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Business Process Mapping: What it is & How to do it Right!

Creating a project workflow diagram is a common undertaking among project managers. However, not many of them are aware of the correct way to draft one that will yield desired outcomes like business process mapping.

Business process mapping is the process of creating a visual representation of what a project entails. It includes tasks and the standards under which they must occur. Personnel who are in charge of each activity are also part of the diagram.

Process maps help in identifying tools that assist in ensuring the successful implementation of the project plan. All these elements help in organizing project activities making sure they run smoothly.

However, it is not always easy to add changes such as improvements within the diagram.

Business process mapping helps in quality project management. It displays how each activity relates to another and how tasks depend on each other.

The Importance of Designing a Project Workflow Diagram

Designing a visual depiction of a scheme is vital to any project. Here are the main reasons why you need to conduct process mapping before you embark on activities.

1.  It ensures that you are compliant to specific standards

Standards such as the ISO 9001 require institutions use process maps. Institutions only receive compliance certificates when their departments and projects design the process diagram. Certification helps organizations or projects to in build trust among clients.

2.  Helps in recruiting more team members

A workflow chart helps in the onboarding new staff because you have a clear picture of the undertakings of the project. New employees enter the workflow system and learn their roles quickly. Overall training time reduces, and work continues without interruptions.

3.  Hassle-free auditing

Workflow charts help in organizing project activities such as internal audits. Project audits are more comfortable to carry out because the visual representation indicates all the processes. It is simpler to identify nonconforming work and apply corrective measures promptly.

How to Design a Business Process Map

Process maps are essential in identifying and monitoring the activities running within a project. Here are the main steps in the process of creating a project workflow diagram:

1.  Identify the information that you want to include

Only essential data should enter the process map. Critical info such as team members, methods, actions, tools, indicators must appear in the diagram.

2.  Define the limits of the map

The initial and final points of the project activities must appear clearly. If there are multiple end-points, then they must appear in the workflow diagram.

3.  Indicate the actions and responsible personnel

Ensure that you indicate all the activities from the beginning to the end. In each event, identify the employees who are responsible for them.

4.  Use shapes to arrange tasks in sequential order

A clear representation involving shapes helps in creating the visual process map. Different forms can represent different types of actions. Arrows join a task to the next sequential task on the chart.

If the process is cyclic, make sure there is a clear indicator.

Some activities often go back to the starting point, as they are repetitive. If the action is a continuous loop, then arrows need to indicate the circuit visually.

5.  Introduce additional useful information

Business process mapping should be as transparent as possible. The map should contain valuable information to ensure staff and administrators can have an in-depth understanding of its contents. This information should appear consistently within the diagram, not just in one or two steps.

6.  Obtain feedback from personnel or staff

After designing the workflow chart, it is best to get relevant feedback from administrators and faculty. Such information will help in identifying any errors within the process diagram.

7.  Make necessary changes

Make changes help to fine-tune your workflow chart. If there is nothing to change, don’t go looking for nonexistent issues.

In conclusion

Business process mapping helps in identifying past and current tasks. It can even serve as a reference point in the future. Following it ensures that all project activities run efficiently and finish on time.

When it comes to designing a workflow chart, you don’t have to start from scratch. Mapping templates and software simplify the whole process for you.