Clarity First: Outline Your Program

Once you’ve decided which program to focus on, the next step is to clearly outline how it works.

1. Identify Main Stages

Think about the big phases of your program from start to finish. Write down the major stages in order. Don’t overthink it — just capture the high-level flow.

Ask yourself:

• What happens first?
• What happens next?
• Do any stages repeat (like renewals or annual updates)?

Here are common workflows we’ve seen while working with agencies like yours.

2. Break Each Stage Into Steps 

Now, take one stage at a time and list the steps needed to complete it.

For example, if you’re outlining a Home Study stage, you might include steps like:

• Send application
• Collect documents
• Schedule interviews
• Complete write-up
• Obtain approval

Just focus on what needs to happen to move from the beginning of that stage to the end.

For each step, consider:

• Order: Does one step need to happen before another?

• Responsibility: Who completes this — your team, the client, or a partner?

• Purpose: Are you collecting a document, scheduling a meeting, reviewing information, etc.?

• Variations: Do different states, programs, or roles change the steps?

Here’s an example of the Home Study stage for Adoptive Families broken into simple steps.

Workflow tools we love!

Before setting up your checklists in SAM, take a few minutes to map out your program’s process outside the system. A clear plan makes configuration faster and easier. There are many tools you can use — here are a few we recommend:

• SAM's Workflow Template
• Tom Wujec's TED Talk | Using toast to understand more complex processes. 

Start simple — it doesn’t have to be perfect. You’ll refine and improve your process as your team grows more comfortable with SAM.

You've got this! And, we're here to help.