The Easy Guide to Process Mapping

Planning a new strategy? Want to improve customer satisfaction? Want to know why some of your projects are failing?

Process mapping is the first step to find out how and why to these questions above.

In this process mapping guide we will show you;

What is a Process Map?

A process map visually shows the steps of a work activity and the people who are involved in carrying out each step.

When mapping a process you simply draw a box for each step and connect them with arrows to show a flow.  A basic process map would look like this;

Example of a basic process map

Process Map Symbols

Each 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 process mapping. However, we think for most people, using a handful of the most common shapes will be easier to understand.

Shape  Name  Use
 Activity/ Process  Activity/Process  To represent a step/ activity of a process
 Decision  Decision To represent a decision that has to be made
 Start or End  Start/ End  To represent the start and end of a process
 Arrow  Arrow To represent the connection between two steps

and the direction of flow

 Document  Document To represent data or information that can be

read by people

The full set of process map/flowchart shapes are at the bottom of this guide.

Types of Process Maps

Following is a list of different types of process maps along with a brief description and when you can use each. Choose the type of process map that is most suitable for your goal.

Basic Flowchart

A basic flowchart is a simple map visualizing the steps of a process including its inputs and outputs.

When to use:  

  • to plan new projects
  • to model and document a process
  • to solve problems
  • to help teams communicate ideas better
  • To analyze and manage workflows

How to draw:

Here’s the ultimate flowchart guide you need to learn how to draw them.

High-level Process Map

This is also known as a value chain map or a top-down map.  It shows the core activities of a process.  It doesn’t go into much detail about decision points, rework loop, roles involved etc.

When to use:

  • to design and define business processes
  • to identify the key steps and key details of a process

How to draw:

  1. list the most basic steps in  the process (no more than 5-6 steps)
  2. organize them in order, horizontally
  3. list each sub-step (again, no more than 5-6 steps) under the main steps

Detailed Process Map

A flowchart that shows a drill-down version of a process. This means all the 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 step
  •  to document the decision points within a process

How to draw:

  1. define process boundaries
  2. what’s triggers the process? Use a SIPOC to identify process inputs
  3. identify what immediately happens after each input (repeatedly ask ‘what happens next?’ until you get to the output)

Cross-Functional Flowchart

A flowchart that shows the relationships between process steps and the functional units (teams/ departments) responsible for them with swim lanes. It’s also known as a deployment flowchart.

When  to use:

  • to identify the key roles responsible for the process and how they relate to each other
  • to highlight how a process flows across company boundaries
  • to identify potential process failure, redundancies, delays, rework, excessive inspection etc.

How to draw:

  1. Gather a competent and relevant cross-functional team
  2. Identify stakeholders
  3. list the process stakeholders (based on how close they are to the process customer) starting with the process customer
  4. add swim lanes to separate the columns between each stakeholder
  5. add steps performed by each stakeholder in their respective swim lane
  6. connect the steps with arrows to indicate the flow

SIPOC

SIPOC 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 detailed map
  • to define the scope of complex processes
  • can be used in the Measure phase of the DMAIC methodology

How to draw:

  1. Draw a table of 5 columns for Suppliers, Inputs, Process, Outputs, and Customers
  2. Start with mapping the process in 5-6 high-level steps
  3. Identify the outputs
  4. Identify the customers
  5. Identify the inputs of the process
  6. Identify the suppliers of each of the inputs
  7. Verify the SIPOC diagram with project head and other stakeholders

Value Stream Map

Value stream maps visualize the flow of material and information that is needed to bring your product to the customer.

When to use:

  • to record measurements of the inputs and outputs of process steps
  • to identify waste within and between processes
  • to document, analyze and improve the flow of information and material
  • to gain insight into decision-making and process flow
  • to identify where to focus future projects or subprojects

How to draw:

Here’s a comprehensive value stream mapping guide to master how to draw 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 Steps

Now that you know what process mapping symbols are and what types of process maps are out there, are you ready to create a process map? Here are the steps you need to follow,

Create Process Maps - Step by Step

Step 1: Identify the Process You Need to Map

Decide where you want to start. Is it with the process that is underperforming? Is it with the process that is important to your new strategy? Or is it with the process that directly makes an impact on customer satisfaction?

And then give it a name.

Step 2: Bring Together the Right Team

The input of everyone involved in the process is necessary to make sure that you cover every aspect of the process when mapping it. The right team should include those who do and manage the process and provides the input.

Step 3: Gather All the Necessary Information

  • Where 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 Order

Get your team to arrange each step in a sequential order from the beginning to the end.

Step 5: Draw the Baseline Process Map

Draw a process map that shows the map as it is currently. Keep in mind the <process mapping best practices.>

Step 5: Analyze the Map to Find Areas for Improvement

Identify inefficiencies and bottlenecks within the processes. What are the steps that should be eliminated? Where can you make improvements?

Step 6: Implement Improvements and Monitor Them

Implement the improvements on a smaller scale at first. If they work better, you can apply it on a larger scale. Monitor the new and improved process to see how it is functioning and whether it needs further optimization.

Process Mapping Best Practices

  • Before identifying the process steps, start with identifying the start and end points of the process. This helps with setting limits
  • Make your process maps as easy and simple as possible to read and understand by anyone in your company
  • Keep only the necessary details on your map. Not less or more than needed to identify areas for improvements
  • Make sure you use the correct process map symbols when drawing to avoid confusion
  • Include all the key stakeholders when mapping the process to avoid missing out on important information or steps
  • Use a business process mapping software  that allows you to quickly draw as well as collaborate with your team in real-time for efficiency

More process mapping best practices?

Benefits of Process mapping

As you are already reading about process mapping, we’d  guess you know at least a few benefits of doing it. However read this section carefully as it will help you convince others!

  • Makes understanding and communicating the process much easier among teams, stakeholders or customers
  • Serves as a useful tool for scenario testing and what-if assessments
  • Can be used as a marketing tool to prove to your investors or industrial customers that your business processes are reliable
  • Is a requirement of many types of standards and certification like ISO 9000
  • Makes process documentation more reader-friendly
  • Spread awareness of the roles and responsibilities of those who are involved
  • Helps identify flaws in  the process and where improvements should be made
  • Aids teams brainstorm ideas for improvement or new changes that will help tackle challenges like retaining employees, declining revenue etc.
  • Helps reduce costs associated with development of products and services
  • Improve team performance and employee satisfaction
  • Can be used as learning material to train new employees
  • Helps measure the efficiency of work processes

Process Map Templates

Following are a few process map templates you can edit online with the Creately editor.

Template 1

Process map example 1

Click the template to edit it online

Template 2 

Process map template 2

Template 3 

Process map template 3

Want more free editable process map templates?

Process Mapping Symbols (Continued)

In addition to the basic symbols we discussed earlier, process mapping makes use of the following symbols as well.

Process/ Operations Symbols

Shape Name Use
 Predefined process  Predefined Process / Subroutine  To represent a process that is already pre-defined
 Alternate process  Alternate Process  To represent a process step that is an alternative to the normal process step
 Delay  Delay  To represent a delay or a pause before the process flow continues
 Manual Loop  Manual Loop  To represent automated steps that need to be stopped manually
 preparation  Preparation  To represent something that needs to be modified or adjusted in the process before continuing

Branching and Control of Flow Symbols

Shape  Name Use
 Connector  On-Page Connector  To represent an inspection point in the process flow
 Off page connector  Off-page Connector  To represent cross-references and links to the process from another process on another page
 Merge  Merge  To represent a step that will merge several steps into one
 Extract  Extract  To represent  a process that is divided into parallel paths
 Or  Or  To represent the ‘or’ logic
 Adder  And  To represent the ‘and’ logic

Input and Output Symbols

Shape Name  Use
 Data  Data  To represent inputs to and outputs from the process
 Multiple documents  Multiple Documents  To represent multiple documents
 Display  Display  To represent data that is displayed to be read on a screen or display
 Manual Input  Manual Input  To represent process steps that will be manually performed by a person

File and Information Storage Symbols

 Shape Name Use
 Stored Data  Stored data  To represent stored data
 database  Database  To represent a database
 Direct Data  Direct Access Storage  To represent a hard drive
 Internal Storage  Internal Storage  To represent an internal storage device

Data Processing Symbols

 Shape Name Use
 Collate  Collate  To represent a step in which data is organized in a standard way
 Sort  Sort  To represent the sorting of items in a particular order

What Are Your Thoughts on the Process Mapping Guide?

Process maps are not only a vital part of process documentation but are also a popular business process improvement methodology.

Follow the guide to create efficient business process maps and share with us any concern you may have, even if it is another process mapping technique that you personally use.

In our next guide, we’ll be discussing diagrams that can be used to make HR management more efficient.

 

Author

Amanda Athuraliya

Amanda Athuraliya is the communication specialist/content writer at Creately, online diagramming and collaboration tool. She is an avid reader, a budding writer and a passionate researcher who loves to write about all kinds of topics.

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