January 5
Process Mapping For Beginners

The term 'process mapping' sounds very complex, but in reality it is a really simple and straightforward process that looks at a process and then effectively maps out how the process is carried out, who does what and also it identifies ways in which the process can be done more efficiently and with fewer errors.
One key aspect of process mapping is that it needs to involve those people who are actually involved in the process itself. There are several reasons for this. Firstly it helps to give people a sense of ownership, they feel involved and so are more likely to endorse the mapping exercise. Secondly the mapping is dependent on those involved being able to identify difficulties that already exist within the process. Thirdly those who are already involved should be more able to suggest more efficient ways to actually carry out the process.
How Is Process Mapping Carried Out?
The process that is going to be mapped out needs to be clearly identified before the exercise begins and everyone needs to be aware that a specific process only will be discussed, otherwise the meeting will not be productive.
Team members then gather to look at the process and draw a map of how work is done. Often this is done by using diagrams or a flow chart.
Problems with the process should also be identified. For example if there are delays caused by any internal procedures, then these need to be highlighted.
Ideas or suggestions for improvements should also be identified so that the process can become speedier and more efficient.
Next action steps need to be written down and members of the team will have a specific action step that they are responsible for executing.
A date can then be set for the next meeting where each action step can be discussed and action can be take.
The Importance Of Taking A Slow Approach
It may seem as if this exercise is just another excuse to have more and more meetings but in fact it is really important that all problems and suggestions for improvement as well as action steps are taken away and given further examination.
This is because any process mapping exercise has to be able to take account of the differing needs of other sections of the company. Thus an idea may be to have the Finance Section less involved in a certain process. However an idea like this cannot be implemented without the agreement of the Finance Section and there may in fact some very good reasons why this Section need to be involved.
It is therefore a really good idea to make sure that people realise that the suggestions put forward cannot be implemented in isolation, they need to be implemented in conjunction with the overall strategy and aims of the company.
Importance Of Process Mapping
The importance of Process Mapping cannot be over emphasised. Although any process can start off being very efficient as time goes on and other processes change and personnel change as well, a process can end up being quite inefficient and new personnel may not even be fully aware of all the different stages of a given process.
So involving personnel is fundamental because those who operate on the front line are very much aware of where any problems are hidden. They can provide invaluable advice as to what will work and what won't.
The analysis of any process will also lead to greater efficiency, better teamwork and a more robust set of processes, so the importance of Process Mapping is simply invaluable to any company who strives to ensure the most effective processes are used within its business' practices.
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