Understanding Process
Mapping
Visualize workflows clearly to improve efficiency and compliance.
Agenda
Navigating Process Mapping Techniques
Introduction to Process Maps Common Mapping Techniques
Understanding their purpose and benefits. Exploring flowcharts, high-level, and detailed maps.
Specialized Applications Choosing the Right Map
Diving into swimlanes, value streams, and BPMN. Matching techniques to project needs and goals.
What Is Process Mapping?
Process mapping visually outlines workflows using flowcharts or diagrams. It helps communicate how processes
work from start to finish.
Process Mapping in Internal Audits
Auditors use process maps to trace activities, spot risks, verify procedures, and recommend improvements for
compliance and efficiency.
Example: Internal Audit Use
During audits, process charts help identify deviations and suggest
measures to enhance workflow and compliance.
The Purpose of Process Mapping
Maps simplify communication, reveal bottlenecks, remove redundancies, and optimize processes by showing the
entire workflow clearly.
Common Applications
• Onboarding new employees
• Solving recurring issues
• Documenting complex workflows
• Clarifying responsibilities
When to Use Process Mapping
If a process feels messy or misunderstood, mapping clarifies steps and roles for everyone involved.
Core Process Mapping Symbols
Symbols create a visual language to represent tasks, decisions, delays, and data flow in workflows.
Key Symbols Explained
• Terminator (Oval): Start or end of a process
• Process Step (Rectangle): Specific task or action
• Flow (Arrow): Direction of work movement
• Decision (Diamond): Decision point with outcomes
Additional Symbols
• Delay (D-shape): Pause in the process
• Document (Rectangle wavy bottom): Represent documents or files
• Data (Parallelogram): Data input or output
• Manual Input (Slanted top rectangle): Manual data entry
• Subprocess (Double vertical lines rectangle): Predefined external process
The Foundation: Basic Flowchart
The basic flowchart is the simplest and most widely used process map.
It employs standard symbols to illustrate inputs, outputs, and
sequential steps from start to finish. It is ideal for illustrating simple,
linear processes.
• Plan new workflows or document existing ones.
• Diagnose problems and identify areas for improvement.
• Enhance team communication and onboarding.
Big Picture View: High-Level Process Map
Also known as a top-down or value chain map, this technique provides a bird's-eye view of a business process,
focusing on key phases while omitting fine details. It's excellent for strategic discussions.
Defining Structures Executive Overviews Project Scoping
Outline new process frameworks or Share concise summaries with Determine the scope before
organizational structures. executives or external partners. embarking on detailed mapping.
Best for: Communicating essential steps without getting into excessive detail.
Drill Down Deep: Detailed Process Map
This map captures every element: actions, decisions, subprocesses,
inputs, outputs, metrics, and contingencies. It clearly marks decision
points and delineates individual responsibilities.
• Analyze complex workflows for bottlenecks.
• Identify inefficiencies or delays in operations.
• Standardize new projects for consistent scaling.
Crossing Functions: Swimlane Map
A swimlane diagram, or cross-functional flowchart, organizes processes by dividing responsibilities into horizontal or
vertical "lanes." Each lane represents a specific person, role, or team involved.
Highlight Accountability Track Handoffs
Clearly define ownership and responsibilities within a Visualize and improve transitions between
process. departments.
Improve Coordination Clarify Roles
Enhance collaboration in complex cross-functional Define roles during periods of process change or
workflows. restructuring.
Best for: Clarifying roles and responsibilities in multi-team processes and improving inter-departmental collaboration.
Optimizing Value: Value Stream Map
A lean tool, the value stream map tracks the entire journey of a product
or service from inception to delivery. It uses specific symbols to
represent the flow of information and materials through each step.
It captures crucial data and metrics, including:
• Cycle time and lead time.
• Number of personnel involved at each stage.
• Identification of waste and delay points.
Standardized Precision: BPMN
BPMN (Business Process Model and Notation) is a globally standardized method for business process mapping. It
employs a unique set of symbols to depict how tasks, events, and decisions flow, facilitating alignment between
technical and non-technical teams.
1 Documenting Logic 2 Automated Workflows 3 System Integrations
Map out logical flows across Design workflows intended for Support complex software
various tools or systems for future automation and integrations or new process
clarity. execution. development.
Best for: Mapping structured, often automated processes that require precision and clarity across systems and teams.
Choosing the Right Map
Selecting the optimal process map depends on your project's scope and objectives. Consider these factors when
making your choice:
For Simple, For Strategic For Deep Analysis For Cross-Functional
Sequential Tasks Overviews Clarity
Employ a Detailed
Use a Basic Flowchart Opt for a High-Level Process Map to Leverage a Swimlane
to quickly visualize linear Process Map to convey uncover intricate Map to define roles and
steps. key phases without connections and track handoffs between
excessive detail. potential inefficiencies. teams.
For Value Optimization For Standardized Automation
Apply a Value Stream Map to identify and eliminate Utilize BPMN for clear, technical documentation of
waste in end-to-end processes. automated workflows.
How to Create a Process
Map
Learn to map any process clearly and effectively, from start to
finish, to improve workflows and teamwork.
Step 1: Choose a Process to Map
Select a specific process that is unclear, inefficient, or new. Give it a simple, clear name to focus your mapping effort.
Step 2: List Activities and People
Write down every task, input, and responsible person involved. Collaborate with your team to capture sub-processes
and detail level. Mark start and end points clearly.
Step 3: Put the Steps in Order
Arrange tasks sequentially by walking through the process from start to finish. Fill in any missing steps to get a
complete workflow picture.
Step 4: Draw the Flowchart
Choose a format like flowchart, swimlane, or BPMN. Use standard
symbols for decisions, actions, and connections. Start with a few
key symbols for clarity.
Step 5: Review with Your Team
Share the flowchart with everyone involved. Confirm accuracy, check for missing or repeated steps, and clarify any
confusion. Update as needed before finalizing.
Step 6: Identify Problems
Use the map to spot bottlenecks, inefficiencies, and unnecessary steps. Ask your team where they face challenges
or delays in the process.
Step 7: Improve the Process
Optimize by cutting steps, reallocating tasks, or adding automation. Focus on making the workflow smoother and
more efficient.
Step 8: Update the Process Map
Reflect all improvements in the updated map. Keep it current to guide ongoing work and future training.
Continuous Improvement
Cycle
Process mapping is iterative: map it, fix it, and repeat. Use your
map as a living tool to drive ongoing enhancements and team
alignment.
Key Takeaways & Next Steps
Process mapping is a versatile tool for driving efficiency and clarity. By understanding the strengths of each type, you can
effectively enhance your operations.
Map to Purpose Start Simple
Align your chosen map type with the Begin with basic flowcharts, then add
specific project goals. detail as needed.
Collaborate
Iterate & Improve
Involve all stakeholders for
Process maps are living documents,
comprehensive process
continuously refine them.
understanding.
