An insider guide to business process mapping

Business processes are an integral part of any successful business operation. The clearer and simpler complex tasks are, the better employees’ performance will be. 

An effective process flow helps employees have an accurate understanding of how human tasks are done and ensures that things are in order in the company. 

This is where business process mapping comes in handy. Business process maps lay out in simple terms the step-by-step procedure of every aspect of the business.

This article provides a comprehensive guide about business process mapping, what it can offer, and its different types.

What is business process mapping?

Business process mapping is the visual representation of an enterprise’s internal and external operations. Its main purpose is to help all stakeholders to perform in sync.

Process maps normally appear in employee handbooks or standard operating procedures. In some cases, company websites have a section called FAQs where a detailed process map is also included.

Given their simplicity and straightforwardness, business process maps are usually used by HR departments to set the standard of work excellence and continuous improvement.

Deviance from a process mapping tool can entail infraction reports that will be reflected in employees’ records. Compliance with its guidelines is essential, as management treats them seriously, and its goals and direction reflect on them.

Business process mapping features 

Here are some common features that can be found in business process mapping software: 

Task-oriented

Business process maps consist of individual tasks. Task owners can be categorized as department, company-wide, or employee-specific.

The key variable is the sequence of activities that should be accomplished for a specific task to be considered done. This sequence is normally repetitive and part of a normal day-to-day operation that the new employee can follow even if the current employee resigns. 

General

Employee attrition is normal and happens at any time of the business year. Despite this, business process mapping details remain the same even if various employees hold the post.

This logic is applicable across the board and at different levels of management.

Time-bound

Each business process model has a definite start and end. The end of a process will entail the start of a chain of tasks that can be done simultaneously or in succession.

Whatever it is, business process mapping has a clear time frame which allows for it to be assessed and improved in the future.

Business process mapping vs. Business process modeling

Business mapping is often interchanged with business modeling. Both entail fleshing out details and identifying crucial process steps in an operation. The difference lies in the medium used.

Business process mapping can be executed in any medium, such as paper, a tablet, or a whiteboard.

However, due to its complexity and unique needs, process improvement projects are always done through software, as they require automation. 

Types of business process maps

Below are the common types of process maps used both in the professional and academic setting:

Flow charts

This is the most common type among all process maps. Process charts are a clear-cut collection of arrows and boxes, all leading from a defined start to an end. They can be hand-drawn on paper or boards.

Microsoft Office is another medium used for creating a flow process chart, especially for SOPs and technical manuals. Others use Adobe Photoshop, but this is usually reserved for those who wish to print these processes onto a tarpaulin. 

The main advantage of this map is its simplicity and familiarity. However, its downside is the lack of flexibility, which can be challenging for some who have difficulties considering various steps in a complex process. 

Diagrams

Diagrams are similar to flow charts. They also have process-mapping symbols like shapes and lines and a direction for employees to follow. What sets them apart is that they are more holistic. 

Steps are divided, and process owners are identified. This makes it easier for departments and teams to understand the level of interaction required from each of them.

This also makes it easier to identify the point person involved during company projects. A data flow diagram creates better synergy and appreciation for the fact that all departments and employees are aligned to one goal. 

Stream map

This is among the types of process mapping tools that are technical. Usually used in lean six-sigma applications, it is hardly shown to employees or manuals. 

It is difficult to make sense of this in-depth tool, which is usually used for planning and management purposes. The goal is to optimize and explain the available options in detail. 

Benefits of business process mapping

The main benefit of a business process mapping is it promotes efficiency and effectiveness in the office.

It creates a culture of excellence that supports the growth ambitions of the management. Once this culture thrives, it is easier for companies to scale.

Other benefits of a business process map include:  

• Process documentation and visual representation
• A clear understanding of the process within the company
• Control of how the process is performed on a systematic basis
• Establishment of acceptable best practices and norms
• Leaner operations lead to fewer redundancies
• Heightened awareness of processes
• Industry standards are better achieved
• Improved employee training and development

The list is not exhaustive. Business process mapping offers various benefits. Depending on the goal and the nature of the company, its impact can be felt in many ways. 

5 best practices to apply in business process mapping

The thought of optimizing business operations to various process maps can be thrilling. However, not all process maps are effective. Some, if not planned and thought of carefully, can lead to more confusion.

Below are five best practices companies can consider as they create business process maps:

1. Keep it simple

The simplest approaches are often the most effective ones. The main goal is to elicit compliance.

If process maps are complicated, they will generate confusion and inconsistencies defeating the whole point of optimization.

2. Stay up to date

Circumstances change. Revisiting mapping techniques regularly will enable the company to address any issues, ensuring optimal performance and overall business process improvement. 

There are instances where a better approach is discovered during the conduct of the process. This can be incorporated into the process, keeping it dynamic and open to growth.

3. Identify the purpose

The overall goal of the entire process should be the guiding force behind the mapping project. Is it for end-users or employees?

The nature of the mapping will determine the overall direction of the process, so be clear with the goal.

4. Be as reasonable as possible

While the goal is to optimize processes, it does not entail pushing deadlines to extreme standards. It requires realistic and reasonable expectations for it to work. 

5. One step at a time

There will be exceptions or sub-tasks to any process. Taking all into consideration will impede progress. Start with the most common steps and situations and build from there.

Why use a business process map?

Business Process Mapping supports companies’ overall objective of maximizing their profitability.

It is beneficial to identify the best possible approach to accomplishing tasks in the least possible time with the least amount of resources. 

This practice allows for a workplace culture that is more open, accepting, and receptive to growth. With clear processes, assessing compliance with industry standards and making the necessary adjustments for any of its lapses is much easier.

To better understand business process mapping, we at Outsource Accelerator help companies of all sizes find the best partner for their business requirements.

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