What's your process for creating optimized process models?

1 Understand the purpose

Before you start modeling, you need to understand the purpose of the process and the goals you want to achieve. What problem are you trying to solve? Who are the stakeholders and customers? What are their needs and expectations? How will you measure the performance and outcomes of the process? These questions will help you define the scope and boundaries of the process, as well as the criteria for optimization.

2 Gather the information

Next, you need to gather the information that will inform your process model. This can include data, documents, policies, regulations, standards, best practices, and feedback from the people involved in the process. You can use various methods to collect and analyze this information, such as interviews, surveys, observations, workshops, brainstorming, benchmarking, and process mining. The aim is to understand the current state of the process, its strengths and weaknesses, and the opportunities and risks for improvement.

3 Design the model

When designing the process model, you can choose a notation or tool that suits your needs and preferences, such as BPMN, UML, flowcharts, or software applications. To ensure an effective process model, use clear and consistent symbols and labels, align the model with the purpose and goals of the process, and keep it simple and readable. Additionally, it is important to show the flow of activities, resources, data, and decisions; identify roles and responsibilities; highlight inputs, outputs, and dependencies; and indicate any exceptions, errors, or risks that may occur.

4 Validate and optimize the model

Once you have a draft of the process model, you need to validate and optimize it. This means verifying that the model is accurate, complete, relevant, and aligned with the requirements and expectations of the stakeholders and customers. To accomplish this, you can review and test the model with process owners, experts, and users. Additionally, you can compare the model with the actual performance and outcomes of the process to identify any waste, errors, or delays. You may also apply lean, agile, or six sigma principles to improve the efficiency and effectiveness of the process. Furthermore, it is important to evaluate the impact and feasibility of proposed changes. Finally, document and communicate any changes made along with their benefits to ensure a successful optimized process model.

5 Iterate and update the model

Finally, you need to iterate and update the process model as needed. Process modeling is not a one-time activity, but a continuous cycle of learning and improvement. You should monitor and measure the results of the optimized process model, collect feedback and suggestions, and make adjustments accordingly. You should also keep the process model up to date with any changes in the environment, technology, or customer needs. By doing so, you can ensure that your process model remains optimized and relevant.

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?