GUIDE TO BUSINESS PROCESS MAPPING
Business analysts and project managers in their collaboration with software engineers are required to provide them with a path to follow. Think of it as a map which indicates a starting point to a finish line. In this case, your regular Google or Apple maps which shows you how you can get to your destination. This is essentially, the visual display of the steps within a business process showing how it's done from start to finish. It is important to note that, this process forms part of an overriding process in business analysis, which is business process management. The goals of business process mapping include communication, compliance, visibility, standardization, auditing, training and continuous improvement.
Now that we can identify which type of chart depending on the type of project and the goals, there are the steps to go through before
To document and visualize a process, follow these steps:
1. Identify the process: Begin by determining the specific project process to be recorded, and understanding its objectives and scope.
2. Outline key elements: Define the starting point, the endpoint, and all intermediate tasks that make up the process. This ensures every step is accounted for in a logical order.
3. Include decision points: Highlight where decisions are required, specifying the paths that follow a "yes" or "no" response. These choices will direct the process down different routes based on the outcome.
4. Gather detailed information: Collect relevant data through observation or by consulting employees involved in the process. Ensure the sequence of tasks is accurate and reflects how the process unfolds in practice.
5. Engage stakeholders: Encourage team members and key participants to contribute insights, helping to identify inefficiencies or any redundant steps that could be streamlined.
6. Create a visual map: Present the process in a clear, easy-to-understand flowchart or diagram that simplifies complex information, making it accessible for anyone reviewing it.
The tools and the type of chart need to be considered well. First off, let’s look at some of the chart types. The following list is not exhaustive but is the basic one used by digital or technology products and by large companies.
Flowcharts: One of the most widely used, flowcharts display the sequence of steps in a process with arrows connecting shapes (like rectangles, and diamonds) representing actions, inputs, outputs, and decision points. It allows managers to quickly identify redundant tasks and activities, helping them pinpoint opportunities for eliminating unnecessary steps and streamlining the workflow.
SIPOC Diagrams: SIPOC (Suppliers, Inputs, Process, Outputs, Customers) diagrams provide a high-level overview of a process by mapping out these key components, giving context to the overall workflow. This is often called the high level diagrams.
Swimlane Diagrams: These diagrams divide processes into "lanes" representing different departments or individuals, showing who is responsible for each step in a process. Miro, a popular tool in visual diagramming posit that the lanes in a swimlane diagram can represent people, but they can also represent work groups, departments, or even tools and other processes. These parties can be internal or external.
PERT Charts: Program Evaluation and Review Technique (PERT) charts are used to schedule, organize, and map tasks within a project, especially when dealing with complex timelines and dependencies. PERT is most useful in large-scale projects where time is the major factor rather than cost.
Platforms like Figma or Miro are widely used in creating visual charts.
