What is Process Mapping? Definition, Types, and Example

What is Process Mapping?

Process mapping, also known as process visualization or flowcharting, is defined as a technique used to visually represent the steps and activities involved in a process or workflow. It provides a clear and structured depiction of how tasks are performed, the sequence in which they occur, and the interactions between different process elements. Process mapping is widely used in various fields, including business process improvement, operations management, project management, and software development.

Here are the key elements and steps involved in process mapping:

• Identify the Process: Select the process or workflow that you want to map. This could be a specific business process, such as order processing or customer service, or any sequence of activities that you want to analyze or improve.
• Define Boundaries: Determine the scope of the process mapping exercise by identifying the starting and ending points of the process. Clarify what is included and excluded from the process to ensure a focused analysis.
• Gather Information: Collect information about the process by observing activities, interviewing stakeholders, reviewing documentation, or using process mapping techniques such as Value Stream Mapping (VSM) or swimlane diagrams.
• Identify Process Steps: Break down the process into individual steps or tasks. Identify each action, decision point, input, output, and handoff within the process. Employ straightforward and succinct language to outline each step.
• Sequence Steps: Arrange the process steps in sequential order to depict the flow of activities. Show how tasks are connected and the logical progression from one step to the next.
• Visualize the Process: Use process mapping symbols and notation to create a visual representation of the process. Common symbols include rectangles for tasks, diamonds for decision points, arrows for flow direction, and connectors for branching paths.
• Add Detail: Include additional information or annotations to provide context and clarity. This may include data inputs, processing times, decision criteria, responsible parties, and system interactions.
• Review and Validate: Review the process map with stakeholders to verify its accuracy and comprehensiveness. Validate the map against real-world observations and feedback from those familiar with the process.
• Optimize and Improve: Analyze the process map to identify inefficiencies, bottlenecks, or areas for improvement. Use the map to brainstorm ideas for streamlining the process, reducing waste, or enhancing productivity.
• Document and Share: Document the process map and make it accessible to relevant stakeholders. Use it as a reference tool for training, communication, decision-making, and continuous improvement initiatives.

Process mapping helps organizations gain insights into their operations, identify opportunities for optimization, and make informed decisions to improve efficiency, quality, and customer satisfaction. It fosters a shared understanding of complex processes and facilitates collaboration among stakeholders to drive positive change.

6 Types of Process Maps

Various types of process maps exist, each tailored to a specific purpose and level of detail. Here are some common types of process maps:

1. Flowchart:

Flowcharts are the most common type of process map, used to illustrate the sequential flow of activities in a process. They use symbols such as rectangles, diamonds, and arrows to represent tasks, decisions, and flow direction.

Flowcharts are versatile and can be used to map various types of processes, from simple to complex.

2. Swimlane Diagram:

Swimlane diagrams, also known as cross-functional flowcharts or deployment flowcharts, organize process steps into lanes or columns representing different individuals, departments, or functional areas involved in the process.

Swimlane diagrams clarify responsibilities and handoffs between different stakeholders and help identify areas of overlap or inefficiency.

3. Value Stream Map (VSM):

Value Stream Mapping (VSM) is a specialized type of process map used in Lean and Six Sigma methodologies to visualize the end-to-end flow of materials and information in a value stream.

VSM identifies value-added and non-value-added activities, highlights process lead times and cycle times, and identifies opportunities for improvement.

4. SIPOC Diagram:

SIPOC (Suppliers, Inputs, Process, Outputs, Customers) diagrams provide a high-level overview of a process by identifying its key components: Suppliers (providers of inputs), Inputs (resources or materials), Process (activities), Outputs (products or services), and Customers (end-users).

SIPOC diagrams help stakeholders understand the scope and boundaries of a process and its impact on internal and external stakeholders.

5. Process Flow Diagram (PFD):

Process Flow Diagrams (PFDs) are used in chemical engineering and industrial processes to visualize the flow of materials, energy, and information within a system.

PFDs use standardized symbols and notation to represent equipment, pipelines, valves, and other components of a process.

6. Gantt Chart:

While not strictly a process map, Gantt charts are often used in project management to visualize the timeline and schedule of project tasks and activities.

Gantt charts display tasks as bars along a timeline, showing their start and end dates, dependencies, and progress over time.

Each type of process map has its own strengths and applications, and the choice of which to use depends on the specific needs and objectives of the project or process being mapped. Organizations may use a combination of process mapping techniques to gain a comprehensive understanding of their operations and identify opportunities for improvement.

Process Mapping Examples

Here are examples of process maps using different types of process mapping techniques:

• Flowchart: In this flowchart example, the process of order processing is illustrated using basic flowchart symbols. The process starts with receiving an order, followed by order validation, inventory check, order fulfillment, and finally, shipment. Decision points are represented by diamond symbols, indicating different paths depending on whether the order is valid or not.
• Swimlane Diagram: This swimlane diagram depicts the process of approving a purchase order within an organization. The process steps are organized into swimlanes representing different departments or roles involved in the process, including the requester, purchasing department, finance department, and approver. The swimlane structure clarifies responsibilities and handoffs between departments.
• Value Stream Map (VSM): This Value Stream Map (VSM) illustrates the end-to-end process of delivering a product from raw materials to the customer. It identifies value-added and non-value-added activities, lead times, and cycle times. The VSM also highlights process improvement opportunities, such as reducing wait times and streamlining material flow.
• SIPOC Diagram: In this SIPOC diagram example, the process of delivering a software product is mapped out. Suppliers provide inputs such as requirements and resources, which are processed by the development team. The outputs include software releases, which are delivered to customers. The SIPOC diagram helps visualize the scope and boundaries of the process and its impact on stakeholders.
• Process Flow Diagram (PFD): This Process Flow Diagram (PFD) illustrates the flow of materials and energy in a chemical manufacturing process. Equipment such as reactors, pumps, and distillation columns are represented along with pipelines and valves. The PFD provides a detailed visualization of the process steps and equipment involved in producing the final product.

These examples demonstrate how different types of process maps can be used to visualize and analyze various processes in different domains, from business operations to manufacturing and engineering. Process mapping helps organizations understand their workflows, identify bottlenecks, and implement improvements to increase efficiency and productivity.