Why Is Process Mapping Beneficial?
Process mapping is the process where a flowchart showcases in detail how a project is divided into subtasks and how each task should be facilitated. It’s a premium organizing tool that avoids verbal communication, which is often misunderstood, and is clearly recognized by all team members. By visualizing each process, teams can plan their projects effectively, communicate their goals comprehensibly, and speed up project design. Additionally, professionals identify errors and potential struggles early on and quickly decide on alternatives and budget-friendly fixes. All mapped processes use specific symbols that indicate the connections and sequences of subtasks and help individuals get a clear picture of the outcome. Therefore, everyone can perform to the best of their abilities and produce satisfying results.
Types Of Process Maps You Can Create
Flowchart
This is the standard map that visualizes a project from start to finish, including all the individual steps and actions. It features symbols, shapes, and colors to indicate different steps. The streamlined flow of a project is easy to imagine, and every team member understands what their role is. This feature is useful for everyone, including developers creating new features and product owners dealing with backlogging.
SIPOC Diagram
The acronym stands for Suppliers, Inputs, Processes, Outputs, and Customers and encapsulates the basic flow of an operation from start to finish. It focuses more on structure and can be created as a companion to other process maps. Keeping the five major components of any business function in mind, professionals never lose focus. SIPOC is particularly useful during complex operations, like manufacturing and production, where processes must be strictly followed to avoid costly mistakes.
Swimlane Map
This mapping process involves designing swim lanes, with each one representing different employees. In complex operations where multiple departments are involved, it provides clarity on who is responsible for specific tasks. Accountability is fostered and professionals can communicate directly if the need arises. So, every lane is defined by rules corresponding individuals must follow. HR may use this map to organize someone’s onboarding process and spread out responsibilities.
BPMN Diagram
Business Process Model and Notation (BPMN) diagrams are even more detailed than traditional flowcharts. They include events, activities, and gateways. Different symbols are used to connect each element to the other, creating a clear flow and associations. Swim lanes and artifacts organize each activity into smaller actions. However, a sequence flow can’t be connected to more than one function directly. These diagrams may involve possible hiccups so companies are prepared for their resolution.
Value Stream Map
Also known as Material and Information Flow Charts (MIFC), these process maps note down not only the individual steps during an operation but also the duration for each one. They also calculate the resources and inventory required and the number of employees that need to be involved. So, they recognize both value and non-value activities, reducing wasted resources and tasks. Therefore, professionals can focus less on time-wasting actions and more on other projects.
High-Level Map
Also known as top-down maps and value chain maps, they offer a quick explanation of the main steps without going into too much detail. Only the essential steps are included without mentioning every subtask, duration, and professionals assigned. They are a great tool for project managers to discuss business plans with leaders or third-party collaborators who don’t need operational details. Communication is crucial to transcribe the message correctly.
5 Steps To Create An Effective Process Map
1. Identify Your Process
There may be a process that must be improved or one that hasn’t been documented in your company. Decide which one deserves to be mapped out and why. Which problems do you notice, and how do you plan on solving them? Decide whether this involves one department or the entire company and then pick your preferred process map. Assign each employee with tasks and use the map to communicate your operational methods to your customer base. Don’t forget to set goals, whether it’s improving communication or reducing delays in projects.
2. Build Your Mapping Team
The more stakeholders you invite to your team, the more comprehensive your map will be. Include professionals with expertise in the different steps of the process and ask them to share their thoughts. Their insights help you understand the key roles, activities, inputs, and outputs of your process. Along the way, ask employees who work on the project to share their opinions regarding their work. Review documents like operating procedures and key performance metrics to improve productivity and reduce wasted time.
3. Organize Your Steps
Begin by defining your start and end points and all the preconditions, triggers, and postconditions. Break down your process into tasks and smaller sub-actions. Predict the human and material resources and the capital you’ll need. Be specific about the duration of each task, the issues that may arise, and the expectations. You must create a clear communication path between every subtask and assign roles to employees based on their skills. In case of handoffs, keep a communication log to ensure a smooth flow.
4. Choosing Your Process Map
Based on the previous steps, you’ll know which map or diagram suits your process’s needs and serves your end goal. If you need a hyper-detailed map, you can opt for a traditional flowchart, a value stream map, or a BPMN diagram. On the other hand, if you only need general operational documentation, you may go with a high-level map. Of course, you can create more than one map. However, you may want to stick to one format and not overcomplicate things.
5. Share With Your Team And Make Improvements
After you’ve designed your process map, share it with your stakeholders and team members from all departments involved. Let them review it and offer feedback regarding its functionality and clarity. They may notice certain steps that are missing or factual errors. Ensure the content is clear and doesn’t create ambiguities. Depending on your employees’ comments, make necessary changes and improvements to fit your process’s needs. When you feel it’s ready, you may share it with everyone in your company.
Symbols You Must Know
Depending on the different steps, decisions, inputs, and outputs mentioned in a process map, various symbols from the Unified Modeling Language (UML) are incorporated:
- Ovals indicate the various starting and ending points of a process. They are always found at the top and bottom of every map.
- Rectangles refer to tasks and subtasks that are in the process of completing.
- Rectangles with a slanted top line represent inputs and actions that are performed manually.
- Rectangles with double vertical lines show supplementary processes and tasks that are not explained in that map.
- Hollow arrows refer to tasks or items that were transferred from one destination to another, describing the item and its origin.
- Thick arrows indicate the pathway of actions and flow of a process.
- Diamonds indicate the need to answer questions, often with a simple yes or no.
- D-shaped symbols are usually longer than the letter D and reveal delays along the process.
- Parallelograms refer to data included in inputs or outputs.
- Thick circles showcase the need for inspection, reviewing, or testing.
Conclusion
Crafting process maps is something most organizations utilize to drive improvement within their teams. Mistakes like overcomplicating processes, making them too simple, and ignoring stakeholders’ input may occur. However, you should opt for a clear and detailed approach without making it too complex for professionals to understand. Make it a priority to receive feedback and input from your colleagues and try to incorporate their points. Collaboration and active listening help you overcome common struggles and succeed.