How can you handle dynamic processes that require frequent changes?

1 Define the scope and purpose

Before you start designing or mapping a dynamic process, you need to have a clear understanding of its scope and purpose. What are the goals and outcomes of the process? Who are the stakeholders and customers involved? What are the inputs and outputs of the process? What are the constraints and dependencies of the process? By defining these elements, you can establish the boundaries and expectations of the process, as well as identify the key performance indicators (KPIs) and metrics that will help you measure its success.

2 Choose the right mapping technique

When mapping a dynamic process, it is important to choose the right technique that matches its characteristics and requirements. Flowcharts are a simple and widely used technique for showing the sequence of steps and decisions in a process, but they may not capture the complexity of a dynamic process. On the other hand, swimlane diagrams can illustrate the roles and responsibilities of different actors in a process, as well as the interactions and handoffs between them, but they may not reflect the feedback loops and changes that occur in dynamic processes. Examples of mapping techniques more suitable for dynamic processes include Business Process Model and Notation (BPMN), Value Stream Mapping (VSM), and User Journey Mapping (UJM). BPMN is a standard notation that uses graphical symbols to represent the flow and logic of a business process, events, activities, gateways, and data. VSM is a lean technique that focuses on value-added and non-value-added activities in a process, as well as waste that can be reduced or eliminated. UJM is customer-centric and illustrates the experience and emotions of users or customers as they interact with a product or service, as well as touchpoints and pain points that affect their satisfaction and loyalty.

3 Incorporate feedback and iteration

One of the key features of dynamic processes is that they are not fixed or final, but rather evolve and improve over time. Therefore, you need to incorporate feedback and iteration into your process design and mapping. Feedback can come from various sources, such as customers, stakeholders, users, data, or testing. Feedback can help you identify the gaps, errors, or opportunities in your process, as well as the changes or enhancements that can improve its performance or quality. Iteration is the process of making changes or adjustments to your process based on feedback, and then testing and validating them. Iteration can help you refine and optimize your process, as well as adapt to changing conditions or needs.

4 Use the right tools and platforms

Handling dynamic processes can be complex and difficult to document, communicate, and manage. To make this easier, you need to use the right tools and platforms that can support your process design and mapping. Look for features such as collaboration, visualization, automation, integration, and flexibility. Collaboration allows you to work with others on the same process, share feedback, and track changes. Visualization allows you to create and view process maps in different formats. Automation helps streamline tasks or steps in the process. Integration connects and exchanges data with other systems or applications that are part of the process. Flexibility enables customization or modification of the process according to different scenarios, preferences, or rules.

5 Monitor and review the process

Finally, you need to monitor and review the process regularly and systematically. Doing so can help you assess its performance, quality, and efficiency, as well as identify areas that require improvement or maintenance. For this purpose, you can use KPIs and metrics to measure progress and results, reports and dashboards to summarize and present related data, and audits and evaluations to examine compliance and effectiveness of the process. Additionally, these tools can help you detect risks and issues that may affect it.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?