Business Process Mapping

Business process mapping is the visual depiction of the steps a business must take to complete a procedure, like shipping a product, hiring an employee, etc. Its objective is to comprehensively understand the inputs, controls, and outputs and then simplify everything to improve the process’s efficiency and result.

Organizations utilize this visual representation to show all shareholders how a business process should function from start to finish. Moreover, organizations may use this technique to prepare for business audits, understand the effects of pending changes, minimize expenses, etc. There are different types of business process mapping used by businesses, for example, value stream maps, basic flow charts, etc.

• Business process mapping meaning refers to a technique used by organizations to outline a process’s fundamentals in a visual format. It helps companies prevent confusion regarding the individuals who are part of a business process and the tasks they must complete.
• There are various types of business process mapping. Some popular ones are basic or top-down flow charts, value stream maps, SIPOC maps, and detail process maps.  
• There are various advantages of business process mapping. For example, the technique helps spot issues in the work process and make the necessary changes to improve the workflow.

Business process mapping meaning refers to a technique in business process management that involves creating a visual representation of the processes across every department. It offers a top-down view of how organizations must function. This technique enables companies to standardize processes, gain a competitive advantage, and fulfill audit requirements. Moreover, visualizing the processes enables organizations to understand their strengths and weaknesses. This, in turn, allows them to take the necessary steps to improve business efficiency.  

The different process maps utilize specific symbols, for example, rectangles, circles, arrows, diamonds, etc., to depict ideas, actions, deadlines, and more. It helps a team of employees plan and comprehend how to complete a task efficiently by breaking down projects into small tasks and clearly stating who is responsible for which step. Moreover, analyzing every step in a business process helps organizations spot potential bottlenecks, which they can eliminate by taking the necessary measures.

Business process mapping involves the following steps:

#1 - Identifying The Process To Be Used

Every process map has certain uses. Businesses must identify the problem to determine which option best suits their requirements. For example, if a business has to determine how to communicate to consumers regarding a new product, they may opt for a value stream map to design the business process.

#2 - Assembling A Team

After organizations choose the process, they must decide who must participate in the planning and process map creation procedures. Involving the right people is crucial to execute the process efficiently.

#3 - Information Gathering

This step involves gathering all details required to create the process map, for example, the process's ‘what’, ‘when’, ‘who’, and ‘where’. One can gather the information by interviewing the people participating in the process and the stakeholders.  

#4 - Planning The Business Process’s Steps

Individuals must brainstorm with their team members every required for the business process. They must consider the following key elements:

• Workflow: Individuals must clearly define the company’s overall workflow.  
• Current Process: One must draw the existing process for reference.
• People: Individuals must decide which people will be a part of the process and what duties they will have.
• Connections: They must find out how the vents and tasks connect.   
• Systems: The assembled team must figure out the systems that the process put in use.
• Events: Individuals must spot the events occurring between each task, for example, approval from managers.

Lastly, they must write down all tasks required by the workflow to complete the workflow.

#5 - Organizing Steps Involved In The Process

Businesses must figure out the order in which every process step must be carried out. This step is straightforward if organizations create a timeline when brainstorming the plan. Organizing every step ensures that the process functions from start to finish are clear.  

#6 - Drawing The Process Map

Once individuals have all the necessary details, they can draw the process map. They can utilize symbols or shapes to depict every step. For instance, a diamond may represent a business decision, while an arrow can represent the link between multiple aspects of the business process.

#7 - Reviewing The Process Map

The seventh step involves reviewing the process map and identifying the steps that may be problematic. For example, an issue may occur owing to redundancy or efficiency.

#8 - Executing The New Process

Lastly, businesses must implement the new process and track its success. Organizations must ensure that all participants follow the steps in the process map.

Let us look at some of the different types of business process mapping.

#1 - Detail Process Map

Such a process map precisely shows every detail included in a business process. It helps businesses determine which tasks or events organizations must complete achieving the set objective. Companies can also utilize this process map to document the decisions involved in a business process and figure out all details included in a process.

#2 - SIPOC Diagram

A Suppliers, Inputs, Process, Outputs, and Customers or SIPOC diagram eliminates most details and focuses mainly on the crucial elements of the process and its participants. It offers an overview that individuals can understand quickly. However, it does not comprehensively understand a business process and how different processes interact.

#3 - Value Stream Map

A value stream map is a flowchart that depicts several events leading to a product’s delivery to consumers. It helps businesses spot waste in their product delivery process. Moreover, these business process maps are extremely useful when businesses have to document the flow of materials and information and determine the future projects’ focus. Value stream mapping tools support this process by helping to visualize and analyze workflows efficiently.

#4 - Basic Flow Chart

A basic or top-down flow chart helps one spot clusters of activity points showing the tasks crucial to the overall business process. With the help of such a flow chart, one can visualize the process. It simply lists all major tasks involved in the workflow. Individuals can also divide these tasks into sub-categories.

After creating a basic flow chart, businesses can look at the workflow from a new perspective. They can eliminate the tasks that negatively impact productivity and customer experience. Organizations may use this chart type when solving an issue, planning a new project, or documenting business processes.

#5 - Swimlane Diagram

A swimlane diagram is a flow chart that shows who is responsible for every step of a business process. Similar to a swimming pool having specific lanes for every swimmer, such a diagram has vertical or horizontal lanes belonging to every individual involved in the process.  

Let's look at these business process mapping examples to understand the concept better.

Example #1

Suppose David and Tom, the project managers of TRS Tires, a tire manufacturer, wanted to find out what their customers require. They used a basic flow chart to create a survey. It had questions in a rectangle and different arrows to depict ‘no’ and ‘yes.’ These arrows took the customers to the corresponding statement or question based on their answers. For instance, when the survey asked whether a customer wanted to make another purchase soon, answering ‘yes’ led to one more question. On the other hand, answering ‘no’ led to a rectangle asking why they are not sure about purchasing from TRS Tires again.

Example #2

Suppose Amacon, a T-shirt retailer, introduced a program that aimed to increase the customer service skills of its employees. The process involved multiple variables and steps. To illustrate the complexity of the workflow, Amacon utilized a value stream map. Moreover, the organization used multiple symbols to reflect every step. The business process mapping technique aimed to identify which aspects of the training program required elimination or improvement.

Let us look at some advantages of business process mapping:

• First, specific process maps can help individuals determine where issues occur.
• Since this technique involves visually representing the steps of a process, individuals understand their roles and responsibilities fully. Moreover, it provides a clear idea regarding the workflow.
• It helps teams complete tasks quickly. As a result, it can improve a business’s productivity.
• Businesses can make changes to improve their existing workflow with the help of process mapping.
• It can help businesses standardize a process, ensuring consistent performance. This can minimize inefficiency.  

Lastly, this technique improves communication in the organization.

This has been a guide to what is Business Process Mapping. Here, we explain its examples, steps, benefits, types, advantages and disadvantages. You can learn more about accounting from the following articles –

• Business Sector
• Business Intelligence
• Business Collaboration