# Employee discovery request template

Replace bracketed fields before sending. Confirm collection purpose, recipients, retention and provider handling with the authorized project owner. Do not send this automatically or imply anonymity.

Subject: Help us understand [workflow], in your own words

Hi [first name],

We are reviewing [specific workflow] to understand [business question]. Your experience will help us describe how the work actually happens, including the parts that are not written down.

Use your private link: [assigned response link]

Think of this as explaining the work to a new teammate. A recent example is more useful than a polished job description. Speak naturally or type your answer. You can review the response before sending it.

Please talk through:

1. What arrives before you begin, and who sends it?
2. What do you do next? Include the tools, files or systems you use.
3. What decisions or unusual situations need your judgment?
4. What tends to be missing, delayed or unclear?
5. What do you produce, and who receives it next?

You do not have to follow that order. Useful examples and exceptions matter more than perfect wording. Say when something is outside your role or you are unsure. Please do not share passwords, secrets, sensitive personal information or restricted client information.

Your response will be used for [accurate purpose] and shared with [actual authorized recipients]. Audio/transcription handling: [accurate provider, storage and retention explanation]. Questions or an alternative way to participate: [contact].

Please respond by [date]. A follow-up conversation is available where a topic is sensitive or difficult to explain in the form.

Thank you,
[advisor name]

## Advisor preparation before using this request

Confirm the workflow, role and appropriate questions with the approved context. Do not expose another employee's confidential account in a prompt. Treat executive assumptions as questions to validate. Ask about one representative task deeply before demanding an exhaustive inventory.

## Follow-up prompt examples

- What has to be true before the next team can accept your output?
- Can you describe one exception from a recent example?
- Who can approve a change to that rule?
- You mentioned a spreadsheet. What does it add that the main system does not?

More guidance: https://dutygraph.com/learn/process-discovery-interview-questions/