An introduction to process mapping
(6 MINUTE READ)
Get started with process mapping
Processes play an important role on all projects. from the smallest to the biggest. But it's quite common for those processes to be poorly documented, or worse, undocumented.
We cannot expect a team to follow a process properly if it's not explained. That's where process maps or process flow diagrams can help.
In simple terms, process maps explain who does what and when.
Let's start with the benefits of using process maps.
The benefits
These are our favorites and are useful if you need to convince others too.
Understanding
Process maps help with understanding and communicating a process for a team. They make it clear what needs to be done and in what order.
Roles and responsibilities
Process maps identify the people involved in the process and what they do. You might be surprised how many teams don't know who does what in a process.
Troubleshooting
Process maps help identify problems and bottlenecks. They allow a team to see where improvements might be made. This will keep processes running smoothly.
Staff onboarding
Process maps are useful for teaching and training new employees. They'll get them up to speed quickly as well as providing a useful on the job reference.
Efficiency
Process maps help measure the efficiency of work processes and KPIs. Inconsistent processes are virtually impossible to measure reliably.
Hopefully that's convinced you to think seriously about documenting your processes.
The basics
For our purposes we can think of a process map as a workflow diagram. It's a step-by-step representation of a process or workflow, from beginning to end.
It shows how individual tasks, actions, or resources, move between people or teams. Plus it shows the order in which those things need to happen to complete the process or workflow.
Here are some reasons why we might use a process map:
~ Plan new projects or work
~ Identify and solve problems
~ Help teams communicate more efficiently
~ To analyze and manage how teams work
~ Document a process
It's that last one that we'll concentrate on here.
Process map types
There are lots of different types of process map. We'll keep it simple and look at basic flowcharts and cross-functional flowcharts.
Here's a basic flowchart. It has a starting point, then some steps or actions, finishing with an end point:
It's important that your flowcharts, or process maps, always have a clear start and end point. You'd be surprised at how many don't. If they're missing, it'll make the process difficult to follow.
With the basic flowchart, it doesn't necessarily tell us whose responsible for each step or action. That may not be important for simple process diagrams or flowcharts.
But on a project, a process may involve lots of different people and companies who make the process happen.
Remember that one of the purposes of a process map is to understand who does what and when. That's where cross-functional diagrams or flowcharts can help. We add in columns or rows that show who is responsible for each step. For example:
Now it's obvious who needs to do what. Each function could be a single person, a company, a team or a group. This type of diagram is better when the process spans across different teams and disciplines.
Sometimes these cross-functional process diagrams or flowcharts are called swimlane diagrams. That's because each function stays in its own lane.
Tip!
Policy, process, procedure. What’s the difference?
Often, these terms are used interchangeably. Don't make that mistake with your team.
Understand the differences and why they're all important.
Process map shapes
One thing you'll have noticed about flowcharts is that they use a variety of shapes:
The shapes represent different types of actions or resources. But don't worry about trying to use them all - because the truth is most people don't know what they all mean anyway.
It's easy to get confused, so we recommend using just four shapes to begin with.
First up is the Terminator. This shows us where the process or workflow starts and, just as importantly, where it ends.
Then there's the rectangle shape or Step. You'll use a lot of these because they tell us what needs to be done. Try not to include too many instructions or text in each box otherwise they can be difficult to follow.
Next is the Predefined Process (or sometimes, Sub Process). You don't have to use this shape - a lot of people don't. It indicates that there's another process that takes place in this step. It could even have it's own process map.
An example would be "review document". That in itself might involve a number of steps or sub processes. So we use this shape to be more concise.
The last shape is the diamond and these are used to ask questions or provide direction. You'll have one path or arrow coming in and two going out - typically indicating yes or no.
It is possible to have three outgoing options, but that can get complicated.
Tip!
Keep it simple
It's easy to get carried away with flowcharts. But their purpose is to provide an easy to follow series of steps to get something done.
The more shapes and steps you use, only make it more difficult to follow.
Summary
Focus on the following to make sure your process maps or flowcharts cover the fundamentals:
1. The main activities and tasks
2. Key questions or decisions that will change the direction of the flow
3. The people or team responsible
That's it. You're all set to start creating your first process diagram or flowchart.
And finally
We'll finish off with a funny flowchart.
The point about this is that we can create a flowchart or process map for just about anything. Sometimes creating funny examples like this are a great way to practice.
