Save Your Projects from Disaster: Mastering the Art of Process Mapping Workshops

By Terry Vermeylen, Expert Solution Architect

In a world increasingly driven by technology, certain activities, like process mapping, remain uniquely human endeavors. This is because they demand collaboration, critical thinking, and the nuanced touch of human interaction. While AI continues to make strides, it cannot replicate the creativity and synergy that emerge when a team gathers to map out processes. Here’s a detailed, step-by-step guide to planning and conducting a process mapping workshop that’s both effective and engaging.

Pre-Workshop Preparation: Setting the Stage for Success

Identify Key Participants

• Carefully select Subject Matter Experts (SMEs) and executives whose insights will be crucial for the workshop. Their diverse perspectives are essential for a comprehensive process map.

Gather Essential Materials

• Large Rolls of Paper: These will serve as your canvas, providing ample space to capture complex processes.
• Blue Tack: Essential for affixing the paper to walls without causing damage.
• Sharpies: Use these to ensure that notes on Post-its are clear and visible.
• Post-its: Opt for different colors to facilitate categorization and enhance visual clarity.
• Scissors: Handy for trimming paper to fit the designated wall space.
• Scotch Tape: Secure the Post-its and keep your map intact during the workshop.
• Candies or Chocolate: A little sugar boost can keep energy levels high and maintain engagement throughout the session.

Pre-define Swim Lanes

• Outline swim lanes on the large paper ahead of time. If the process involves departments such as Finance, HR, and IT, clearly mark these areas to provide a structured framework for the mapping activity.

Workshop Execution: Unleashing Collective Creativity

Engage Participants Right from the Start

• Hand out Post-its to all participants immediately. Encourage them to write down ideas and steps as they come to mind, even before the formal process begins. This proactive approach keeps everyone engaged and minimizes downtime.

Understand and Use Basic Process Mapping Shapes

• Terminator (Start/End): Use an oval or rounded rectangle to indicate the start and end of the process.
• Process (Action Step): Represent each step with a rectangle.
• Decision Point: Use a diamond shape to show points where decisions are made, leading to different paths.
• Connector: A circle can be used to indicate jumps or connections in complex diagrams.
• Data (Input/Output): Represent data input and output with a parallelogram.
• Document: Use a rectangle with a wavy base to indicate documents or reports generated during the process.
• Arrow (Flowline): Show the direction of flow from one step to the next with an arrow.

Applying Shapes in Your Process Flow

• Start: Place a Terminator at the beginning of your process.
• Map Each Step: Use Process shapes for every action step.
• Incorporate Decisions: Insert Decision shapes where choices need to be made.
• Connect Steps: Use Flowlines to link steps and show the process flow.
• Indicate Data: Use Data shapes for input/output and Document shapes for reports.
• Finish: End the process with another Terminator.

Post-Workshop Actions: Bringing the Process to Life

Consolidate and Refine

• Use Scotch tape to secure all Post-its onto the large paper.
• Carefully roll up the paper for easy transport.
• Transfer the entire process map to Microsoft Visio, ensuring every detail is captured.
• Refine and clean up the process map as needed to create a polished and professional final product.

The Role of the Facilitator A successful workshop relies on a skilled facilitator who can guide the group with confidence and ensure that every voice is heard. This person must balance the dynamics of the room, fostering respectful collaboration and driving the session toward actionable outcomes. By following this guide, you’ll not only conduct a productive process mapping workshop but also create a platform for genuine human connection and innovation. Remember, it’s the human touch that transforms these sessions into a powerful tool for business improvement.

Terry Vermeylen Senior Solution Architect and Consultant Helping teams navigate the complexities of process mapping with clarity and creativity.