Every business has thousands of processes, from filing paperwork to manufacturing products. However, the vast majority of these processes are undocumented. New hires learn processes from tenured employees. Any adjustments to workflow are passed along by word of mouth. While this method of managing processes may appear effective, there is an opportunity cost. It is not possible to objectively review unrecorded process steps. After all, this limits an organization’s ability to improve efficiency. Read on to learn about business process mapping techniques and tools...
The Basics of Business Process Mapping
You can't manage what you don't measure.
It is difficult to determine what and how to measure if expectations aren’t documented. Business process mapping is a visual representation of work processes resulting from business process design, defining precisely what a company does, how it is done, and who is responsible for each task in the process. Maps define quality metrics, and they articulate measures of success. For example, business process mapping lists expected output, as well as the characteristics of work product that meets quality expectations.Many organizations begin with an overview map that defines business processes on a high level. Users document sub-processes in their own maps, breaking down larger processes into greater detail. Ultimately, the goal is to create step-by-step guides for each activity performed by the company.
The Benefits of Process Mapping
Thorough documentation makes it possible to precisely manage business processes, starting with the ability to define when the operation is running smoothly. Knowing how the process should work allows users to identify exceptions. Then, managers examine why exceptions happen, how they handle them, and what measures must be put in place to prevent the need for exceptions.Process mapping specifically lists which roles within the company are responsible for each step, smoothing hand-offs and preventing bottlenecks as tasks pile up on the wrong desk.The visual nature of simplifies efficiency initiatives. This allows leaders to recognize steps that need streamlining. Through illustration, redundancies, and rework are easier to detect. Managers can pinpoint the exact areas of the process responsible for quality issues. Finally, process improvements are put in place to prevent errors, and the maps ensure the implementation of consistent changes.
