Process mapping: 7 steps to master it and enhance performance




When asked about process mapping, are you familiar with the starting point?

If your answer is no, rest assured that this question is commonplace among managers and entrepreneurs seeking a deeper understanding of a company’s internal processes.

Therefore, it is only through the use of an effective process mapping framework that improvement opportunities can be identified, thereby contributing to enhanced management.

With this in mind, we have crafted this content to assist you in comprehending the concept and approach to process mapping within your organization.

Read on to discover a step-by-step guide to implementing process mapping within your company, enabling you to enhance efficiency through seven practical and focused steps.

Enjoy your reading!

What is process mapping?

Within the corporate world, process mapping is a practice that includes the identification of stages and the workflow of a particular company process.

This mapping highlights the components that make up these processes, encompassing activities and all individuals involved.

In companies lacking a well structured process mapping, employees often grapple with understanding the overall functioning of the organization.

As a result, team members tend to have a constrained grasp limited to their specific tasks. This limitation hampers the flow of the company’s operations, which needs collaboration across areas and processes.

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

The distinction between process mapping and project mapping lies in their scope. Every project undertaken by a company is composed of different phases, often known as “processes.”

Hence, process mapping involves analyzing these individual stages within a project, extracting invaluable insights to ensure the achievement of objectives. 

What is the purpose of process mapping?

The core objective of process mapping is to facilitate a comprehensive grasp of complete processes, encompassing all tasks and functions.

In essence, this practice aims to provide a clearer and more focused understanding of process stages, identifying strengths, limitations, and areas needing refinement.

Through active participation in process mapping, a company can drive continuous improvement and enhance the efficiency of its organizational workflows.

What is the process mapping of a project?

Process mapping can also be applied to company projects. In this context, this practice involves identifying the workflow of a specific project’s tasks, as well as the individuals responsible for each activity and phase.

Through this approach, the project map illustrates the entire path from initiation to completion of tasks across all projects. This aids in organizing activities, setting priorities, and establishing timelines.

Furthermore, project mapping enables better alignment of expectations and provides enhanced control over its progression. In essence, the focus of mapping is to comprehensively understand the situation, ensuring that all stakeholders are aware of the steps, actions, and even changes throughout the journey.

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Guide to process mapping: how to implement it in 7 steps

Now that the concept is clearer to you, let’s delve into the practical aspects and discuss how to carry out process mapping.

Where do we begin?

Indeed, each sector of your company has its unique characteristics. However, we have outlined a roadmap for process mapping that can be applied across any area.

Take a look below at the key steps:

1 – Determine the process to map

The initial step in the process mapping procedure involves identifying which business process you intend to map.

This seemingly straightforward step is crucial, as it marks the starting point for planning. You have the choice to either select an existing process, with the intention of enhancing it, or even creating a new one.

Furthermore, this selection holds significance because the mapping should start with actions that are more critical and urgently need resolution.

2 – Identify process suppliers

Suppliers are the entities that provide inputs to the process. They can be internal or external, and are responsible for initiating a demand.

However, please note that for existing processes, this step is important to verify whether the involved parties are genuinely prepared for task execution.

In the case of a new process, the selection of participants is essential. Merely picking any employee will not suffice. Factors such as process comprehension and a willingness to learn need to be taken into account.

3 – Specify process inputs

For the first task to be executed, norms, briefings, and management need to be established to kickstart the process.

In this instance, to initiate the mapped process as a whole, it is imperative to identify the triggers that set the planning actions in motion.

4 – Identify process elements

At this stage, you need to identify the components of the process: what tasks will be performed? By whom?

A useful tip could involve illustrating the current flow and, based on that, identifying actions that will clarify the scenario, determining existing challenges, and exploring methods for enhancement.

5 – Specify process outputs

Outputs are the products of the process; in other words, the deliverables. Hence, mapping the finish line is essential, granting you a global view into the progress of the plan.

Moreover, this insight aids in comprehending the time required for overall execution.

6 – Identify process clients

Clients are the individuals at the ultimate end of the process, who will receive the generated outputs.

7 – Document the process

In the final step of process mapping, you must document all steps, activities, stakeholders, handoffs, inputs, outputs, clients, and suppliers.

When creating the description, you can employ a process mapping form, ensuring that all directions for implementing necessary improvements and corrections are clearly outlined.

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The significance of process mapping

Process mapping has become increasingly prevalent in recent years. This practice involves organizing and documenting the flows and tasks within a company or business to enhance its performance.

It offers numerous advantages that can facilitate your company’s growth and provision of high-quality service. By engaging in process mapping, productivity can notably improve, as it simplifies problem identification and swift solution generation.

Furthermore, it allows for improved activity monitoring and resource optimization. It also maintains uniformity in company processes and helps prevent execution errors. In general, process mapping contributes to enhancing process management effectiveness and reducing operational costs, while delivering a quality experience to customers.

Thus, process mapping holds a pivotal role in a company’s success. Hence, comprehending its significance and integrating it into routine practices is essential for all entrepreneurs.

Next steps

Have you grasped the process mapping concept? Here is a valuable tip: the most effective way to carry it out is through project management software, which aids in visualizing the status of your entire portfolio, enabling enhanced management and tracking the schedule’s progress.

Through the integration of an enterprise management system, you can connect performance indicators and centralize them, facilitating decision making for continuous improvement.

An outstanding management solution in the market is STRATWs One, providing you with more time to strategize, oversee, and engage your team toward a results oriented culture.

Schedule a free try out of Siteware’s strategic management software: STRATWs One // REQUEST A FREE TRY OUT