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How do you keep your process models simple and clear without losing important details?

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Process models are graphical representations of business activities, workflows, and systems. They help you understand, communicate, and improve your processes. But how do you keep your process models simple and clear without losing important details? In this article, you will learn some tips and best practices to create effective process models that balance clarity and completeness.

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1 Use a standard notation

One of the first steps to create simple and clear process models is to use a standard notation, such as Business Process Model and Notation (BPMN) or Unified Modeling Language (UML). A standard notation provides a common language and a set of symbols and rules to describe your processes. This way, you can avoid confusion, ambiguity, and inconsistency among your stakeholders and users. You can also leverage existing tools and frameworks that support your chosen notation.

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Ken Harrell

Vice President of Information Technology
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I’m my experience the knowledge base around BOMN and UML is dwindling. It has to be more than using it. You must educate those that will be reviewing and participating in the development of processes. Define the modeling and explain why the details are important. People who work in back office processes did not grow up using this like operations did. Agree on a standard notation and then educate the broader group involved.

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2 Define the scope and level of detail

Another key step to create simple and clear process models is to define the scope and level of detail of your models. The scope defines the boundaries and the purpose of your models, such as the inputs, outputs, goals, and actors involved. The level of detail defines the amount and the granularity of information that your models include, such as the tasks, events, decisions, and data. You should align your scope and level of detail with the needs and expectations of your audience and the objectives of your project. You should also avoid overloading your models with unnecessary or irrelevant details that can distract or confuse your viewers.

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Joshua Lowry

Flexible design leader comfortable with uncharted territory and cross-discipline collaboration. | Arlington, VA.
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You can also utilize interaction and progressive disclosure to reveal details and insights where appropriate. This helps you maintain a high level and clean view that gets the main points across while enabling power users to understand the nuance at a deeper level.

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3 Follow the principles of modularity and hierarchy

A third step to create simple and clear process models is to follow the principles of modularity and hierarchy. Modularity means dividing your processes into smaller and manageable units or modules that can be reused, modified, or combined. Hierarchy means organizing your modules into different levels of abstraction or complexity, from the most general to the most specific. By following these principles, you can reduce the complexity and the redundancy of your models, as well as increase their readability and maintainability. You can also use sub-processes, diagrams, or layers to show the relationships and the interactions between your modules.

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4 Apply the rules of clarity and consistency

A fourth step to create simple and clear process models is to apply the rules of clarity and consistency. Clarity means using clear and meaningful names, labels, and descriptions for your elements, as well as avoiding jargon, acronyms, or abbreviations that can be misunderstood. Consistency means using the same notation, style, and format for your elements, as well as following the same conventions, standards, and guidelines for your models. By applying these rules, you can enhance the comprehension and the usability of your models, as well as avoid errors, conflicts, or discrepancies in your models.

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5 Review and refine your models

A final step to create simple and clear process models is to review and refine your models. Reviewing means checking your models for accuracy, validity, completeness, and quality, as well as verifying that they meet the requirements and expectations of your stakeholders and users. Refining means improving your models by adding, removing, or changing elements, as well as resolving any issues, gaps, or feedback that you identify during the review. By reviewing and refining your models, you can ensure that they reflect the current and desired state of your processes, as well as deliver value and benefits to your organization.

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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?

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Raghav R.

Ex-Founder | BD & Program Leader
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"Complexity is the enemy of execution." In my journey as CPO and founder, simplicity became our mantra. Here’s how: 1. Focus on Core: Identify and stick to the key processes that drive value. 2. Visualize: Use diagrams or flowcharts for clarity. 3. Iterate: Simplify in stages, removing non-essential steps over time. 4. Feedback Loop: Regularly review with your team for insights. 5. Standardize: Create templates for repeated tasks. 6. Automate: Use tools to handle repetitive, simple tasks. 7. Document: Keep concise records to guide new members. Simplicity isn’t about cutting corners; it’s about efficiency and clarity.

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How do you keep your process models simple and clear without losing important details?

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3

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1 Use a standard notation

2 Define the scope and level of detail

3 Follow the principles of modularity and hierarchy

4 Apply the rules of clarity and consistency

5 Review and refine your models

6 Here’s what else to consider

Process Modeling

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