How to Write a Process Map
A process map--also known as a process chart or flow chart--is a work flow diagram that shows a process or series of processes. An oval shape is used to show the input to start the process, and it is also used to show the output at the end of the process. A square or rectangle is used to show a task or an activity. Arrows are used to connect the shapes, showing the direction of the processes. A diamond shape indicates a yes or no response or that a decision is required in the process. A line is drawn to the right of the shapes, connecting ahead one step or connecting to a previous step. This line is called a "feedback loop," and it is commonly seen with diamond shapes.
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Things You'll Need
- Sheet of paper (for each team member)
- Large sheet of drawing paper or poster board
- Post-it notes
- Marker
Instructions
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Determine Process Boundaries
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The process mapping team must decide whether the process map will be a broad overview of processes or a detailed explanation of processes. For example, let's assume that a human resources team wants to map procedures for hiring candidates. This example will show a broad overview of processes, whereas a detailed overview might include additional processes such as the process for contacting candidates and the process for interviewing candidates.
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The team determines where the process begins and where it ends. For our example, the process begins with "reviewing resumes" and ends with "hiring a candidate".
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On a separate sheet of paper, each member of the team must list steps that he or she normally follows to complete the process. The steps in our example will be addressed in the section titled "Map Your Processes."
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Compare and discuss steps listed by each team member, then decide on the final processes that will will mapped by the group. This step will eliminate departmental inconsistencies and establish a standard way of completing the final process, from beginning to end.
Map Your Processes
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On separate post-it notes, one team member should list the steps--decided upon by the team--required to complete the process, from beginning to end. Use a verb to start each task description. For our example, you would write: "Review candidate resumes" on the first post-it note. The remaining post-it notes should be written as follows: Contact candidates; Arrange interviews; Candidate qualifies for second interview?; Arrange second interviews; Place resume on file; Candidate meets criteria?; Hire candidate; and Place resume on file. You should have a total of nine post-it notes.
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The process mapping team must draw the appropriate shapes--ovals, boxes or rectangles and diamonds--around the tasks that are written on the post-it notes. For our example, draw a circle around "Review resumes" to reflect the start of the process. Rectangles should be drawn around "Contact candidates," "Arrange interviews," "Place resume on file," "Arrange second interview" and "Place resume on file." Draw diamond shapes around "Candidate qualifies for second interview?" and "Candidate meets criteria?" because both represent decisions to be made. Draw a circle around "Hire candidate," which is the final output of the process.
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Attach the shapes to the large drawing paper or poster board in the order that they occur, from beginning to end.
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Use the marker to draw lines connecting the shapes, indicating the flow of processes.
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Add a title and date to the chart.
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Discuss the accuracy of the processes shown on the chart. Ensure that everyone agrees with the mapped processes and that information is neither redundant nor missing.
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Tips & Warnings
Be sure that all process mapping team members are familiar with the representations of shapes.
Draw one arrow from a box or rectangle, though more than one arrow can be drawn from a diamond-shaped, decision box. In the example, when a diamond shape is drawn around "Candidate qualifies for second interview?", one arrow should be drawn downward (for a "yes" response) with another arrow drawn to the right (for a "no" response). To the right of the arrow representing "no", position the "Place resume on file" post-it.
The "Place resume on file" post-it is considered a feedback loop because that action results from a decision that is to be made. If feedback loops are used, make sure they have lines connecting them between boxes or rectangles. For our example, the "Place resume on file" post-it should have a line drawn forward to the next step, "Arrange a second interview".
Process mapping should be done as a team to minimize the probability of redundant or missing information.
