Project management

Process map: how to map business processes effectively? A practical guide to work analysis and optimization

Many companies aim to create an organisation where roles are well-defined, team collaboration runs smoothly, and problems are resolved efficiently. This might seem complicated, but it’s possible thanks to process mapping. This technique allows for the presentation, analysis, and improvement of how tasks are carried out within the organisation, contributing to its better functioning and higher efficiency. 

In this article, you’ll learn how to: Understand and use process mapping Find and fix workflow issues Choose the right mapping method Apply process mapping in your company

What is process mapping?

Process mapping is a visual representation of step-by-step activities and decisions in a company. In other words, it’s a graphical depiction of how work is performed. This allows for a better understanding of the workflow, which brings several advantages. The mapping process allows you to: 

• Identify and eliminate inefficiencies: Business process mapping enables the detection of bottlenecks, unnecessary activities, and wasted resources. 
• Improve communication and collaboration: visual representation of processes helps us understand workflows, increases awareness of responsibilities, and optimizes the synchronization of activities between different departments.   
• Increase operational efficiency and reduce costs: Process optimization, elimination of waste, and reduction of errors translate into time and cost savings.  
• Understand workflows and responsibilities: Process mapping enables the observation of dependencies between individual activities, understanding processes’ impact on various areas of the organisation, and precise identification of weak points.   
• Implement standardisation and guarantee compliance with standards: the process documentation facilitates the unification of work quality, ensures compliance with applicable regulations, and supports audit processes.   

How long does process mapping take? It depends on the company size and how many processes we want to analyse. It’s crucial to involve the entire team. Engaging employees through workshops, meetings, and open communication allows you to use their knowledge and experience. This makes them feel responsible for improvements and more willing to implement them. Effective process mapping requires effective management of stakeholder relationships in the project. 

The most popular process mapping techniques

There are many process mapping methods, and each is best suited for specific situations. Here are the most commonly used techniques: 

• Flowchart: A universal mapping method, focusing on the logical ordering of activities.   
• Value Stream Mapping (VSM): Helps identify stages that add value to the product and those that waste time and resources.   
• Data Flow Diagram (DFD): Visualizes the data flow in IT systems.   
• State Diagrams: Enable understanding of the stages (states) a given object goes through in the system.  

Kanban is a workflow management method dissimilar to the previously described techniques, which visualises the process, reduces work in progress, and enables workflow automation. 

How do you choose the ideal mapping technique? The choice depends on the purpose of the analysis, the complexity of the process, and the aspects you want to emphasize. This infographic will guide you through the process. 

Step 1: Define the problem and select a process: 

• Determine what you want to improve. 
• Choose a specific, problematic process.   
• Give it a clear name.   
• Focus on areas where delays or problems occur.   

Step 2: Gather the team and information: 

• Involve people in the process. 
• Conduct interviews with employees. 
• Collect documentation and observations.   
• Identify process inputs and outputs.   

Step 3: Define boundaries and scope: 

• Determine the beginning and end of the process.   
• Define which tasks to include. 
• Determine the level of detail.   

Step 4: Create a list of activities and their sequence: 

• List all tasks in the process.   
• Arrange them in order.   
• Identify critical points and potential delays.   

Step 5: Choose techniques and tools: 

• Match the mapping technique to the process (e.g., flowcharts, BPMN). 
• Select the appropriate tools.   

Step 6: Draw the diagram: 

• Use standard symbols and notation.   
• Ensure clarity and consistency.   
• Describe each element of the diagram.   

Step 7: Review and approve the map: 

• Consult the map with stakeholders. 
• Make sure everyone understands the process. 
• Make necessary corrections.   

The most common mistakes in process mapping

Process mapping is a great way to streamline your business. However, be careful! It’s easy to make mistakes that can ruin the entire process. 

• Mapping is too general or too detailed. 
• Omitting important steps or decisions. 
• Failure to review the map with process participants. 
• Not considering current changes in the process. 

However, it is worth remembering that process mapping alone is not the only way to analyse and optimise. Process modelling, although similar, has a slightly different application. Although these terms are often used interchangeably, there is a subtle difference between them: process mapping focuses on visualizing the existing state of the process (“as-is”), while process modelling can also include designing and simulating future states of the process (“to-be”). 

How do you implement process mapping in an organisation?

Good planning and change management are needed to implement process mapping in a company successfully. It is vital to have the support of bosses, who will provide resources and motivate the team, and the involvement of employees, as they have valuable knowledge. You also need to ensure you have the right tools to monitor progress. Using the Gantt Chart in process management is an excellent tool for visualising task scheduling, correlations, and execution progress. Monitoring processes on a Gantt Chart facilitates implementation of project management by identifying potential delays at an early stage and effectively keeping the team on the right course. 

Various indicators, including lead time, cost, quality, and customer satisfaction, are used to assess the effectiveness of mapped processes. Analyzing and improving processes requires specific data and measurable indicators.   

The best digital tools for process mapping

There are many different programs for creating process maps. They help to draw, analyse, and record how work is done. The choice of which program to use depends on what your company needs. If you want to accurately compare the best process mapping programs and find out which will be best for you, please read the article about project management tools.  

One highly recommended tool is FlexiProject – an intuitive platform that supports efficient project planning and visualization. It also features a clear Gantt chart, making it easy to manage timelines, tasks, and dependencies in complex projects.

What are the real business effects of implementing process mapping?

Implementing process mapping translates into specific business effects, such as improved KPI indicators and increased ROI. Business process optimization leads to time and cost savings, increased productivity, and improved quality. Process maps should be updated regularly to reflect the organisation’s current state. The frequency of updates depends on the dynamics of company changes and the specifics of the processes.   

Want to learn how to effectively implement process mapping in your company and maximize its benefits? Check out our project management system.