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What Can – or Can’t – a Process Map Do?
Over the last four weeks, we have focused our discussion on process maps. We’ve tried to answer some of the most common questions about process maps by taking a look at seven different types of process maps and how they’re used to describe processes. A process is a structured set of activities that transforms inputs into outputs, but the way we describe a process may vary dramatically, from a text-based procedure to different forms of process maps.
Process maps are used for various purposes, including, but not limited to:
- Developing process understanding;
- Process improvement and discussion;
- Documenting a process; and
- Training and communication.
A process map highlights actual and potential problems – bottlenecks, backflows, delays, waste, and process gaps. Process maps clarify process boundaries, ownership, responsibilities, and effectiveness measures (metrics). Process maps are used in mergers and acquisitions (M&A), process improvement, and systems design.
What Can’t a Process Map Do?
It can’t do the work for you. A process map does help you establish a shared understanding of what a process is and how it cuts across – links – business functions. The workers must still do the work. However, process maps can be used for designing processes, writing procedures, defining and achieving objectives, complying with quality standards like ISO 9001, and building internal control.
All process maps are not created equal, however. The table below shows the purpose of each, as well as its positives and negatives:
|
Process Map Type |
Purpose |
Positives |
Negatives |
| High-Level Process Map or Flow Chart | Perspective, big-picture, Systems | Management, Quality Manual, good for adding metrics | not enough details |
| Low-Level Process Map or Flow Chart | Sub-processes, small-picture | Understanding flow, procedures, details | unclear responsibilities, Not SIPOC, alternative flow |
| Cross Functional or “Swim Lanes” Map | Responsibilities | HR, job descriptions, job training, procedures | alternative flow |
| Document Map or SIPOC Map | Data management | Document and record control | not enough activity detail |
| Activity Map or Value Stream Map | Process Improvement | granular details good for work instructions and procedure writing | OK for training and communications |
| Work Flow Diagram | Training, communications | More realistic | great for training and communications |
| Rendered Process Map | Training, communications | Most realistic | great for training and communications |
Most importantly, process mapping is about communicating your process to others, so you can achieve your objectives.
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