Process Mapping ....... Try it
Process Mapping or what some people call is a method for depicting
a process, material or information flow in a diagrammatic form.
It gives a logical step by step representation of a business process in a
form similar to how an Ordinance Survey Maps depicts an area of land.
It is a method to identify who does what over time by identifying the key steps in a process.
It is a powerful method for identifying value adding and non value adding activities.
Process Mapping - Typical non value adding activities identified?
Process mapping helps identify waste that is often not even recognised as such e.g.
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Creating more information than the customer or
the next office process actually needs. |
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Creating reports that no one needs. |
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Transporting files around the office or to other buildings. |
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Searching for information. |
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Waiting for faxes, information systems. |
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Waiting for hand off files to be returned |
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Duplication of data entry. |
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Files waiting to be read |
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Having to review inappropriate e-mails. |
 Process Mapping - Who should be involved?
To put a representative process map together it is best to use a cross functional multi level team with
responsibilities for the processes being reviewed.
Team members should have a sound knowledge of their particular part of the business, and the team
should have enough breadth of experience to cover all of the business process activities.
If there are small areas of very specific knowledge that are a gap, then have someone on standby to
come and share their expertise at the appropriate time.
Process Mapping - When should you use it?
Process Mapping can be used at any time to gain clarity and understanding of your current condition.
In general Process Mapping is best used when you want to move from our current state to an improved
future state.
Process Mapping - Where should you do it?
It is best to create your process map physically close to the business Process that you are mapping.
This allows the team to "walk" the process if required to gain further clarity of understanding.
Process Mapping - Why use it?
The main reason to map a process is to gain information about your current condition, and the current
wastes involved, with the view to creating an improved future state.
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It helps us understand who does what over time. |
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It helps us identify "hand offs" between areas, delays and bottlenecks. |
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It helps us identify current turnaround times and how they are made up. |
Mapping your process can also give team members a better knowledge of the activities of other functions
involved, out with their areas of expertise.
This can lead to a higher level of understanding and improved co-operation.
i.e.. People get a sense of the "big picture" often for the first time.
Process Mapping - How do you do it? - Preparation
You will need to prepare the following ahead of time:
 Equipment / Facilities
You will need the following to create a Process Map:
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Different Coloured Stick Notes |
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Flip Chart Marker Pens |
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Flip Chart Ppaper |
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Sticky Tack |
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Different Coloured Small Dot labels |
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A Floorplan of the Current Workplace |
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Different Coloured Rolls of String |
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A Room with a Large Enough Space to Create the Process Map |
Team Members/Facilitator
The team should be made up with knowledgeable people from the business process being considered.
(typically 6-10 people)
It is always useful to have an experienced facilitator to lead the activity who is neutral to the process.
Timing
This depends on the size of the task .I'd suggest a maximum of a day for this activity.
Process Mapping - How do you do it? - Steps in Creating the Process Map
 Join several pieces of flip chart paper together, and blue tack them to the wall (Experience will
tell you how big this backdrop for your Process Map needs to be - using flip chart paper allows
you to add or take away as required)
 Make everyone aware of the process mapping symbols (see below)
You can use adapt/draw on the sticky notes to get the symbol shapes.
 Discuss the key players in the process, write them individually on a post it note and place them
on the very left hand side of your Process Map back drop.
 Get consensus as to the start and end points of the process.This is very important as it can
cause confusion and delays later on, if not ironed out before you start building up the map.
Use
the oval symbol to show the start point.
 Start to build up the map using the symbols going from left to right. Show dependencies between
groups and continue building until the complete map has been created. Map what actually
happens not what you would like to think happens! Add time scales along the top so that the
overall turnaround time can be estimated.
Once the map is completed identify the wastes within the process.
Identify improved future state map
Implement identified improvements
Process Mapping Symbols
In conclusion
It is always amazing to team members just how much waste is going on once they start to map their
processes.
Process Mapping is a great way to gain a common understanding of the challenges facing a business.
Process Maps can be time consuming, so you should only go to the level of detail required to achieve
you improvement objectives.
You should only map the areas where you are trying to make an impact.Avoid the "Let's map everything"
situation where the information becomes wallpaper with no action taking place as a result of the Mapping
Process.
When someone says "I've already mapped this process" be guarded Some organisations have
"professional" process mappers who map their individual idea of the process.Often these "maps" look
pretty but don't actually hit the mark.
It is the act of getting people involved and the sharing of information that makes the process mapping
process powerful.
The task of jointly putting the map together creates a sense of ownership and urgency which cannot
be created when an individual creates a "theoretical" map from the comfort of their desk.
Try it! - It may open your eyes to some exciting opportunities.
Hope this helps.
Best regards,
Graham Ross
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