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How can you make your business process mapping more sustainable?

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Business process mapping is a powerful tool for improving the efficiency, quality, and customer satisfaction of your operations. But how can you ensure that your process maps are not just one-time exercises that get forgotten or outdated? How can you make your business process mapping more sustainable and adaptable to changing needs and circumstances? In this article, you will learn some practical tips and best practices for creating and maintaining effective process maps that can support your continuous improvement efforts.

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1 Define your purpose and scope

Before you start mapping your processes, you need to have a clear idea of why you are doing it and what you want to achieve. What are the goals and objectives of your process mapping project? What are the expected outcomes and benefits? Who are the stakeholders and customers involved? How will you measure and monitor your progress and performance? These questions will help you define the purpose and scope of your process mapping, as well as the level of detail and complexity that you need to capture. Having a well-defined purpose and scope will also help you communicate and align your process mapping with your strategic vision and priorities.

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Alap Kavishwar

Customer Experience Strategist | Digital Transformation Expert | Award-Winning Leader in Customer Centricity
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In my experience, most organizations create processes for specific issues. To create sustainable processes one needs to think out of the box and create stronger prechecks. A business may see 7 individual problems but when you change the point of view it turns out to be one single problem reflecting itself on 7 different functions. For example: Mr. X has an issue riding his bicycle, lets say he has a deflated tyre. He gets that fixed, but then realizes that the chain is stuck, he fixes this too only to realise that the handle is misaligned and so on. Sustainable process: Before riding the bike check if the tyre, chain, handle, seat basically all aspects are in place. This ensures all critical variables are addressed before hand.

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2 Choose your tools and methods

There are many tools and methods available for business process mapping, such as flowcharts, swimlane diagrams, value stream maps, SIPOC diagrams, and BPMN notation. Depending on your purpose and scope, you may need to use different tools and methods for different processes or stages of your process mapping. For example, you may use a high-level flowchart to map the overall workflow of a process, and then use a swimlane diagram to show the roles and responsibilities of each actor within the process. Or you may use a value stream map to identify the value-added and non-value-added activities and the sources of waste and inefficiency in your process. The key is to choose the tools and methods that best suit your needs and goals, and that can help you visualize and analyze your processes effectively.

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3 Involve your team and stakeholders

Business process mapping is not a solo activity. It requires the input and feedback of your team members and stakeholders, who have the knowledge and experience of the processes that you are mapping. By involving them in your process mapping, you can ensure that your process maps are accurate, comprehensive, and realistic. You can also foster a culture of collaboration and ownership, where everyone feels engaged and empowered to contribute to the process improvement. You can involve your team and stakeholders in various ways, such as conducting interviews, surveys, workshops, observations, or brainstorming sessions. You can also use online tools and platforms that allow you to share and edit your process maps in real time with your team and stakeholders.

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Reija H?iv?l?-Vicentelo

Integrations EDI, Peppol, e-invoicing| Project Management
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Ensure that you are documenting the real process and not what you would like it to be or what you planned it to be. Using automated process mapping software can help with this.

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4 Document and standardize your process maps

Once you have created your process maps, you need to document and standardize them so that they can be easily accessed, understood, and followed by anyone who needs them. You need to ensure that your process maps have consistent formats, symbols, labels, and colors, and that they follow the conventions and standards of your chosen tools and methods. You also need to provide clear and concise descriptions, instructions, and explanations for each process element, as well as any relevant information, such as inputs, outputs, resources, risks, controls, or metrics. You need to store and organize your process maps in a central and secure location, such as a cloud-based repository or a process management software, where you can manage and update them as needed.

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5 Review and update your process maps regularly

Business process mapping is not a one-off activity. It is an ongoing process that requires regular review and update to reflect the changes and improvements that you make to your processes. You need to monitor and measure your process performance and outcomes, and compare them with your process mapping goals and objectives. You need to identify and address any gaps, issues, or opportunities for improvement that arise from your process mapping. You need to communicate and implement any changes or enhancements that you make to your processes, and ensure that they are reflected in your process maps. You need to review and update your process maps at least once a year, or whenever there is a significant change in your processes, such as a new product, service, customer, regulation, or technology.

By following these tips and best practices, you can make your business process mapping more sustainable and beneficial for your organization. You can create and maintain process maps that can help you optimize and streamline your processes, increase your productivity and quality, and enhance your customer satisfaction and loyalty.

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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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Pegeen Reilly

If you're always the smartest person in the room, you're in the wrong rooms.
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Every time a client asks me what the "best" process or tool is, my response is the same: the one you'll actually use. Building an error proof, data rich, complex process reliant on consistent data entry and producing ongoing reporting sounds great. But in a company that is just beginning to scale and still relies on swarming to deliver important work, this type of process is just a very expensive paperweight. Process design has to begin with culture and incorporate existing ways of working. Spend time understanding how your folks naturally come together to deliver work and design a process that supports and improves that, not one that requires the natural working rhythms to change.

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How can you make your business process mapping more sustainable?

1

2

3

4

5

6

1 Define your purpose and scope

2 Choose your tools and methods

3 Involve your team and stakeholders

4 Document and standardize your process maps

5 Review and update your process maps regularly

6 Here’s what else to consider

Process Design

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How can you make your business process mapping more sustainable?

1

2

3

4

5

6

1 Define your purpose and scope

2 Choose your tools and methods

3 Involve your team and stakeholders

4 Document and standardize your process maps

5 Review and update your process maps regularly

6 Here’s what else to consider

Process Design

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