The Easy Guide to Process Mapping

Planning a new strategy? Want to improve customer satisfaction? Want to know why some of your projects are failing?

Process mapping is the first step to find out how and why to these questions above.

In this process mapping guide we will show you;

A process map visually shows the steps of a work activity and the people who are involved in carrying out each step. They are commonly used in process improvement initiatives, such as Lean Six Sigma or business process reengineering, to help organizations streamline their processes by identifying inefficiencies, bottlenecks, and areas for improvement.

When mapping a process you simply draw a box for each step and connect them with arrows to show a flow.  You can use an online tool to easily create a Process Map. A basic process map would look like this;

Each step in a process is represented by a shape in a process map. These shapes are also called flowchart shapes.

There are nearly 30 standard shapes that you can use in process mapping. However, we think for most people, using a handful of the most common shapes will be easier to understand.

The full set of process map/flowchart shapes are at the bottom of this guide.

Following is a list of different types of process maps along with a brief description and when you can use each. Choose the type of process map that is most suitable for your goal.

A basic flowchart is a simple map visualizing the steps of a process including its inputs and outputs.

When to use:  

How to draw:

Here’s the ultimate flowchart guide you need to learn how to draw them.

This is also known as a value chain map or a top-down map.  It shows the core activities of a process.  It doesn’t go into much detail about decision points, rework loop, roles involved etc.

When to use:

How to draw:

A flowchart that shows a drill-down version of a process. This means all the details of the sub-processes are contained in this type of map.

When to use:

How to draw:

A flowchart that shows the relationships between process steps and the functional units (teams/ departments) responsible for them with swimlanes. It’s also known as a deployment flowchart.

When  to use:

How to draw:

SIPOC shows the key elements of a process such as Suppliers, Inputs, Process, Outputs, and Customers.

When to use:

How to draw:

Value stream maps visualize the flow of material and information that is needed to bring your product to the customer.

When to use:

How to draw:

Here’s a comprehensive value stream mapping guide to master how to draw them. Note that Value stream maps have a different set of shapes, but the principles of process mapping remain the same.

Now that you know what process mapping symbols are and what types of process maps are out there, are you ready to create a process map? Here are the steps you need to follow,

Decide where you want to start. Is it with the process that is underperforming? Is it with the process that is important to your new strategy? Or is it with the process that directly makes an impact on customer satisfaction?

And then give it a name.

The input of everyone involved in the process is necessary to make sure that you cover every aspect of the process when mapping it. The right team should include those who do and manage the process and provides the input.

Get your team to arrange each step in a sequential order from the beginning to the end.

Draw a process map that shows the map as it is currently. Keep in mind the process mapping best practices.

Identify inefficiencies and bottlenecks within the processes. What are the steps that should be eliminated? Where can you make improvements?

Implement the improvements on a smaller scale at first. If they work better, you can apply it on a larger scale. Monitor the new and improved process to see how it is functioning and whether it needs further optimization.

More process mapping best practices.?

As you are already reading about process mapping, we’d  guess you know at least a few benefits of doing it. However read this section carefully as it will help you convince others!

Following are a few process map templates you can edit online with the Creately editor.

Template 1

Click the template to edit it online

Template 2

Template 3

Want more free editable? process map templates

In addition to the basic symbols we discussed earlier, process mapping makes use of the following symbols as well.

Process/ Operations Symbols

Branching and Control of Flow Symbols

Input and Output Symbols

File and Information Storage Symbols

Data Processing Symbols

Process maps are not only a vital part of process documentation but are also a popular business process improvement methodology.

Follow the guide to create efficient business process maps and share with us any concern you may have, even if it is another process mapping technique that you personally use.

In our next guide, we’ll be discussing diagrams that can be used to make HR management more efficient.

Choosing the right process mapping diagram template depends on the specific needs and requirements of the project or process being mapped. Here are some factors to consider when choosing the right process mapping diagram:

Purpose of the Map: Consider the purpose of the map, whether it is to understand a process, identify bottlenecks, or improve the process. Different types of process mapping diagrams are suitable for different purposes. You can find different types of process mapping diagram in Creately.

Level of Detail: Determine the level of detail required for the map. Some diagrams, such as flowcharts or swimlane diagrams, provide a high-level overview of the process, while others, such as value stream maps or process flow diagrams, offer a more detailed view of the process.

Complexity of the Process: Consider the complexity of the process being mapped. Some diagrams, such as flowcharts, are suitable for simple processes, while others, such as value stream maps or process flow diagrams, are better for more complex processes.

Audience: Consider the audience who will be using the process map. Some diagrams, such as flowcharts, are easier to understand for non-technical audiences, while others, such as BPMN diagrams, are more suitable for technical audiences.

Available Tools: Select a tool that helps simplify the process of drawing a process map. Creately is one of the most used process mapping tools and it offers easy-to-use drag and drop tools, formatting options, premade templates and powerful collaboration capabilities to create suitable process mapping diagrams effortlessly.

Not defining the scope: One of the most common mistakes is not defining the scope of the process being mapped. Failing to define the boundaries of the process can lead to confusion and inaccurate mapping.

Including too much detail: Another mistake is including too much detail in the process map, making it difficult to read and understand. It’s important to keep the map concise and focused on the key steps and decision points in the process.

Lack of consistency: Inconsistent symbols and formatting in the process map can cause confusion and make it harder to understand. It’s important to establish a consistent approach to formatting and symbols, and ensure that they are followed consistently throughout the map.

Ignoring input from stakeholders: Failing to involve key stakeholders in the process mapping exercise can lead to a lack of buy-in and inaccuracies in the map. It’s important to involve stakeholders in the process and gather their input and feedback to ensure that the map accurately reflects the process.

Using incorrect symbols or terminology: Using the wrong symbols or terminology can lead to confusion and inaccuracies in the process map. It’s important to use commonly accepted symbols and terminology to ensure that the map is clear and accurate.

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Amanda Athuraliya is the communication specialist/content writer at Creately, online diagramming and collaboration tool. She is an avid reader, a budding writer and a passionate researcher who loves to write about all kinds of topics.