What Is Process Mapping in Business and Why Process Mapping Is Important
What is process mapping?
Process mapping is a technique that helps organizations understand how their processes work. It shows the steps involved, making it easier to spot areas that can be improved.
Process mapping is a way to show how a process works using visuals. It helps teams see each step of the process and how everything fits together. There are different types of process maps, and they might have different names.
- Flowchart
- Detailed process map
- Document map
- High-level process map
- Rendered process map
- Swim lane
- Value-added chain diagram
- Value-stream map
- Flow diagram
- Process flowchart
- Process model
- Workflow diagram
These visual diagrams are usually part of a company’s system for managing and improving its business processes, known as business process management (BPM).
A process map shows each step in a process, who is responsible for each task, and the expected time for completion. It helps share the process with everyone involved and highlights areas that need improvement. Process maps usually begin with a big-picture view and add more details as needed.
Types of process maps
There are different types of process maps, each serving a specific purpose:
- Basic Flowcharts: These are simple maps that show the basic steps of a process, like what goes in and what comes out.
- Deployment Maps: Also called cross-functional flowcharts, these maps show how different teams work together. They use diagrams to show how a process moves across the company and help identify any problems or unnecessary steps.
- Detailed Process Maps: These maps break down a process even further, showing all the smaller tasks within it.
- High-Level Process Maps: These maps give an overall view of a process, showing key elements like suppliers, inputs, processes, outputs, and customers (known as SIPOC).
- Rendered Process Maps: These maps show how a process works now or how it could work in the future, helping to spot areas for improvement.
- Value Stream Map (VSM): This technique, used in Lean Six Sigma, maps out the steps needed to create a product or service for customers.
Process mapping symbols
Process maps use simple pictures, called symbols, to show each part of a business process mapping. Some common symbols are:
- Arrows: Show the direction of the process.
- Circles: Represent a start or end point.
- Diamonds: Used for decisions or choices in the process.
- Boxes: Show a task or activity.
- Ovals: Represent the start or end of the process.
- Rectangles: Indicate a step or action in the process.
These symbols come from standard systems like BPMN (Business Process Model and Notation) or UML (Unified Modeling Language), which are special ways of drawing process maps.
Most organizations use just a few basic symbols to create a process map, which helps simplify and visually represent workflows. These symbols serve as a universal language that all team members can easily understand, ensuring that the process is communicated clearly. Some of the most commonly used symbols include:
- Rectangle: This is one of the most frequently used symbols in process maps. It represents a specific task, activity, or function within the process. The rectangle shows what needs to be done at each step, and it helps clarify the key actions or operations that make up the workflow. Each rectangle in the process map provides essential details for those involved in the process.
- Arrow: Arrows are crucial for showing the direction of the process flow. They visually indicate how each step connects to the next one, guiding the viewer along the path the process takes. Arrows help ensure that the order of operations is clearly understood, making it easier for team members to follow the flow and understand the sequence of tasks.
- Oval: The oval symbol marks the starting point or the end point of a process. It acts as a visual indicator to show where the process begins and where it concludes. The use of ovals helps give context to the flow of the process, ensuring that the start and end stages are easily identifiable and that there’s no confusion about the boundaries of the process.
- Diamond: A diamond shape is used to indicate a decision point within the process. At this point, the process may branch into two or more paths, depending on the decision made. It represents a fork in the road, where different options are available, and the flow will continue along the path that corresponds to the decision outcome. This is important for identifying critical decision-making moments within the process.
- Rounded Rectangle: This symbol represents a delay or pause in the process. It indicates that there is a temporary break before the flow continues. A rounded rectangle helps to signal that the process is on hold for a short period, either waiting for resources, approvals, or additional actions before proceeding. This symbol can be used to highlight bottlenecks or areas where the flow might slow down.
These simple yet effective symbols allow organizations to visually capture complex processes in a clear and easy-to-understand manner. By using these basic shapes, teams can map out workflows, identify problem areas, and make improvements more effectively.
How to Create a Process Map
Creating a process map involves several steps. Here’s a simple guide to help you develop one:
1. Choose the process to focus on
Pick a process that needs improvement or one that affects customer satisfaction. This will help ensure you’re addressing an area that will have a real impact on your business.
2. Get the right people involved
Gather experts who know the process well. These people will help you understand how the process works, who’s involved, and what resources are needed. They can also point out any problems like bottlenecks or unnecessary steps that slow down the process.
3. Outline the process map
Start by identifying where the process begins and ends, and list the steps in between. You’ll also want to include details like what’s being input and output, who the key players are, and any important metrics. This gives a clear picture of the current process.
4. Use flowchart symbols
To make the process map easier to understand, use basic flowchart symbols (like rectangles, diamonds, and arrows). You can use process mapping software to help create this visual representation of the process.
Get feedback
Share the process map with your team to make sure it’s accurate. This will help you catch any missing steps or repeated actions. Once the team agrees on the current process, ask for suggestions on how to improve it. This could include removing unnecessary steps or adding new ones for better collaboration.
Implement and observe the changes
Start by testing the changes with a smaller group before making them company-wide. This will help you spot any issues and make adjustments before rolling it out to the whole team. Keep monitoring the process to see how it’s working and make improvements over time.
Why Process Mapping Is Important?
Process mapping helps organizations become more efficient and effective by making their workflows clearer. It highlights the flow of decisions and tasks, which helps identify issues like unnecessary steps or delays.
Because process maps use visual symbols, they make it easier to explain a process to a wide audience. This can help people understand things faster, as long, complicated documents can be harder to read and follow.
Using ready-made templates in process mapping software allows teams to work together and find ways to improve workflows. This can help solve specific challenges, like improving employee onboarding or boosting sales.
Here are some specific benefits of process mapping:
- It helps test and assess different scenarios.
- Improves understanding of roles and responsibilities.
- It makes it easier to find weak points in a process.
- Boosts team performance and employee satisfaction.
- Shortens the learning time for new employees during training.