How can you master process mapping?

1 What is a process map?

A process map is a diagram that shows the sequence of steps, inputs, outputs, decisions, and roles involved in a business process. It can be drawn at different levels of detail and use various symbols and notations, such as flowcharts, swimlanes, value stream maps, or SIPOC diagrams. The most common elements of a process map are circles or ovals to mark the start and end points; rectangles to mark the steps or activities; arrows to mark the flows or connections; diamonds to mark the decisions or branches; and horizontal or vertical lanes to mark the roles or responsibilities.

2 Why is process mapping important?

Process mapping is essential for comprehending how a process works, what its inputs and outputs are, who the stakeholders are, and what the goals and metrics are. Creating a process map can enable clear and consistent communication to all involved, as well as identify sources of variation, inefficiency, and waste. It can also analyze the impact of changes and improvements on the process, document it for training, auditing, or compliance purposes, and align the process with customer needs and expectations.

3 How to create a process map?

To create a process map, you must first define the scope and boundaries of the process. This includes determining the start and end point, as well as the inputs and outputs. Additionally, you must gather information about the process owners, performers, customers, steps, decisions, rules, resources, tools, and systems used. After that, you can draw the process map using a suitable notation and level of detail. Make sure to use standard symbols and labels to represent the process elements in a logical order and direction. Colors, shapes, or icons can be used to highlight important or critical aspects of the process. Finally, validate and refine the process map by reviewing it with stakeholders and experts. Check for accuracy, completeness, and clarity before making any necessary corrections or adjustments. Additionally, test the process map against different scenarios or cases.

4 How to improve a process map?

To improve a process map, you need to use it as a basis for identifying and implementing process improvements. Utilizing value analysis, cycle time analysis, root cause analysis, and lean principles can all be helpful in analyzing and optimizing your process map. Value analysis evaluates each process step to determine if it adds value to the customer or the business. Cycle time analysis measures the time it takes to complete each process step and the whole process. Root cause analysis involves finding out the underlying causes of any problems, defects, or errors in the process. Lean principles eliminate waste, increase flow, reduce variation, and enhance customer value. Using tools such as the 5 Whys, fishbone diagrams, Pareto charts, 5S, Kaizen, or Kanban can help you implement these practices.

5 How to share a process map?

When sharing a process map, you should consider your audience and your objective. Depending on the people you are sharing it with and why, you may need to simplify or summarize the process map for a high-level or external audience. You can use a simple flowchart or SIPOC diagram to show the main steps, outcomes, and benefits of the process. If you are sharing it with a detailed or technical audience, you may need to provide more information, examples, or evidence for the process. A swimlane or value stream map can be used to show the details of the process. When engaging or collaborating with a participatory or improvement-oriented audience, you can use digital or interactive tools such as Lucidchart, Miro, or Visio to create and share the process map.

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?