Introduction
In the world of business, processes are the gears that keep the machinery running smoothly. Every business has them. Yet, understanding the intricate details of these processes can be challenging, especially for those new to the concept. That’s where a process map comes in – as an invaluable tool that sheds light on the intricacies of workflows, helping organisations get clarity, enhance efficiency, identify opportunities, and drive process improvement.
In this article, we’ll answer the question: What is a process map? We’ll break down the basics, so you can grasp the concept with ease.
What Do We Mean By A ‘Process’?
Let’s step away from business for a moment, and we can find examples of processes in many ‘day-to-day’ activities.
Imagine you’re baking a cake. The recipe guides you through all of the steps you need to take to, hopefully, produce an amazing cake. The individual steps in that recipe are the process for making the cake. From gathering ingredients to serving the final slice, every step is like a piece of a puzzle.
Now, think about building a complex Lego model. It can be challenging enough without the instructions to guide you but imagine trying to put all the pieces together without them. Those instructions are the process for creating that Lego model.
“I Don’t Have Processes In My Business”
This is something we’ve heard numerous times in the past. However, the face is that every business has processes. From a ‘one man band’ through to the largest global organisations.
Within your business, there are likely to be many processes, such as
- Onboarding new clients
- Recruiting new team members
- Delivering your product or service
- Adding receipts to your accounting software
- Raising and sending out invoices
So, What is a Process Map?
A process map is a form of process documentation. More specifically, it is a visual representation that details the sequence of steps and interactions within a business process.
A process map takes steps these steps and arranges them in a logical order, normally with each step contained in a box (or by using specific types of process mapping symbols) and a connecting arrow guiding you to the next step. Whether it’s a simple task or a complex workflow, mapping your ways of working is your roadmap to success.
Business process mapping can show a process at different levels of detail. From a high-level process map showing the key steps (think about them as checkpoints in the process) through to a highly detailed process map which shows even the smallest step in the process (these are normally used for automation projects where that low-level detail is critical to success).
These maps provide a clear, step-by-step view of how work is done, making complex processes digestible and understandable.
What Does A Process Map Look Like?
Here is a very simple example of a process map:
This is, arguably, as simple as a process map gets. As you will discover when you read on, there are other components that a process map could have. However, even in this simple map, it still clearly explains the basic steps involved in making toast.
What Are The Key Components of a Process Map?
Let’s break down the most basic elements of a process map:
Process Steps: These are the individual actions or tasks that make up the process. Each step is shown in a box and arranged in a sequential order. Some mapping methodologies use different symbols to represent different elements of the process. The description of the step should be simple ‘verb and noun’ wordng.
Start and End Points: The map begins with the start point, or the ‘trigger’ for that process starting (e.g. “new client order received”, and finishes with the final output which signals the completion of the process e.g. “order dispatched to client”.
Arrows: These show the direction of the process flow, connecting the steps in the process. They can often have text attached which provides the reader with even more clarity around the process.
For the sake of keeping the example above as simple as possible, we haven’t included either of the following, but we’ll address these more in other blogs.
Resources: Each step in a process map should clearly show who is responsible for performing it. In some process maps each step also shows any systems that are used in completing the task. Resources can be shown be either attaching them to the actvity box or by using swimlanes.
Decision Points: Not every process follows a clean, linear flow. Sometimes there will be points at which the process can go in different directions based on (for example) a customer preference or external events. In the map above, we could add a decision point somewhere in the process to account for the toast maker wanting to add additional toppings.
Conclusion
Used correctly, process maps serve as guiding stars in your business. They give you clarity around your critical processes. They can take seemingly highly complex tasks and present them in an ordered and simple way.
They illuminate the path to efficiency, helping organisations to work smarter, not harder. By providing a visual representation of sometimes complex ways of working, process maps make it easier for individuals at all levels to understand, collaborate, and drive positive change.
TL;DR – What Is A Process Map?
A process map is a visual representation of a task or job within a business, illustrating the sequence of steps and decisions involved. Sometimes using process map symbols, it simplifies complex processes, providing clarity by arranging tasks in a logical order, and using simple language to describe what is being done. They help businesses understand, collaborate, and improve their ways of working.