What is an process map and how to create one

A process map is a planning and management tool that visually describes the flow of work. Using process mapping software, process maps show a series of events that produce an end result. A process map is also called a flowchart, process flowchart, process chart, functional process chart, functional flowchart, process model, workflow diagram, business flow diagram or process flow diagram. It shows who and what is involved in a process and can be used in any business or organization and can reveal areas where a process should be improved.

The purpose of process mapping is for organizations and businesses to improve efficiency. Process maps provide insight into a process, help teams brainstorm ideas for process improvement, increase communication and provide process documentation. Process mapping will identify bottlenecks, repetition and delays. They help to define process boundaries, process ownership, process responsibilities and effectiveness measures or process metrics.

Process mapping spotlights waste, streamlines work processes and builds understanding. Process mapping allows you to visually communicate the important details of a process rather than writing extensive directions.

Flowcharts and process maps are used to:

• Increase understanding of a process
• Analyze how a process could be improved
• Show others how a process is done
• Improve communication between individuals engaged in the same process
• Provide process documentation
• Plan projects

Process maps can save time and simplify projects because they:

• Create and speed up the project design
• Provide effective visual communication of ideas, information and data
• Help with problem solving and decision making
• Identify problems and possible solutions
• Can be built quickly and economically
• Show processes broken down into steps and use symbols that are easy to follow
• Show detailed connections and sequences
• Show an entire process from the beginning to the end

Process maps help you to understand the important characteristics of a process, allowing you to produce helpful data to use in problem solving. Process maps let you strategically ask important questions that help you improve any process.

Process mapping is about communicating your process to others. You can build stronger understanding with process maps. The most common process map types include:

• Activity Process Map

  : represents value added and non-value added activities in a process

• Detailed Process Map

  : provides a much more detailed look at each step in the process

• Document Map

  : documents are the inputs and outputs in a process

• High-Level Process Map

  : high-level representation of a process involving interactions between Supplier, Input, Process, Output, Customer (SIPOC)

• Rendered Process Map

  : represents current state and/or future state processes to show areas for process improvement

• Swimlane (or Cross-functional) Map

  : separates out the sub-process responsibilities in the process

• Value-Added Chain Diagram

  : unconnected boxes that represent a very simplified version of a process for quick understanding

• Value Stream Map

  : a lean-management technique that analyzes and improves processes needed to make a product or provide a service to a customer.

• Work Flow Diagram

  : a work process shown in “flow” format; doesn’t utilize Unified Modeling Language (UML) symbols.

Each element in a process map is represented by a specific symbol. Process symbols are also commonly called flowchart symbols, flowchart shapes or flow diagram symbols. These symbols come from the Unified Modeling Language or UML, which is an international standard for drawing process maps. These process symbols can be put in the following categories: process/operation symbols, branching and control of flow symbols, input and output symbols, file and information storage symbols and data processing symbols.

Symbol	Name	Description
	Process	The most frequently used flowchart shape shows an action, task or operation that needs to be done.
	Subroutine	Shows a series of actions related to a task, which itself is part of a larger process. It could also mean that there is already a flowchart for the larger process that can be used as a reference.
	Alternate Process	An alternative to the regular process step. Lines connecting with the alternate process symbol are usually dashed.
	Delay	Represents a waiting period or delay in the process.
	Preparation	A preparatory step that sets up another step in the process.
	Manual Loop	A sequence of commands that continually repeats until stopped manually.
	Loop Limit	The point at which a loop stops.

Symbol	Name	Description
	Arrow	The arrows indicate the direction in which the flowchart should be read (usually from the top to the bottom and/or the left to the right).
	Terminator	Represents the entry and exit points of your flowchart. Usually a flowchart has only one starting point but can have several ending points.
	Decision	The point at which a decision needs to be made. The arrows flowing from the decision shape are usually labeled with yes, no, true or false.
	Connector	In order to connect to different page or section of the chart, and you can't draw a line, you can use a circle labeled with a letter. Put another circle with the same letter where the flow continues.
	Off-page Connector	Indicates the process continues off page. A letter or page number in the shape tells you where to go.
	Merge	A step where two or more sub-processes merge together and become one.
	Extract	Shows when a process divides into different but parallel directions.
	Or	Represents when a process diverges, usually for more than two branches.
	Summoning or Junction	When multiple sub-processes merge into a single process.

Symbol	Name	Description
	Input/Output or Data	Represents material or information entering or leaving the process. Receiving a report is an input. Generating a report is an output.
	Document	Indicates a process step that generates a document or report.
	Multiple Documents	A process step that produces multiple documents or reports.
	Display	A step that displays information to a person.
	Manual Input	Represents a step where a user must input information manually.

Symbol	Name	Description
	Stored Data Symbol	Represents a step in the process where data gets stored.
	Database Symbol	A list of information with a standard structure that allows for searching and sorting.
	Direct Access Storage Symbol	Represents a hard drive.
	Internal Storage Symbol	Used in programming to represent information stored in memory instead of on a file.

• Step 1: Identify the problem:

  • What is the process that needs to be visualized? Type its title at the top of the document.

• Step 2: Brainstorm all the activities that will be involved:

  • At this point, sequencing the steps isn’t important, but it may help you to remember the steps needed for your process. Decide what level of detail to include. Determine who does what and when it is done.

• Step 3: Figure out boundaries:

  • Where or when does the process start?
  • Where or when does the process stop?

• Step 4: Determine and sequence the steps:

  • It’s helpful to have a verb begin the description. You can show either the general flow or every detailed action or decision.

• Step 5: Draw basic flowchart symbols:

  • Each element in a process map is represented by a specific flowchart symbol, which together represent process mapping symbols:  

    • Ovals

      show the beginning or the ending of a process.

    • Rectangles

      show an operation or activity that needs to be done.

    • Arrows

      represent the direction of flow.

    • Diamonds

      show a point where a decision must be made. Arrows coming out of a diamond are usually labeled yes or no. Only one arrow comes out of an activity box. If more than is needed, you should probably use a decision diamond.

    • Parallelograms

      show inputs or outputs.

• Step 6: Finalize the process flowchart

  • Review the flowchart with other stakeholders (team member, workers, supervisors, suppliers, customers, etc.) to make sure everyone is in agreement.
  • Make sure you’ve included important chart information like a title and date, which will make it easy to reference.
  • Helpful questions to ask:
    • Is the process being run how it should?
    • Will team members follow the charted process?
    • Is everyone in agreement with the process map flow?
    • Is anything redundant?
    • Are any steps missing?

To help with process map organization, you can number the process maps and process steps. Here's a process mapping numbering convention example:

• Process 1

  • Sub-process 1.1
    • Sub-process 1.1.1
    • Sub-process 1.1.2
    • Sub-process 1.1.3
  • Sub-process 1.2
    • Sub-process 1.2.1
    • Sub-process 1.2.2

• Process 2

  • Sub-process 2.1
    • Sub-process 2.1.1
    • Sub-process 2.1.2

• Process 3

  • Sub-process 3.1
    • Sub-process 3.1.1
    • Sub-process 3.1.2
  • Sub-process 3.2
    • Sub-process 3.2.1

Process maps provide valuable insights into how a businesses or an organization can improve processes. When important information is presented visually, it increases understanding and collaboration for any project.

Business process map template

As your business begins to grow, it's important that everyone on your team understands current best practices and follows the same business process model to uphold consistency. When you sign up for our process mapping software, you can customize this business process map template with your own specific steps and share it with your staff.

Detailed process map template

While the high-level process map shares broader objectives in a process, a detailed process map can show each technical step required in a process flow. This is your deep dive into the process. Use this detailed process map template and customize it with your own steps to better analyze and understand every aspect of a specific process.

IT process map template

Want to know how to fulfill IT requests most efficiently? Start with this IT process map template and update the lanes with teams or individuals involved in your process. Update the shapes and actions based on the processes you run, and you'll have created a clear visual that your entire company can follow.