How to do business process mapping in 7 steps

When someone asks you about process mapping, do you know where to start?

If the answer is no, know that this is a very common question among managers and entrepreneurs who want to better understand the nuances of a company’s internal processes.

Only with an effective roadmap for process mapping can you identify improvement opportunities that will help promote more qualified management.

With that in mind, we wrote this content to help you understand what process mapping is and how to do it inside your organization.

Keep reading and check out a step-by-step guide to create a map of your company’s processes and make them more efficient in seven practical, objective steps.

Enjoy the read!

What is process mapping?

In the corporate context, process mapping is a practice that consists of identifying the steps and the workflowopens in a new tab (in Portuguese) of a given company process.

In this way, mapping points out the elements and the sequence of activities that make up the processes, such as the actions and the people involved.

Employees at a company that does not have well-planned process mapping usually have a hard time understanding how the organization works as a whole.

In that scenario, employees tend to understand only their own area. This creates a limitation in relation to the company’s workflow, which requires unity and integration between teams and processes.

Also read: Complete guide to continuous improvement: concept, objective, advantages, types, main tools, how to implement and examples for inspirationopens in a new tab

Process mapping or project mapping: do you know the difference?

Process mapping and project mapping are two distinct approaches used to understand, analyze and optimize activities in an organization. Both are valuable tools, but they have different focuses and applications. Let’s look at the main differences between them:

1. Process mapping:

• Focus on routine activities: process mapping concentrates on activities that are repetitive and occur regularly within an organization. It seeks to understand the workflow, from start to finish, of a specific process.
• Objective: the main objective is to identify inefficiencies, bottlenecks and improvement opportunities in an existing process in order to optimize it.
• Common tools: process flow diagrams, BPMN (Business Process Model and Notation) and flowcharts are often used to visually represent the steps of a process.
• Application: it is commonly applied in areas such as production, operations, HR and finance, where standardized, repetitive processes are the norm.

2. Project mapping:

• Focus on one-off activities: project mapping deals with activities that are unique and have a defined start and end. Instead of routine processes, it focuses on the specific tasks and activities needed to complete a project.
• Objective: the main objective is to make sure all the steps needed for the successful completion of a project are identified, planned and carried out effectively.
• Common tools: Gantt charts, PERT charts (Program Evaluation Review Technique) and Critical Path techniques are often used to map and manage the progress of a project.
• Application: it is commonly applied in areas such as project management, construction, software development and any other area where unique, defined projects are carried out.

What is the goal of process mapping?

The main goal of process mapping is to allow a better understanding of how processes work from end to end, in all activities.

In other words, the intention of this practice is to make possible a clearer, more objective understanding of the steps of the processes and their nuances, identifying the strengths, limitations and weaknesses that need to be fixed.

In this way, with process mapping, a company can promote continuous improvement and more efficient management of organizational processes.

What is project process mapping?

Process mapping can also be applied to the company’s projects. In this case, the practice consists of identifying the flow of tasks of a given project, as well as who is responsible for each activity and step.

This way, the project map shows the whole path from the start to the completion of tasks across all projects. The aim is to organize activities, define priorities and set more reasonable deadlines.

In addition, mapping a project makes it possible to align expectations better and have more control over its progress. In other words, the focus of mapping is on understanding the whole situation, letting everyone involved be aware of the steps, actions and even changes along the way.

See also: Operations management: everything you need to know to better run your company’s operational processes

Process mapping roadmap: how to put it into practice in 7 steps

Now that the concept is clear, let’s move on to practice and talk about how to do process mapping.

“But where do I start?”

It is true that each sector of your company has its own specifics. However, we put together a roadmap for mapping processes that can be applied in any area or even segment.

See the main steps below:

1. Define which processes will be mapped

Before you start, it is crucial to identify which processes need mapping. It is neither practical nor efficient to map all processes at once. Focus on the processes that will bring results faster and that are critical to the organization.

Ask questions such as: Why does this process need to be mapped? How critical is this process? What risks are involved in this process? What is the goal of mapping this process?

Tools such as the GUT Matrixopens in a new tab can be essential to help you prioritize processes, taking into account severity, urgency and tendency.

2. Build a process map for the chosen process

The process map is the graphic representation of the sequence of activities that make up a process. It shows the inputs, processing and outputs of the process. When building the map, involve the people who work directly with the process, because they have practical, detailed knowledge of the activities.

3. Check and validate the process mapping

After creating the map, it is essential to review it to make sure all elements are correct. Validate the mapping with the employees and owners of the process to ensure it reflects reality and that everyone is aligned.

4. Model the process

Evaluate the current process and identify improvement opportunities. Ask yourself: “How can we optimize this process to better meet the organization’s needs and generate more value for customers?” Consider the customer experience and use tools such as the Customer Journey to get valuable insights.

5. Automate the process

With the process optimized, consider which activities can be automated. Automation can involve the use of BPMS (Business Process Management Suite) tools to create activity lists, online formsopens in a new tab (in Portuguese) and other tasks that used to be manual.

6. Monitor the progress of the process

Finally, after mapping and optimizing the process, it is vital to monitor its performance regularly. Use key performance indicators (KPIs) to measure results and make sure the process is meeting expectations. Make adjustments as needed and keep a continuous cycle of evaluation and improvement.

See more: Explore the turtle diagram to improve your process management

An excellent tool that helps find improvement possibilities in a process is FMEAopens in a new tab. Do you know it? Then check it out now (video in Portuguese):

Why process mapping matters

Process mapping is a technique that has been used more and more in recent years. This practice consists of organizing and documenting the flows and tasks of a company or business to improve its performance.

Process mapping has several advantages that can help your company grow and deliver quality service. With the practice of process mapping, productivityopens in a new tab can increase significantly, because it makes it easier to identify problems and find quick solutions.

It also allows better monitoring of activities and makes it possible to optimize the use of resources. It is also an effective way to keep the company’s processes standardized and to avoid execution errors. Overall, process mapping helps make process management more effective and reduce operating costs.

In short, mapping processes is essential for any type of business. It will make sure the company’s processes work properly and efficiently. That way, you can optimize the use of resources and deliver a quality experience to customers.

So process mapping plays an important role in a company’s success. That is why every business owner needs to understand the importance of process mapping and apply it in their routine.

Next steps

So, did you understand how to do process mapping? Now, here is a tip: the best way to do it is with project management software, which helps you see the status of your whole portfolio, allowing portfolio management and monitoring of the whole schedule’s progress.

With a business management system you connect performance indicators and centralize them to make decision-making easier for constant improvement of your performance.

And a management software that stands out in the market is Stratwsopens in a new tab, which gives you more time to plan, manage and engage your team for a culture of results.