The Easy Guide To Process Mapping

Process Mapping Guide A Step-by-Step Guide to Creating a Process Map19/12/2019, 11(56The Easy Guide to Process Mapping30 April 2019Planning a new strategy? Want to improve customer satisfaction? Want toknow why some of your projects are failing?Process mapping is the first step to find out how and why to thesequestions above.In this process mapping guide we will show you;What is a Process Map?Process Map SymbolsTypes of Process MapsHow to Create a Process MapProcess Mapping Best PracticesBenefits of Process MappingProcess Mapping TemplatesProcess Map Symbols (Continued)What is a Process Map?A process map visually shows the steps of a work activity and the peoplewho are involved in carrying out each step.When mapping a process you simply draw a box for each step andconnect them with arrows to show a flow. A basic process map wouldlook like pping-guide/Page 1 of 17

Process Mapping Guide A Step-by-Step Guide to Creating a Process Map19/12/2019, 11(56Process Map SymbolsEach step in a process is represented by a shape in a process map.These shapes are also called flowchart shapes.There are nearly 30 standard shapes that you can use in processmapping. However, we think for most people, using a handful of the mostcommon shapes will be easier to understand.ShapeNameUseActivity/ProcessTo represent a step/ activity of aprocessDecisionTo represent a decision that has to bemadeStart/ EndTo represent the start and end of aprocessTo represent the connection betweentwo pping-guide/Page 2 of 17

Process Mapping Guide A Step-by-Step Guide to Creating a Process Map19/12/2019, 11(56Arrowand the direction of flowDocumentTo represent data or information thatcan beread by peopleThe full set of process map/flowchart shapes are at the bottom of thisguide.Types of Process MapsFollowing is a list of different types of process maps along with a briefdescription and when you can use each. Choose the type of process mapthat is most suitable for your goal.Basic FlowchartA basic flowchart is a simple map visualizing the steps of a processincluding its inputs and outputs.When to use:to plan new projectsto model and document a processto solve problemsto help teams communicate ideas betterTo analyze and manage workflowsHow to draw:Hereʼs the ultimate flowchart guide you need to learn how to draw them.High-level Process ing-guide/Page 3 of 17

Process Mapping Guide A Step-by-Step Guide to Creating a Process Map19/12/2019, 11(56This is also known as a value chain map or a top-down map. It shows thecore activities of a process. It doesnʼt go into much detail about decisionpoints, rework loop, roles involved etc.When to use:to design and define business processesto identify the key steps and key details of a processHow to draw:W. list the most basic steps in the process (no more than 5-6 steps)Z. organize them in order, horizontally[. list each sub-step (again, no more than 5-6 steps) under the mainstepsDetailed Process MapA flowchart that shows a drill-down version of a process. This means allthe details of the sub-processes are contained in this type of map.When to use:to give all details (inputs and outputs) related to a process stepto document the decision points within a processHow to draw:W. define process boundariesZ. whatʼs triggers the process? Use a SIPOC to identify process inputs[. identify what immediately happens after each input (repeatedly ask‘what happens next?ʼ until you get to the output)Cross-Functional FlowchartA flowchart that shows the relationships between process steps and ing-guide/Page 4 of 17

Process Mapping Guide A Step-by-Step Guide to Creating a Process Map19/12/2019, 11(56functional units (teams/ departments) responsible for them with swimlanes. Itʼs also known as a deployment flowchart.When to use:to identify the key roles responsible for the process and how theyrelate to each otherto highlight how a process flows across company boundariesto identify potential process failure, redundancies, delays, rework,excessive inspection etc.How to draw:W. Gather a competent and relevant cross-functional teamZ. Identify stakeholders[. list the process stakeholders (based on how close they are to theprocess customer) starting with the process customer . add swim lanes to separate the columns between each stakeholdera. add steps performed by each stakeholder in their respective swimlaneb. connect the steps with arrows to indicate the flowSIPOCSIPOC shows the key elements of a process such as Suppliers, Inputs,Process, Outputs, and Customers.When to use:to identify the key elements of a process before doing a detailedmapto define the scope of complex processescan be used in the Measure phase of the DMAIC methodologyHow to pping-guide/Page 5 of 17

Process Mapping Guide A Step-by-Step Guide to Creating a Process Map19/12/2019, 11(56W. Draw a table of 5 columns for Suppliers, Inputs, Process, Outputs,and CustomersZ. Start with mapping the process in 5-6 high-level steps[. Identify the outputs . Identify the customersa. Identify the inputs of the processb. Identify the suppliers of each of the inputsc. Verify the SIPOC diagram with project head and other stakeholdersValue Stream MapValue stream maps visualize the flow of material and information that isneeded to bring your product to the customer.When to use:to record measurements of the inputs and outputs of process stepsto identify waste within and between processesto document, analyze and improve the flow of information andmaterialto gain insight into decision-making and process flowto identify where to focus future projects or subprojectsHow to draw:Hereʼs a comprehensive value stream mapping guide to master how todraw them. Note that Value stream maps have a different set of shapes,but the principles of process mapping remain the same.How to Create a Process Map Process Mapping StepsNow that you know what process mapping symbols are and what typesof process maps are out there, are you ready to create a process map?Here are the steps you need to mapping-guide/Page 6 of 17

Process Mapping Guide A Step-by-Step Guide to Creating a Process Map19/12/2019, 11(56Step 1: Identify the Process You Need to MapDecide where you want to start. Is it with the process that isunderperforming? Is it with the process that is important to your newstrategy? Or is it with the process that directly makes an impact oncustomer satisfaction?And then give it a name.Step 2: Bring Together the Right ping-guide/Page 7 of 17

Process Mapping Guide A Step-by-Step Guide to Creating a Process Map19/12/2019, 11(56The input of everyone involved in the process is necessary to make surethat you cover every aspect of the process when mapping it. The rightteam should include those who do and manage the process andprovides the input.Step 3: Gather All the Necessary InformationWhere does the process begin and end?What are the steps in between these two points?What are the inputs and the outputs of the process?Who does what? When, where and how?Step 4: Organize the Steps in a Sequential OrderGet your team to arrange each step in a sequential order from thebeginning to the end.Step 5: Draw the Baseline Process MapDraw a process map that shows the map as it is currently. Keep in mindthe process mapping best practices. Step 5: Analyze the Map to Find Areas for ImprovementIdentify inefficiencies and bottlenecks within the processes. What are thesteps that should be eliminated? Where can you make improvements?Step 6: Implement Improvements and Monitor ThemImplement the improvements on a smaller scale at first. If they workbetter, you can apply it on a larger scale. Monitor the new and improvedprocess to see how it is functioning and whether it needs furtheroptimization.Process Mapping Best s-mapping-guide/Page 8 of 17

Process Mapping Guide A Step-by-Step Guide to Creating a Process Map19/12/2019, 11(56Before identifying the process steps, start with identifying the startand end points of the process. This helps with setting limitsMake your process maps as easy and simple as possible to read andunderstand by anyone in your companyKeep only the necessary details on your map. Not less or more thanneeded to identify areas for improvementsMake sure you use the correct process map symbols when drawingto avoid confusionInclude all the key stakeholders when mapping the process to avoidmissing out on important information or stepsUse a business process mapping software that allows you to quicklydraw as well as collaborate with your team in real-time for efficiencyMore process mapping best practices?Benefits of Process mappingAs you are already reading about process mapping, weʼd guess youknow at least a few benefits of doing it. However read this sectioncarefully as it will help you convince others!Makes understanding and communicating the process much easieramong teams, stakeholders or customersServes as a useful tool for scenario testing and what-if assessmentsCan be used as a marketing tool to prove to your investors orindustrial customers that your business processes are reliableIs a requirement of many types of standards and certification like mapping-guide/Page 9 of 17

Process Mapping Guide A Step-by-Step Guide to Creating a Process Map19/12/2019, 11(56Makes process documentation more reader-friendlySpread awareness of the roles and responsibilities of those who areinvolvedHelps identify flaws in the process and where improvements shouldbe madeAids teams brainstorm ideas for improvement or new changes thatwill help tackle challenges like retaining employees, decliningrevenue etc.Helps reduce costs associated with development of products andservicesImprove team performance and employee satisfactionCan be used as learning material to train new employeesHelps measure the efficiency of work processesProcess Map TemplatesFollowing are a few process map templates you can edit online with theCreately editor.Template g-guide/Page 10 of 17

Process Mapping Guide A Step-by-Step Guide to Creating a Process Map19/12/2019, 11(56Click the template to edit it onlineTemplate g-guide/Page 11 of 17

Process Mapping Guide A Step-by-Step Guide to Creating a Process Map19/12/2019, 11(56Template g-guide/Page 12 of 17

Process Mapping Guide A Step-by-Step Guide to Creating a Process Map19/12/2019, 11(56Want more free editable process map templates?Process Mapping Symbols (Continued)In addition to the basic symbols we discussed earlier, process mappingmakes use of the following symbols as well.Process/ Operations SymbolsShapeNameUsePredefinedProcess /SubroutineTo represent a process that is already predefinedAlternateProcessTo represent a process step that is analternative to the normal process ping-guide/Page 13 of 17

Process Mapping Guide A Step-by-Step Guide to Creating a Process Map19/12/2019, 11(56DelayTo represent a delay or a pause before theprocess flow continuesManual LoopTo represent automated steps that need to bestopped manuallyPreparationTo represent something that needs to bemodified or adjusted in the process beforecontinuingBranching and Control of Flow SymbolsShapeNameUseOn-PageConnectorTo represent an inspection point in the process flowOff-pageConnectorTo represent cross-references and links to the processfrom another process on another pageMergeTo represent a step that will merge several steps intooneExtractTo represent a process that is divided into parallelpathsOrTo represent the ‘orʼ logicAndTo represent the ‘andʼ pping-guide/Page 14 of 17

Process Mapping Guide A Step-by-Step Guide to Creating a Process Map19/12/2019, 11(56Input and Output SymbolsShapeNameUseDataTo represent inputs to and outputs from theprocessMultipleDocumentsTo represent multiple documentsDisplayTo represent data that is displayed to be readon a screen or displayManualInputTo represent process steps that will bemanually performed by a personFile and Information Storage SymbolsShapeNameUseStored dataTo represent stored dataDatabaseTo represent a -mapping-guide/Page 15 of 17