A Simple Guide to Brown Paper Process Mapping
Simon Buck
Helping ambitious business leaders and senior teams take their business from GOOD to GREAT.
I was recently running a “brown paper process mapping session” for a client (yes I know it’s white) and I thought I’d share with you some of the benefits of the process.
Ultimately its designed as a way of visualising the process from start to finish but also reflecting on whether the step is needed, its efficient, who’s doing it, if its required and most importantly if it can be improved both in terms of speed, quality and consistency.
?Here's a step-by-step guide on how to run one effectively…
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1. Preparation
?? - Define the Objective: Clearly understand the goal of the session (e.g., improve a process, identify issues, etc.).
?? - Select the Process: Identify the specific process to be mapped, including start and end points.
?? - Gather Data: Collect relevant data, process documentation, or reports beforehand to guide the session.
?? - Assemble a Cross-Functional Team: Involve people from different roles/departments who interact with the process (e.g., operators, managers, support staff).
?? - Materials: A large roll of brown paper (hence the name of the exercise) to stick on the wall.
???? - Sticky notes or pens in various colours for different steps, issues, decisions, etc.
???? - Markers, pens, and tape.
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?2. Set Up the Environment
?? - Choose a Large Space: The room should have enough wall space for the brown paper roll to be laid out horizontally. This allows for the entire process to be visualised.
?? - Draw a Timeline: On the brown paper, mark the start and end of the process with enough space between them. Leave room for additional process steps and details.
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?3. Introduction and Context
?? - Explain the Purpose: Start by explaining the goals of the session and how process mapping will help achieve these. Set expectations about identifying both strengths and weaknesses.
?? - Ground Rules: Establish rules for participation, like encouraging open discussion, avoiding blame, and keeping the session constructive.
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?4. Identify Process Steps
?? - Start with the Process Flow: Ask participants to outline the process from beginning to end using sticky notes. Each sticky note represents one step in the process.
???? - Use Different Colours for activities, decisions, systems, handoffs, and bottlenecks.
?? - Add Decision Points: Use sticky notes to show where decisions need to be made (e.g., "Yes/No" or "Approved/Rejected").
?? - Highlight Handoffs: Identify where work moves between teams or departments, as these can be sources of delays or errors.
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?5. Add Detail
? - Who Does What: Clarify who is responsible for each step in the process and write their names or roles next to the respective sticky notes.
?? - Timeframes: If applicable, include estimates of how long each step takes. This helps identify delays or bottlenecks.
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?? - Pain Points/Issues: Encourage participants to note any issues or inefficiencies they’ve experienced in the process (e.g., bottlenecks, delays, miscommunication).
?? - Systems and Tools: Indicate what systems, tools, or documents are used at different stages of the process.
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?6. Discussion and Analysis
- Review the Map: Once the process is fully mapped, step back and review it with the team.
Identify:
???? - Inefficiencies
???? - Bottlenecks or slow areas
???? - Rework or repetition
???? - Missing steps or roles
?? - Encourage Open Dialogue: Ask team members for their insights on why certain problems happen, and what the root causes might be.
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?7. Capture Improvement Opportunities
? - Brainstorm Solutions: As issues are identified, brainstorm possible improvements or solutions with the team.
?? - Prioritise Improvements: Not all problems can be tackled at once. Identify which improvements will have the greatest impact and prioritise them for action.
?? - Create Action Items: For each key improvement area, assign an owner, a timeline, and the next steps. Write these on a different colour sticky note and attach them to the map for visibility.
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?8. Wrap-Up
- Summarise the Findings: Recap the process steps, issues identified, and proposed improvements.
?? - Assign Follow-Up Tasks: Ensure that there’s a clear action plan with owners assigned to address the identified improvements.
?? - Take Photos: Since the brown paper process map is often temporary, take pictures of the final map for future reference or digitise it using software if needed.
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?9. Post-Session Activities
- Document the Session: Create a formal process map based on the session, including key improvements and findings.
?? - Follow-Up: Regularly check in with assigned team members on the progress of improvement actions.
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This highly visual and collaborative session helps teams understand the full scope of the process, spot inefficiencies, and find practical solutions as a group.
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If you’re looking for help in your process then reach out and we can have a chat.
UK/Global - Transformation Consultant
3 周Love these types of sessions. Interesting concept to solutionize in the same session pros/cons I guess. Thanks for sharing.
Delivering operational excellence, one process at a time.
1 个月Up until a few weeks ago I had considered brown paper exercises to be redundant. Spending my time, as I do, sitting in front of a digital canvass, mapping out processes in real-time with clients and subject matter experts, in virtual workshops...who needs brown paper? However, I was recently invited to attend a 'brown paper' exercise by one of my clients at their offices. The subject matter being workshopped could have been highly contentious but the physical interaction between attendees, post-it-notes, marker pens and brown paper rapidly made things very tangible, more agreeable. It was a really refreshing and productive day. Vive la différence!