Q&A with a Process Guy: "What advice do you have for process mapping newbies?"

Me - "Start off by mapping simple processes. Ones that you do on a regular basis. There are four process mapping methods (3 explained in this article) with distinct differences and uses for each. Process mapping is easier said than done, however through learning the basics and practicing the different ways you'll become a mapping star."

LEARNING TO MAP IS LIKE LEARNING TO WRITE, ONLY EASIER

Before writing a letter, we must first know how to structure a complete thought (sentence). Before we can write a complete sentence we must know the letters that make up the words that create a sentence. Furthermore, we must know the different means of punctuation that will help inform the reader and enhance what they are reading. Process mapping is much the same way. We must know the symbols and icons necessary to create a map that tells an accurate story. Luckily for you, I'm only going to describe the basic four to create a process map.

• Rectangle shapes represent process steps/tasks
• Diamond shapes represent decision points
• Pill shapes represent end points and can also be used as the starting point of a process
• Arrows connect the shapes and communicate the direction of the process flow

Now that you know the basic shapes, you're ready to learn how to put them together into one or multiple "complete thoughts." Read on to learn how.

MACRO MAPS

Macro Maps provide a birds eye view of a process. They contain the main 3-5 steps and are typically fairly easy to complete. This is often the first step when documenting a process and work well when done in small groups.

Practice - Grab some Post-its and a small group (if possible).

1. Pick a common process within your department
2. Ask each person to write each step on a Post-it and place it on the wall or table
3. Compare the (likely) different versions of the process, rearranging Post-its until the group agrees on the high-level process

PROCESS FLOW DIAGRAMS

Process Flow Diagrams (PFDs) build upon the Macro Map because they incorporate additional symbols and have not limit to the number of steps.

Practice - Working with the same group of people, grab some more Post-its (if needed) and:

1. Add in the decision points and other intricacies of the Macro Map (i.e. add the pathway for a yes and no answer to the decision point)
2. Continue to add decision points as necessary to capture the different process variables and their associated steps

SWIM LANE MAPS

Swim Lane Maps build another layer of detail into the previous two methods by adding the people/functions and sometimes the time associated with the process. The people or functions are what create the swim lanes. Once finished, the map resembles a pool with lanes, hence its name.

Practice - Using the same process you've been mapping:

1. Determine the people or functions involved with the process (i.e. John/Lender, Sue/Underwriter, Steve/Credit Officer)
2. Create a lane for each (One lane equals one person/function)
3. Determine which steps the person/function performs and move them to the appropriate swim lane
4. If possible, add the total in-process time and elapsed time for each swim lane to the right
5. Total the time of all swim lanes at the bottom right

Congratulations! You've completed a process map that brings your process into the light where it can now be evaluated for improvement opportunities. For example, why does it take 6 days to do 6.75 hours of work?

KICK START YOUR JOURNEY TO MAPPING STARDOM

Using the techniques outlined above, draw out your process for getting ready in the morning. You should be the expert at that right? If you want to take it a step further, post a picture of your "morning routine" along with a description on LinkedIn. Are there opportunities to improve?

Here's mine...

I hope you enjoyed reading this article and took something away! If you did, I would appreciate you getting others involved in the conversation by sharing with your friends/network! If you're curious about what else goes on in the head of an outgoing introvert just ask by commenting below or contacting me directly. I love collaborating with people!

Have a fantastic day!

Best,

Kyle