Getting the most from your process flow

Process flow maps are a powerful tool that break down a large outcome into repeatable steps. Developing a process flow map for a major or lumbering process can be an unnerving task. How frequently a process is executed from start to finish is the beating drum for your company and speeding up that drumbeat in even a small way can result in huge returns.

Benefits of creating process flow maps

The main reason businesses and organisations use process mapping is to enhance efficiency. Process maps provide an impeccable insight into a particular process, encourage teams to brainstorm ideas to improve processes, provide documentation of processes and enhance communication. They definitely identify delays, repetition and bottlenecks which makes it essential for every business to have their detailed process structured out in process flow maps.

Process flow maps:

a) create alignment as they transfer knowledge and document the steps of a process in a manner that is

easily understood

b) encourage transparency as everyone can see what they are responsible for

c) promote collaboration as everyone can see potential bottlenecks and suggest improvements

d) achieve cross-functional buy-in to the goal of what the process is aiming to achieve

e) help adopt best practices as a well-documented process makes it a lot easier to adopt and agree on

consistent best practices.

Getting the most from your process flow map

Generally if you need a process flow created, you need it quickly, and we’ll assume that applies to you so here are some tips on how to get the most from your process flow map.

1. Collaborate!

Don’t create a business process flow map alone if possible. Achieve maximum benefit from a process flow map by bringing together a cross-functional team to collaborate on mapping out the bigger picture. This is especially true if it is part of a process optimization project or an IT implementation project where you’ll be mapping out an enhanced process flow ( “To-Be” analysis).

2. Promote proper understanding of shapes

The intention of process flow maps is to make the entire operation “easy to understand”. To ensure this it is important that the team has a core understanding of the shapes and symbols used. Here are the symbols that are most frequently seen:

3. Use the right tools

It’s easy to consider jumping straight into a process flow tool. However, most times creating process flow maps start on a whiteboard through collaboration in a meeting room. These mockups are later converted into a formal process flow that can be shared around or attached to an operating procedure.

With the sudden focus on remote working, there are online whiteboarding tools that can be used for collaborating on a remote meeting. We use Miro for our remote collaboration workshops that require any substantial output.

Using the right tools can quicken the creation of your process flow map. There are a few simple tools out there that can help you with it, while there are some expensive and complicated tools too. We will soon follow up with a list of tools that can be used to develop process flow maps. So make sure to check back soon!