In-Depth Overview of Process Mapping

Process mapping gives a workflow a visual representation, making it easier for a team to comprehend a procedure and its constituent parts more clearly. Process maps are available in a variety of forms, and you might be familiar with one by another name, such as process model, detailed process map, flowchart, document map, value-stream diagram, rendered process map, flow diagram, high-level process map, value-added chain diagram, swim lane, process flowchart, or workflow diagram. These graphic representations are typically part of an organization’s business process management (BPM).

A process map identifies task owners and provides expected timelines while outlining the different steps inside a process. They are especially useful for identifying areas for improvement and facilitating process communication among stakeholders. The majority of process maps begin at a macro scale and then include more features as needed.

Types of Process Maps

Process maps come in different varieties. Some mapping strategies include:

Basic flowcharts are graphical maps that show fundamental information about a process, like outputs and inputs. 

●Cross-functional flowcharts, also known as deployment maps, show the connections between several teams. These maps frequently employ swim-lane diagrams to show how a process moves throughout the organization, making it simpler to identify redundancies or bottlenecks.
●Detailed process map displays a drill-down edition of a procedure, including information about any sub-processes. It is useful to illustrate in detail what actually occurs at each stage of the process, what happens when unusual occurrences take place, and how processes are represented graphically so that redundancies and other unnecessary efforts may be quickly identified. Although it takes time to create, a detailed flowchart can be an effective tool for assessing a process that has become overly complex.
●High-level process maps, sometimes referred to as top-down or value-chain maps, display a broad picture of a process, highlighting important process components such as output, input, supplier, process, or consumer. They display the main activity clusters or the ones that are necessary for each process. They also show how a process will ultimately appear without the stages that have been built through time to support a flawed or ineffective process.
●Rendered process maps illustrate a future state and/or current state of processes so as to highlight possible areas that might need improvement.
●Value stream map (VSM) describes the procedures necessary to build a product or service for an end user using the lean six sigma technique.

Process Mapping Symbols

Each component of the procedure is described using a process map, which makes use of basic symbols as visual representations. Circles, arrows, diamonds, ovals, boxes, and rectangles are among the most popular symbols. These symbols may be drawn from the graphical notation systems for process maps known as Unified Modeling Language (UML) or Business Process Model and Notation (BPMN).

Only a few among the most popular symbols will be required by the majority of organizations to finish a process map. Some of the way you can use these symbols include:

●A particular process, along with all of its actions and functions, is represented by a rectangle.
●Both the flow direction and the relationship between stages are shown by arrows.
●When illustrating the start or stop points of a process flow, use an ellipse.
●A decision point is denoted by a diamond. Depending on the choice, the process will carry on by following a predetermined course.
●A delay symbol, which is a rectangle with one end rounded, denotes a pause before the flow resumes.

How to Create a Process Map

Pick a procedure to concentrate on. You might want to give top priority to a procedure that’s having trouble producing results or one that affects client satisfaction if you want to have the biggest impact.

Bring in the appropriate individuals. Recruit those who are very knowledgeable about the process you want to improve. These subject matter experts (SMEs) will assist you in identifying the crucial details pertaining to the complete process, such as the stakeholders, flow of events, deadlines, available resources, etc. They can also draw attention to some of the issues, such as bottlenecks and redundancy, which might impair effectiveness. You want to record all pertinent information about the process throughout this phase of the process.

Draw a plan for the process. In this phase, you should identify the beginning and ending points of the present process as well as the order of the subsequent steps. Information on inputs, outputs, measures, and stakeholders is often included, though the degree of detail might vary.

To improve the process map, use simple flowchart symbols. Utilizing fundamental flowchart symbols, improve the current process map. Software for process mapping is typically used to finish this stage.

Get opinions. Verify the improved process map with the team to make sure that it accurately reflects the process and that no stages are repeated or omitted. Begin asking for opinions on potential process optimizations once stakeholders have agreed upon the steps of the present process. This can entail the removal of processes for the sake of simplification or the addition of new procedures to enable more quality assurance or collaboration.

Implement process modifications and evaluate their effects. Before ramping up any changes, perform a proof of concept (POC) with a portion of the workforce. This minimizes risks and gives management the chance to include more feedback to refine the process, facilitating a more seamless switch to a new process at scale. Process monitoring on a regular basis will enable ongoing development.

Why Process Mapping is Important

Enterprise process mapping is primarily used to help organizations become more successful and efficient at completing a particular job or goal. This is accomplished through increasing openness in process flow and decision-making, which therefore makes it easier to spot duplication and bottlenecks inside and between operations. Process maps make it simpler to explain a procedure to a large audience because they make use of visual cues and symbols. Long-form documentation may be more time-consuming to produce and read, which could result in greater involvement.

Teams can quickly interact and come up with ideas for streamlining work processes by utilizing pre-made frameworks within the process mapping system, which enables the improvement of business processes. By doing this, companies can also more effectively address particular issues such as staff onboarding and retention issues or declining sales.

The following are some advantages of process mapping:

●Improved scenario testing and assessment capabilities
●Greater standardization and understanding of duties and obligations
●Easier detection of a process’s weak points
●Team effectiveness and improved employee satisfaction
●Reduced employees’ learning curve