Process Mapping

Process mapping is a visual method for documenting how a process works from start to finish. It helps teams see the full picture - every step, decision point, and handoff - so they can spot problems and design improvements.

Process mapping is a method you can use for analysing and understanding processes within a business. It's a visual way of representing the steps in a process, from the beginning to the end, using a series of symbols and flowchart elements. Think of it as a diagram that shows you how a task is completed, who does what, and what happens next. It's like having a map for a journey, but instead of finding your way to a holiday destination, you're navigating through the actions and decisions that make up a piece of work.

What is process mapping?

Process mapping is all about clarity. It's a tool that helps everyone in an organisation understand how things are done. When you look at a process map, you see the sequence of events that take a task from start to finish. It's not just about drawing boxes and arrows - it's about capturing the real-life flow of work. This can include the tasks performed, the people or departments involved, the decisions made, and the interactions between different steps.

Making a process map starts with identifying the process you want to understand better. Then, you gather information by observing the process, asking questions, and collecting data. This research is what you'll use to draw the map. It's not just a pretty picture – it's a practical tool that helps you see where things are working well and where they could be improved.

By using a process map, you can ensure that everyone is on the same page. It's like a shared language that helps reduce confusion and makes it easier for people to see how their work fits into the bigger picture. This can lead to better communication, fewer mistakes, and a more efficient way of working.

The history of process mapping

The roots of process mapping go way back, and it's been evolving ever since. The idea of visually representing processes has been around for centuries, but it really started to take shape in the early 20th century with the rise of industrial engineering. People like Frank and Lillian Gilbreth are credited with creating the first formal process charts in the 1920s.

These early maps were all about improving efficiency and productivity in manufacturing. They helped managers and workers see the sequence of actions needed to assemble a product, for example. This was important because it allowed them to spot any unnecessary steps or delays that could be cut out or streamlined.

Since then, process mapping has spread to all kinds of organisations, from hospitals to software companies. It's not just for manufacturing anymore. Any process, whether it's making a car or admitting a patient to a hospital, can be mapped and improved. The method has grown and developed over time, with new symbols and techniques being added to make it even more useful.

Process mapping and organisational improvement

Now, you might be wondering why you should bother with process mapping. Well, it's all about making things better. When you map a process, you make the hidden visible. You can see the flow of work in a way that's just not possible by looking at a list of tasks or reading a job description. It's like turning on a light in a dark room – suddenly you can see what's there.

One of the biggest benefits of process mapping is that it helps you find and fix problems. Maybe there's a step that always causes delays, or a decision point where things often go wrong. When these issues are hidden in the everyday hustle and bustle, they're hard to tackle. But once they're laid out on a map, you can start to make changes.

Process mapping also supports continuous improvement. It's not just about fixing one-off problems; it's about looking for ways to make the whole process smoother and more efficient over time. By regularly updating your process maps, you can keep track of changes and see the impact they're having. This means you can keep getting better and better at what you do.

When you're creating a process map, you'll use a range of symbols and elements to represent different parts of the process. Each symbol has a specific meaning, and using them correctly is what makes a process map clear and easy to understand.

List of Process Mapping Symbols

This is a list of process mapping symbols. If you're new to process mapping you'll likely only need the first 2 sections to start with.

Process & operation symbols

Symbol

Name

Description

Process

The most common shape you'll see in a process map - represents an operation, task or action.

Subroutine

A subroutine is a series of tasks which form a larger process or relate to a bigger process outside the process map.

Process Mapping Symbols - Alternative Process

Alternate Process

An alternative process. This is usually represented with a dashed connector line leading to it.

Delay

This references a waiting period - either intentionally or due to external factors outside the process.

Preparation

This is a preparatory step that's there to set up another step in the process.

Manual Loop

Command sequence that repeats until it's manually stopped.

Loop Limit

Command sequence that repeats until it's manually stopped.