What is process mapping?

Business process mapping definition

In FEMA’s continuous improvement guidance, a process map shows one existing process as a visual workflow, from the first step to the last.

The same thing goes by other names: process flowchart, process chart, functional flowchart and process model. If you search for the process mapping meaning, these all point to the same idea.

A good map shows the real process, not the one in the manual. That gap is usually where time gets lost.

Process mapping methods

There is no single business process mapping methodology. Teams pick the method that fits the question they are asking.

• Flowchart: boxes and arrows for the steps and decisions of one process
• Swimlane: a flowchart split into lanes, one per person or team
• BPMN: a standard notation for business process diagrams
• SIPOC: a one-page view of suppliers, inputs, process, outputs and customers

BPMN as a shared language

The Object Management Group publishes BPMN as a graphical notation for business processes. Its stated goal is a notation that business users can read and that still carries the detail technical users need.

That shared language helps when business and technical people need to agree on one picture of the work.

Advantages of process mapping

Once a process is on paper, people can see it together and argue about facts instead of memories.

• Repeated steps, waits and handoffs become visible
• Everyone works from the same picture of the work
• Training and documentation get easier
• The costliest manual steps stand out

Process mapping best practices

Map one process at a time and keep the start and end clear. Talk to the people who do the work, not only the people who manage it.

Map what actually happens, including workarounds. Then agree on the map with the team before you change anything.

Mapping before you automate

Automating a broken process only makes the problem faster. A map shows which steps are repetitive, rule-based and worth handing to software.

This is the first step of AI opportunity mapping: list the processes, mark the manual steps, and rank them by the time and money they cost.

It is the same idea behind our business process automation work, which starts by mapping every repetitive process with the hours and dollars it costs.

For worked cases, see these process mapping examples.