Define Process Mapping

What does it mean, “Mapping a process?” It means drawing out how work gets done. Traditionally, it used to be called “flowcharting.” But this term was routinely used with computers for software development. When flowcharting organizational processes the flowchart must be extended to illustrate multiple dimensions of process mapping. The power of process mapping is this; when you visually represent how work happens you can then see how to improve the process. Often these improvements will jump right out of the page at you. And since most of us are visual learners, visual representation is a familiar way of communicating. Successful process mapping starts with choosing the right tool. Our tool, the "Swim Lane" diagram, allows us to view a business process that identifies the who, where, and why of a process.

Functional (Swim Lanes) Mapping Definition

Swim Lane diagrams are essentially process maps. They provide us with a means of integrating steps in a process with the information and people involved. A Swim Lane Diagram is an enhanced flowchart that incorporates additional information such as people involved, points of interaction, means of contact, and flow of information.

The Swim Lane diagram tells a robust story about who does what and when. By listing the functional participants along the left side, it clarifies what each function does and their interactions. It demonstrates when hand-offs occur and shows relative timing. The diagram provides a big-picture perspective and cross-functional teams appreciate understanding how they intermingle. For examples of swim lane diagrams visit the Finance Business Process Analysis.

Current State Process Mapping

Let’s say you know which work area, or process, needs improvement. You may even have concrete data about how that area performs (effectively or not). Before you can improve the work area, you’ll need a solid understanding of what works and what really needs improvement. Now is the time to visually represent your findings, so that you can profoundly understand the “current state” of your process and discover its true potential. Process maps are much more than simple boxes and lines that document how work flows. They are a potent set of tools that, when used properly, can unlock urgent opportunities to:

• Eliminate Redundancies

• Identify and Eliminate Bottlenecks

• Identify Unnecessary Handoffs

• Expand Service Capabilities

• Eliminate Non-value-added Activities

• Minimize Dependencies

• Simplify Work Flow

• Increase Efficiency

When you’ve mapped the process, you will have:

• Something more than artwork for your cubicle wall.

• A visual story of your process, with formidable solutions in the palm of your hand.

• Promote understanding of a process by explaining the steps pictorially.

• Provide a tool for training employees.

• Identify problem areas and opportunities for process improvement.

• Depict customer supplier relationships.

• Be ready to launch that crucial process improvement project.