How do you communicate and share your BPMN 2.0 models with different stakeholders and audiences?

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Business process mapping is a powerful technique for visualizing and improving how work gets done in an organization. But how do you make sure that your BPMN 2.0 models are understood and used by different stakeholders and audiences? In this article, you will learn some practical tips for communicating and sharing your BPMN 2.0 models effectively.

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Daniel Luebke

Lead Solution Architect

1 Know your purpose and audience

Before you create or share your BPMN 2.0 models, you need to have a clear purpose and audience in mind. What are you trying to achieve with your models? Who are you trying to inform, persuade, or collaborate with? Depending on your answers, you may need to tailor your models to suit different levels of detail, complexity, and formality. For example, you may want to use a high-level diagram to show the overall flow of a process to senior managers, a detailed diagram to explain the tasks and roles to the process owners and performers, and a simplified diagram to communicate the benefits and changes to the customers and suppliers.

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Daniel Luebke

Lead Solution Architect
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The BPMN standard itself defines different profiles (e.g., descriptive modeling and analytical modeling), which can be a starting point for what elements a BPMN diagram for a specific target group might use. For example, descriptive modeling uses some shortcuts to reduce the number of BPMN elements making it easier for people to read and understand, who are not that well-versed in BPMN.

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2 Use standard notation and conventions

One of the advantages of BPMN 2.0 is that it provides a standard notation and set of conventions for modeling business processes. This means that you can use the same symbols, labels, and rules to represent different aspects of a process, such as events, activities, gateways, flows, pools, and lanes. By using standard notation and conventions, you can ensure that your models are consistent, accurate, and easy to read and interpret by anyone who is familiar with BPMN 2.0. However, you should also avoid using too many symbols or elements that may confuse or overwhelm your audience. You can use a legend or a glossary to explain the meaning of any non-standard or ambiguous symbols or terms.

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3 Use appropriate tools and formats

Another factor that affects how you communicate and share your BPMN 2.0 models is the choice of tools and formats. There are many tools and software applications that can help you create, edit, and export your BPMN 2.0 models, such as Visio, Lucidchart, Bizagi, and Signavio. You should choose a tool that suits your needs and preferences, as well as the compatibility and accessibility of your audience. For example, you may want to use a cloud-based tool that allows you to collaborate and share your models online, or a desktop tool that allows you to export your models as PDF or image files. You should also consider the size, resolution, and orientation of your models, as well as the color, font, and layout of your diagrams.

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Daniel Luebke

Lead Solution Architect
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Your tool of choice should allow to export the BPMN model as standard-compliant BPMN XML (.bpmn files). These can be well interchanged between different tools. For example, you can use your model in a simulation tool, too.

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4 Use clear and consistent language

The language that you use to label and describe your BPMN 2.0 models is also important for communicating and sharing your models effectively. You should use clear and consistent language that matches the tone and style of your purpose and audience. For example, you may want to use formal and precise language for technical or regulatory purposes, or informal and friendly language for educational or promotional purposes. You should also use consistent terminology and grammar throughout your models, as well as avoid jargon, acronyms, or abbreviations that may confuse or alienate your audience. You can use a style guide or a dictionary to ensure that your language is consistent and correct.

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Daniel Luebke

Lead Solution Architect
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There are some guidelines available that have been shown in research to help understandability. These include: - Use Verb + Object for activities (incl. tasks) - Use Object + Past Participle for events

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5 Provide context and feedback

Finally, you should provide context and feedback when you communicate and share your BPMN 2.0 models with different stakeholders and audiences. You should explain the background, scope, and objectives of your models, as well as how they relate to the business goals, strategies, and values of your organization. You should also invite feedback and comments from your audience, as well as address any questions, concerns, or suggestions that they may have. By providing context and feedback, you can ensure that your models are relevant, useful, and engaging for your audience, as well as improve your models based on their input and insights.

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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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How do you communicate and share your BPMN 2.0 models with different stakeholders and audiences?

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1 Know your purpose and audience

2 Use standard notation and conventions

3 Use appropriate tools and formats

4 Use clear and consistent language

5 Provide context and feedback

6 Here’s what else to consider

Business Process Mapping

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