Process mapping 101

Process mapping is a visual representation of a business process that shows the sequence of steps, activities, and interactions between stakeholders. - ChatGPT

You'll need to think like a computer. Yes, no, left, right, if this then what? That's the simplest way to document your processes.

Follow these steps to get you started:

1. Choose a process-mapping tool. Visio, Lucidchart and even presentation slides can be used to map these.

2. Identify the documented processes with the most complexity. Where do you have people performing a sequence of 10 or more steps, tasks or activities before they achieve the end result? Those will benefit the most from a visual process map.

3. Choose your approach - roles or systems. It is always helpful to identify each step to belong to either specific roles or systems. Choose one of the two approaches and set up either swimlanes or colours. I.e. Salesperson, client and A/R are the roles and each with its own colour. Or, Accounting System, CRM and Order Manager are the systems and each has its own swimlane.

4. Identify your start triggers. What are all the possible ways to start this process? Each one should have a start shape and will be followed from start to finish.

5. High-level pass-through. Choose one starting point and follow it to the end at a high level. Repeat for all starting points. Start by identifying the most basic elements:

   1. Rounded Rectangle = Start (start the phrase with an action word like "Calls", "Receives" or "Identifies")

   2. Rectangle = Process step (start the phrase with an action word like "Perform", "Communicate" or "Prepare")

   3. Diamond = Decision (use a question phrase with a Yes/No answer) with at least two arrows coming out labeled accordingly. Note: You can also use options and label each outgoing connector with one of the options. I.e. "What is the customer's tier?" and Bronze, Silver and Gold as your outgoing lines.

   4. Rectangle with a line at each end of the shape = Sub-process (use this for steps such as those that have their own process, are reusable, or are outsourced. I.e. Approvals)

   5. Arrow connector = direction to follow for next step (always use single directional arrows)

   6. Rounded Rectangle = End (call it "End" to make it super obvious that this is where the process ends)

6. Second pass-through. For each process path, add some more details. You may want to identify elements such as some documents used/generated by a step, inputs or outputs, and integrations.

7. Note time and Resources. If you're looking to improve your processes and measure improvement, consider noting the total average time it takes to complete the step, how many people you have working that step and what tools are used.

Still not sure? You know where to find us. We can help with all or some of the steps in this process. We have additional templates and tools to get you there!