How to workflow and process map
What is workflow and process mapping?
Mapping is what we do to visually map out workflows and processes. It involves creating a drawn map, also referred to as a flowchart, process flowchart, or workflow diagram.
The goal of process mapping is to articulate how a process is performed in a simplified and straightforward manner.
- Lets any person easily comprehend what needs to be done to accomplish a particular process with ease.
- By plotting the entire process from initiation to completion, a complete understanding of the processes can be gained, with challenges and opportunities for enhancements easily pinpointed.
- Process mapping is a great tool for understanding, training, and improving complex processes.
- It is really helpful for highlighting any recurring issues and which team or role is responsible for what.
- By visualising a process, it is easier to communicate the details with multiple people, making the whole thing more organised and organised and bringing non technical skills and insights to the table with confidence.
How to create a process map
Creating a process map is simple and can be done on paper or using workflow management software and templates. We use FigmaJam to get it done.
The steps below explain how to create a process map from scratch.
Step 1: Pick the process to be mapped
Start by figuring out the process you want to map. Is it an inefficient procedure needing improvement? Do you want to convey a new process to your team? Or is it a complex process that is leaving people perplexed? Identify the process you're mapping and give it a suitable name.
Step 2: List the activities involved
Create an extensive, organised list of all the undertakings necessary to achieve the process. Make a record of who is accountable for every task and analyse the stages required for the process to commence and finish. Moreover, to make sure that all tasks are properly recognised and with the correct level of detail, speak with the parties involved in the process.
Step 3: Write out the sequence of steps
Having completed the complete list of activities, organise them in to the correct order. Detailing the entire process from start to finish. While carrying out this task, its sensible to assess if there are any steps that may have been missed in the listing step.
Step 4: Identify phases or milestones
You will have noticed that your sequential steps naturally group in to activities that relate to one another, these become our phases or milestones. Identify these, agree the grouping and highlight them.
Step 5: Draw a flowchart using process mapping symbols
You want your chart to be easy to understand and to convey the right information, so choose the right process mapping format and sketch out the process by using the proper process mapping symbols. There are approximately thirty standard symbols you can use to symbolise diverse aspects of a process, you will find more on these here Workflow diagrams, symbols, uses and examples.
Step 6: Finalise and share the process map
Sharing is great, more eyes and minds makes for better results. After you have created your process chart, consult with any other people that are linked with the process to assure they understand it and accept it as accurate. Verify that there are no missing links and that it is clear and free of confusion.
Step 7: Analyse the map to find areas of improvement
Once your process map is verified as an accurate recreation of the process workflow, you can use it as a tool to analyse and seek areas for improvement. Take feedback from your team into consideration and consider how to eliminate certain steps and streamline existing tasks. Implement changes to a copy of the map and update to reflect the improvements.
Why use a process map?
Process mapping enables you to maintain the integrity of concepts and optimise operations by graphically demonstrating the processes required to make an idea a reality. They allow us to bring everyone involved in a process, technical and non to the table, contributing and taking ownership. Here are some ways that process mapping can be useful for you and your team:
- Identify inefficiencies: Find any bottlenecks, shortcomings, and other obstacles in a process flow.
- Simplify ideas: Breaks down complex ideas into smaller steps.
- Increase comprehension: Promotes thorough understanding of a process.
- Plan for contingencies: Allows for contingencies and provides problem-solving guidance.
- Delegate responsibilities: Coordinates responsibilities between various individuals or entities.
- Create documentation: Provides documentation of the process.
- Communicate clearly: Simplifies communication through a user-friendly, visual format.
- Make decisions faster: Enables faster decision making due to faster communication.
- Assist employees: Improves employee performance and job satisfaction.
- Meet standards: Helps businesses comply with ISO 9000 and ISO 9001 standards.
Example maps
Simple map
Detailed map
Mapping techniques
When creating a workflow or p map, it is important to tailor it to your specific needs and preferences. There are some general guidelines that should be followed to ensure yours is a success.
Planning your map:
- Ensure that only pertinent data is incorporated into the process by setting defined boundaries.
- Set clear objectives for the process.
- Only map processes that have a defined, objective output.
Drafting your process map:
- Work backward from output to input.
- Keep subprocesses simple.
- Include all necessary details, no more and no less.
- Use standardised notation so everyone is on the same page.
Reviewing your process map:
- Get feedback from everyone involved in the process ( Roles and responsibilities for project and team success )
- Investigate and evaluate other paths to meet the desired outcome, where applicable.
- Map the process in its current state, not necessarily a perfect or idealised state, and make improvements from there.
Incorporate these suggestions at every step of your process mapping procedure in order to create the most effective process maps.
Tell me more :)
Get in touch with team@yopla.co.uk , we love a workflow!