Learn what process mapping is and how to create one (+ examples)

To successfully execute a process, you need to know how to efficiently get from point A to point B. And process mapping is your guide. 

Think of each process as a road trip. Before embarking on your journey, you map out the route, noting the significant milestones and pit stops along the way. As you traverse through the operational landscapes of your organization, your process map illuminates the path between where you are and where you want to be. 

Without a map, your team might still offer quality deliverables — but at a pace that’s much too slow for the client or your stakeholders. Or perhaps you never reach success because inefficient tools and unforeseen roadblocks hinder your team. Instead, you can begin project planning with a strategic roadmap that defines the most efficient and effective way forward. 

What are process maps?

Process mapping is defined as a visual representation of the sequence of steps involved in executing a task or workflow. Business leaders and project managers use mapping techniques to visually represent a process and identify inefficiencies worth improving. 

These documents are similar to roadmaps or decision models, providing a detailed view of who does what, how to complete tasks, and where bottlenecks or redundancies exist.

Types of process maps

Many documentation styles exist to map out your processes, each suited to different scenarios. Here are some of the most common types:

• High-level process maps: Imagine taking a helicopter ride over a city. From that height, you see the entire layout of the streets, but you can’t spot individual cars or pedestrians. 

  That’s what a high-level process map is like. It’s a basic flowchart that provides a bird’s-eye view from start to end. These documents are great for initial brainstorming sessions when defining the general flow before considering details.

• Detailed process maps: Now you’re walking through the city streets, noticing the cars, people, and storefronts. That’s the perspective a detailed process map provides, diving into a process's sub-tasks, decision points, and success metrics.

  This more comprehensive mapping technique helps you explain a workflow at a granular level, making it easier to identify bottlenecks and inefficiencies.

• Swimlane diagrams: These mapping diagrams map workflows based on individual, team, and cross-departmental responsibilities. Each “lane” represents a different actor or stakeholder in the process, and the steps in their lane are the tasks they’re responsible for. 

  Swimlane diagrams are excellent for visualizing task assignments, illustrating hand-offs, and highlighting decision-making authority figures.

• Value stream maps (VSMs): A VSM focuses on improving the process map flow to offer customers or clients further value. A crucial part of this is eliminating anything that's not needed, or "waste." You’ll trace how items and information move from the start to when the customer receives them/it, finding ways to improve upon your offering.

These are just a few process mapping examples you can create depending on your team’s needs. With the right map in hand, you’re well-equipped to navigate the landscape of your business processes and chart a course toward improvement and efficiency.

Process mapping symbols and what they mean

Just like a physical map has specific symbols for highways, cities, and rivers, process mapping uses a unique set of icons to represent various actions within a process. Here are some of the most common process map symbols:

• Ovals represent the start and finish lines, setting boundaries for your process. 
• Rectangles represent each task or operation in the process. When you see a rectangle, it means some activity or action is needed.
• Diamonds indicate important decision points, like a question in the workflow where the answer determines the next step.
• The D-shape symbolizes a process delay.
• A parallelogram represents input or output data.
• Arrows show the process flow’s direction, guiding you from one step to the next.
• A rectangle with a wavy side represents the archives or libraries of the process. If you see this symbol, it signifies that there’s relevant information to check out.

6 benefits of process mapping

Process mapping opens a treasure trove of advantages: it’s a catalyst for continuous improvement, a pathway to increased knowledge, and a foundation for business process documentation — all of which support employees and businesses alike. 

A study by Sinequa found that 91% of respondents believed increased access to knowledge enhances work efficiency. This knowledge accessibility also directly affects employee turnover and satisfaction, with 45% suggesting it would lower turnover rates. And 70% of those respondents agreed that easy access to relevant organizational information could mitigate knowledge loss.

Here are six more benefits of process mapping.

1. Boosts employee process understanding

Creating a visual representation of each process flow allows team members and stakeholders to better understand what the work entails. These maps clearly show the sequence of events, roles, and decision points between different tasks.

Process mapping is like holding up a mirror to your business processes — you see them for what they truly are, flaws and all. This clarity improves team collaboration, communication, and decision-making.

2. Illuminates improvement areas

Every process has strengths and weaknesses, and process mapping helps you spot the bottlenecks, redundancies, and inefficiencies slowing your team down. Whether it’s a step taking longer than it should or a redundancy wasting resources, you can use this mapping process to increase overall efficiency.

3. Facilitates process documentation

Clear, updated, and centrally-located documentation offers your team a single source of truth they can reference to understand project and task work. This effective documentation reduces time wasted searching for answers or improperly executing a process. 

And process maps are a crucial part of this knowledge base. You’ll lay out each process step, inputs and outputs, and decision points in a clear and organized manner.

Mapping also comes in handy during employee onboarding. New hires can quickly get up to speed by referring to the process map. And you can reference these documents when mapping or planning new initiatives.

4. Drives process improvement initiatives

Process mapping is the launchpad for process improvement initiatives. Providing a detailed view of the workflow — including metrics and data — allows teams to analyze the process, identify areas of waste, and plan changes.

For instance, the multinational grocery and merchandise retailer Tesco targeted a 7% reduction in operating costs by mapping its business processes to identify cost and time-saving opportunities.

5. Supports business process modeling (BPM)

BPM helps organizations automate and improve processes, and process mapping is the first step. You can then enhance workflows and model off of these improved outlines, implementing these models throughout the organization.

6. Reduces misunderstandings

Clearly defining efficient processes decreases miscommunications between team members and external stakeholders, saving everyone time and headaches.

Without a process map, teammates might assume they must complete a task a certain way, which could lead to lost time and conflict with fellow coworkers awaiting a delayed item. And stakeholders expecting you to use one technology when you’ve chosen another could cause conflict.

How to create a process map in 4 steps

Now that you’ve got the language of process mapping down, it’s time to put pen to paper — or cursor to screen — and create a map. Here’s a simple four-step guide to making a strategic and effective document.

1. Choose your process

Ultimately, you’ll want to map out every business process to create onboarding documents and visibility when updating procedures. But for now, determine the workflows that require your immediate attention.

Maybe teammates have been complaining about a process slowdown, or clients wish your team could provide a deliverable quicker. Whatever it is, work with your team to create a process improvement prioritization list and start by mapping out the weakest one. 

2. Compile information

Gather everyone involved in the process to discuss the following:

• Start and end triggers
• Every task in between
• Potential delays (client approval markers, dependent tasks, etc.)
• Overall project timelines
• Individual task timelines
• Seemingly irrelevant potential blockers (another team’s delayed item, for example)
• Resources (information, tools, money) necessary to complete each step

3. Draw your flowchart

Before drawing, consider what you need this map for. If you require a high-level overview for external stakeholders, keep it simple. You could also create a more detailed version for internal staff. 

Then, after working with your team to narrow down precisely what’s involved to complete this process, list the steps sequentially, using a rectangle to represent each task or operation. Add arrows that show flow, diamonds to represent decision points, and parallel lines to note where relevant information is stored.

4. Review and refine

Review your draft with the team, role-playing the process once again to make sure your map is accurate. You could also share this draft with external stakeholders to ensure timelines and deliverables meet their expectations. 

Define a reviewal cadence for auditing and improving this outline to respect operational changes and technological advancements.

Embrace the journey of process mapping

Process mapping is a journey, not a destination. It isn't something you do once and forget. It's a powerful management tool for continuous improvement as your business processes change and grow. 

Workflow mapping is also a versatile skill. Once you conquer it, you’ll have the potential to drastically streamline your processes to improve team efficiency and enhance overall productivity.