Business Process Management

Process Mapping for Compliance

June 9, 2023 No comments yet
Process Mapping for Compliance

Process Mapping is one of the critical aspects of any business. The best way to understand a company’s workflows is via effective process mapping. However, there is another benefit that process mapping serves indirectly, Regulatory Compliance.

We are aware of the importance of regulatory compliance in every business. Biding by all the compliances is crucial for a smooth business run. However, it is often easier for entrepreneurs to abide by them if they have mapped their process flows. Suppose you’re a student who is preparing for a competitive exam. Every competitive exam has some rules and regulations that you must take care of while preparing for the same. You can only achieve regulatory compliance for the competitive exam by including them in your daily study routine. Similarly, the best way to abide by regulations in your business is via process mapping for compliance

Regulatory compliances change now and then. Hence, it is highly crucial to update, and process maps are the best options available constantly. Process maps help chalk out the business processes in the most straightforward format. You can easily understand all aspects of a business process via these maps. It eventually helps with mapping business processes according to regulatory compliances.

In this blog, you will learn about process maps and compliances.

Benefits of Process Mapping for Compliance

Benefits of Process Mapping for Compliance

Process Mapping guides your employees to understand business processes in the most straightforward format. However, the importance of process maps increases when they strike the right balance with compliance systems and simplify business processes. Regulatory compliances in a business are crucial as they define the future of your business in the present industry. Hence, it is necessary to abide by the standard regulatory compliances of your industry for maximum effectiveness and efficiency in your business. Here are some of the benefits of Process Mapping for Compliance.

      1. Visual Aid for Understanding Roles and Responsibilities.
  • Process maps are a visual representation of your role in a company.
  • Every business comprises several processes that form the foundation of its workflow.
  • In each process, multiple tasks are taken up by different individuals in the workforce.
  • However, understanding these tasks may become more accessible with a clear picture.
  • The process maps provide a clear visual representation of your workforce’s roles, making them accountable for their jobs.
  • It also helps keep a seamless workflow in a company without hindrance.
     2. Resolving Problems by  Implementing Breakthrough Solutions.
  • When viewing a business’s functioning from the outside, everything looks great because everyone is working.
  • However, the accurate picture is only visible when you review the numbers or customer engagements.
  • When the sync between the outside view of your company and sales figures doesn’t match, it’s high time that you start using process maps to understand the loopholes in your business processes.
  • Process maps help you understand the bottlenecks or inefficiencies in your business, eventually giving you a scope to correct them.
  • It enables the implementation of solution-oriented approaches to make your business successful.
      3. Compliance and Risk Management.
  • All businesses must run under compliance and risk management.
  • These regulatory compliances help safeguard your business assets and reputation.
  • You must clearly define your business processes to achieve compliance and risk mitigation.
  • Process maps help elaborate the business process most efficiently.
  • Even third parties can easily understand your business processes via process maps.
  • Also, these maps help you identify the potential risks to your business.

Process Mapping for compliance can help mitigate risks and improve your organization’s efficiency.

      4. Complying with Standard Operating procedures (SOPs).
  • Standard Operating Procedures (SOPs) are vital to any organization.
  • Any new joinee who begins their career with your company must initially go through the SOPs and understand them perfectly to gel with the company culture. 
  • But isn’t reading a detailed book on SOPs exhausting and tedious? Of course, it is exhausting.
  • Hence, incorporating SOPs in the form of process maps will ease the understanding process of the newcomers.
  • They will also thoroughly learn about the company procedures and culture without any boredom.
  • It will help the new trainees gel with the company’s workforce and culture well and boost their confidence and productivity.
       5. Building a Healthy Company Culture and Enhancing Productivity.
  • Process maps are indirectly helpful in creating a healthy company culture.
  • Process maps help in understanding the processes of a business correctly.
  • It eventually helps the workforce align their goals and aspirations with the company processes.
  • Moreover, process maps can quickly identify inefficiencies in a business process, which can help incorporate automation or technologies in the system.
  • It eventually increases the efficiency and productivity of business processes.
        6. Increasing Operational Health and Profitability.
  • Process maps are a visual representation of business workflows.
  • These help in providing clarity about business processes.
  • With a clear understanding of business processes, the operational health of your company becomes more robust.
  • It will eventually bring more customer engagement and increase the profitability of your business.
  • So, process maps are indirectly responsible for generating more revenue for your company and increasing your organization’s productivity.
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Using Mapping Controls

  • Mapping controls are great in process mapping.
  • They help in managing processes, monitoring data, identifying errors, reducing risk, and helping meet compliance.
  • These mapping controls are like rules or safeguarding methods to ensure your company’s security.
  • Most companies use these three types of mapping controls- Policies, Procedures, and Standards.
  • The benefits of mapping controls are beyond compliance limits; they act as a risk management strategy for the organization.
  • Mapping controls also help to determine the company’s fundamentals across governance, risk, and compliance.
  • Mapping controls also help save time for your company as it can execute a single task that can comply with multiple frameworks.
  • The recent covid pandemic has hit businesses severely; it led to the popularization of remote work.
  • Hence, mapping controls are beneficial to manage risks and offer compliance to business processes even in remote working conditions, which is inevitable in the current scenario.
  • The process maps with controls help streamline and optimize a business’s compliances, which eases your workflow.

At the same time, by implementing Process Mapping for compliance, you can maintain, review, and update them as and when necessary.

Selecting the right system

  • As we all know that there are different varieties of process maps.
  • Each process map is suitable for a specific workflow.
  • Choosing the correct process map for your business processes for compliance is crucial.
  • Every process map has its advantages and disadvantages.
  • It is crucial to weigh the pros and cons of each process map and find the best type according to your regulatory requirements.
  • Different types of businesses have to satisfy a variety of compliance systems. Healthcare firms must adhere to HIPAA regulations; government agencies must comply with NIST standards; public companies must comply with SOX compliance, etc.
  • The following are the different types of process maps that are suitable for specific business processes:
    • Basic flowcharts
    • High-level process maps are suitable for identifying only the critical steps of a process.
    • Detailed process maps are ideal in processes that require a description of every input and output related to the process.
    • A cross-functional flowchart is suitable for processes that convey relationships between process steps.
    • SIPOC stands for Suppliers, Inputs, Processes, Outputs, and Customers; it is helpful for the same.
    • Value stream maps are suitable in processes that help to identify waste between processes and where to focus future projects.
  • Most businesses use SIPOC diagrams and Value Stream process mapping for maximum results as they suit various business infrastructures and systems. 
  • You must also ensure that the type of process map you’re using must be easy to maintain, meets compliance, and guides your workforce with your company’s compliance processes.
  • Suppose your company already has frameworks to provide evidence of compliance with any regulation, whether PCI, HIPPA, SOC2, etc. In that case, assembling and mapping them in your new format

 is ideal.

  • It proves that you have proficiency in building process map momentum.

Hence, process mapping for compliance by selecting the right mapping system is a bare minimum in every business.

Making it User-Friendly

  • Any technology or system must be user-friendly to gain customer acceptance and engagement.
  • Imagine you’re creating a mobile game application. Your main agenda is to make the game app reach millions of people, and they must be able to play and enjoy it.
  • If you make the game application complicated, will anyone use the app or play the game? No.
  • So, while creating the game application, your primary focus is to make it user-friendly because users are your end-customers who will use it.
  • Similarly, when creating process maps, you must create a user-friendly map to help your employees understand the business processes.
  • A process map’s primary aim is to clarify your company’s business processes to all the employees and stakeholders.
  • If you make it complicated or inaccessible for your employees, you’re defeating the purpose of process maps.
  • Hence, user-friendly maps support process mapping for compliance.
  • It is ideal for creating a user-friendly process map accessible and clear to everyone associated with your company.
  • If your process maps are simple enough, your employees will get motivated to engage with company processes which may show negative results.
  • You must also consider linking your compliance documents to your process map system. It will attach every compliance document with specific processes and understand their interaction.
  • It will also help with modifying your document as and when necessary.
  • If you make process mapping user-friendly, you can easily communicate the required updates regarding a document instantly without any delay.
  • Overall, it is one of the best features every process map must have.

Including the Secure Controls Framework

  • Suppose you want your process maps to align with the compliance systems of your company. In that case, you must implement the Secure Controls Framework (SCF) for control mapping. 
  • Using SCF, you can access the meta-framework that focuses on internal controls. 
  • Also, SCF provides a wide range of controls to map across multiple regulatory frameworks. For example, consolidate evidence from similar controls throughout numerous regulations.
  • Moreover, SCF provides universal naming conventions to bring all business units within a standard, collaborative, and manageable process. 
  • Ultimately, including the security controls framework in your process mapping for compliance can be fruitful in all the above ways.

Enhancing and Innovating

  • The regulatory compliances in every industry push companies to constantly enhance and innovate their services or products to survive the competition.
  • Regulatory compliances are helpful in many other ways, especially in providing security and risk management.
  • Process Mapping provides the scope to enhance the productivity of your business and innovate wherever required.
  • These maps give you a clear picture of each step in a business process.
  • Hence, you can quickly identify the inefficiencies and loopholes in your business systems.
  • These areas in your business processes help in innovation and enhancements in your business systems.
  • You can eliminate redundant tasks or empower the use of technology or automation to direct repetitive tasks; it will eventually enhance the productivity of your business processes.
  • You can strike the objectives of enhancing productivity and compliance using process maps.
Conclusion

Process Mapping for Compliance is one of the best ways to make your business run smoothly without any regulatory charges. After the internet’s evolution, every business’s security is at stake. Risk management has become a big issue for most companies. When you adopt process mapping and consider creating these maps according to regulatory compliances, you balance risks and productivity in your company.

Regulatory compliance in every business is critical, as the challenges are enormous when you must follow them diligently. Sometimes, companies have to pay a massive penalty along with the loss of a company’s reputation. The best way to balance all these out is by process mapping with compliance

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