What Is a Process Map?

Process maps are used in business and manufacturing as a visual depiction of the steps needed to create a product. Although process maps are generally used in the production of tangible goods, they can also illustrate services. Mapping a process is an ideal way to streamline it and gain efficiency.

Getting Started

To begin a successful mapping exercise, you should include people from every part of the process. Although a manager or supervisor may have broad knowledge and the big picture, folks that work closely with the product usually know each step and have the best ideas for improvements. Additionally, keep in mind that many functions and processes are intertwined and overlap. Beginning mappers are wise to start with a very basic procedure.

Start and Stop

First, it's important to define the process. Have clear ideas about when and where the process begins and ends. A factory's process map might begin with the customer placing the order and end with shipping the product. If the process to be mapped is very detailed and complex, creating that map will be quite an undertaking. Think in smaller terms and find processes within the process to map.

Steps

Once you have a process to map, list the steps. Define each step by starting with an action step; for example, "write order" or "gather supplies." Teamwork reduces omission of any steps. Write each step individually on a card or sheet. Post-It notes work well since they're easily rearranged. You'll be doing a lot of rearranging in process mapping.
Next you will sequence the steps and put them in the order in which they occur. Make sure your steps and their order accurately reflect how the existing process flows. You'll want to document that first before making changes and improvements.

Yes or No?

Process maps and flow charts become dynamic and functional with a series of yes/no questions. Those questions fall between the steps you've defined and direct where the flow moves next. For example, if your first step is "write order," it might be followed by the question, "Is review by supervisor required?" Answering that question with "no" moves the flow forward while answering it with a "yes" puts it on another track. All questions in your process map must be answered "yes" or "no." Write your questions on cards or Post-Its as you did for the steps.

Shapes

Process maps use shapes and arrows to designate various points along the way. Ovals are used to designate the input and result, that is, your start and stop points. Boxes indicate a task or activity that is performed in the process. Diamonds show points where the "yes/no" questions are answered, and arrows point in the direction of the flow.

Putting It All Together

When you've defined your input/result, the steps/activities and the questions, it's time to put it all together. Arrows point through the process. The boxes (activities) only have one arrow exiting them while diamonds have one arrow exiting to a "yes" answer and a different one exiting to "no." If you struggle with using only a single arrow out of a box, chances are it should be reworked as a question. Make certain that all your arrows lead toward and end at the result, or loop back as needed to input or previous activities.