Business Process Mapping – three common methods
Business Process Mapping – three common methods is the latest video to be released on our YouTube channel. If you have access to our Learning Zone, you may recognise it. This video was first published as part three of our Business Process Mapping video training toolkit. For everyone else, here is a link to the video on YouTube.
A summary of the key messages is provided below, for those of you who prefer to read your content.
Recording your processes
When mapping any process, it’s good practice to include details of what the process relates to. This should include the date it was created and when it was last updated. You should also state who owns the process (or at least who made the latest version), the intended users and what the process is expected to deliver.
Top-Down process map
This is an ideal starting point when mapping business processes for the first time. It’s an easy way to capture the main process elements. When mapping for the first time, it can help to use Sticky-Notes. This makes it easy to add or reorder process steps.
First identify the key steps required to convert inputs into outputs. Then, below each process step, identify the key activities required to deliver it. The result is a simple high-level picture of your key processes.
Swim Lane process map
If more than one team or department is involved in a process, then a Swim Lane process map will help to show who is responsible for what.
For each of the teams that are involved, draw lines across the page to create the lanes. The activities completed by each team are shown within their lane.
The main advantage of a Swim Lane process is that it shows who does what, helping to clarify responsibilities for specific activities. It also helps to identify potential issues that will arise from failures in communication. When the line crosses a lane, there’s an interface that needs to be managed.
Linear process map
Linear process maps add a level of detail, such as decision points, which can be useful when trying to identify important process control points and improvement opportunities. When using Sticky-notes, it’s easy to show decision points by placing the note at a 45˚ angle.
The Linear process map can be used to identify potential waste and appropriate control points that can be measured to ensure processes are working as intended.
Business process mapping documentation
Once you have mapped your processes, create a detailed list to show which processes the organisation has adopted, who owns the process (so that suggestions for improvement can be made) and any key documents that are associated with the process.
This will ensure that your processes are well managed and are more able to adapt and evolve to the changing requirements of the organisation as it grows.