Unlocking Effective Process Mapping: Expert Insights and Proven Strategies

Let's delve into the elements what constitute an effective Process Mapping. Based on years of professional experience delivering process maps and process framework, we would like to share a few recommendations.

1. Relevance

Process Map should be tailored to its intended purpose and cater to the specific audience. For example, if the process flow if for business audience and needs to illustrate high-level business process of (like insurance claims), omit intricate technical details. Reserve these for more detailed diagrams when the need arises.

Conversely, if your audience seeks technical granularity, your process map should furnish the level of detail they require, such as attributes conveyed across process steps. The diagram should possess a pertinent name that accurately mirrors its content.

The diagram should also have a relevant title that reflects its content accurately.

2. Value flow

Is there value in each step displayed on the process map? If certain stages lack unique value generation or product delivered, contemplate amalgamating them with other steps to streamline the process.

3. Appropriate Level of Details

According to multiple research, human brain can effectively retain around 7 tasks/activities simultaneously, with a potential extension of up to 3 more. Beyond this threshold, a complex or overloaded model might lead your audience to lose track. The recommendation is to keep it to 7, or no more than 10 process steps in the model and split into multiple models if required.

4. Inheritance and/or links to other processes

If the model includes or refers to sub-processes, we need to name them accordingly. For example, if the process step title is 'Loan Pre-approval' , it could refer to a separate model with the same name that demonstrates the details of pre-approval process. To enhance clarity and uniqueness, you might also introduce IDs and numbering for seamless cross-reference.

5. Clear and concise elements, starting and ending

It should be clear where is the start and end of the process with 'START' and 'END' gateways. In case of 'OR' it should be very clear what is the condition that needs to be met to follow each direction. Same, it should be clear if 'AND' or 'OR' or 'MULTIPLE' rule is used for a gateway*.

* The terminology is based on BPMN 2.0 notation.

6. Accurate Process Scope Representation

Process map should be displayed according to the scope of the process: for example, if the process describes pre-approval of the loan, it should not display previous step, such as customer leads. However, it may have different scenarios for existing customers and new customers. Likewise, a home loan settlement process can omit pre-approval stages. Links and references to other processes can still be incorporated.

7. Comprehensibility and Readability

Process map should be readable easily by the relevant audience and any convolution should be avoided. Adhere to general principles: depict the flow from top to bottom and left to right, minimizing the use of crossed arrows whenever feasible.

Strategies Contributing to Previous Success

In addition, in the past we have implemented the following improvements of business processes:

1. Value chain alignment

Aligning processes into the overall organisational value chain ensures each step contributes to overall value creation.

2. Removing waste

According to Lean Framework, waste is defined as any non-value adding activities, such as: extra delays, over-processing such as additional approvals, duplicate/repetitions, and other similar non-value adding activities. Please refer to Lean framework for more information.

3. Unification and Reusability

Our approach introduces unified, reusable components, reducing workload by streamlining processes and fostering efficient configuration.

I would like to emphasise that my previous work enabling process framework helped customers save significant amount of day-to-day costs, so I would be more than happy to help your Businesses to work more efficiently, as well as provide consultations and coaching in BPMN 2.0 and process mapping.