes, such as taking reservations, preparing boats for rental, and handling customer complaints.

Step 2: Document the flow

Now came the exciting part: getting into the nitty-gritty details of each process. To create a detailed and comprehensive visual representation, I followed these simple rules:

1. Be consistent
2. Keep it simple
3. Use clear labels
4. Follow a logical flow
5. Focus on the main process
6. Engage stakeholders
7. Iterate and refine

For example, let’s take a closer look at the reservation process. I identified the stakeholders (customers, reservation staff, and maintenance staff), broke down the process into individual tasks, determined the sequence, and chose a visual representation (a flowchart in this case).

The reservation process flowchart looked like this:

1. Customer submits reservation request |
2. Reservation staff checks boat availability |
3. Decision point: Is the boat available? | | Yes No | |
4. Record customer information | | |
5. Confirm reservation with customer |
6. Update reservation calendar |
7. Boat maintenance staff prepares boat

By analyzing the visual representation of the process, I could easily pinpoint areas of improvement. I realized that a shared calendar and a centralized reservation system would eliminate double bookings and save everyone’s sanity.

Step 3: Analyze and optimize

I continued to analyze, optimize, and implement changes for each process at Captain’s Cove. By identifying, documenting, analyzing, and optimizing our processes, I turned Captain’s Cove into a well-oiled machine of nautical excellence.

Step 4: Implement and monitor

I implemented the changes and monitored their impact. Lo and behold, our reservation process became smoother than a calm sea at dawn.

In conclusion, business process mapping was the compass that guided me through the uncharted waters of operational inefficiency. With BPM as your North Star, you’re sure to reach the shores of success. So, fellow sailors, grab your pens and papers, and set sail on your own journey towards smooth operations. Happy mapping!

In my evaluation, ChatGPT (GPT-4) is better than ChatGPT (GPT-3.5); however, it generates text more slowly. Give it a try! You, too, can write the first draft of an article in approximately 5 minutes.

I hope this short article is helpful. If you have any questions, please leave comments and feedback here.