Use these general guidelines for effective process mapping.
A well-structured process map communicates complex workflows quickly and clearly. Consistent mapping practices demonstrate control and traceability and make it easier to update as operations change.
Refer to the following guidelines prior to a mapping a process.
Define the purpose and scope before you
start-
- Clarify why you are mapping the process, for example, training, identifying waste, improving quality.
- Set boundaries to show where the process starts, where it ends, and what is included or excluded.
Involve the right people-
- Recruit subject matter experts and those who actually perform the work.
- Gather multiple perspectives to ensure accuracy and avoid blind spots.
Choose the right level of detail-
- Use a high-level (overview) map for leadership, training, or big-picture understanding.
- Use a detailed (step-by-step) map for problem-solving, compliance, or root cause analysis.
- Avoid overcomplicating the process. Include only the level of detail needed for the purpose.
Use standard symbols and consistent
notation-
- Stick to common process mapping symbols, for example, rectangles for steps, diamonds for decisions, ovals for start and end.
- Maintain consistent formatting, colors, and flow direction, usually left to right or top to bottom.
Keep it clear and readable-
- Make sure steps flow logically with minimal crossing lines.
- Break large, complex processes into sub-maps or swim lanes.
- Use whitespace to reduce clutter.
Highlight roles and responsibilities-
- Use swim lanes to show who is responsible for what throughout the process. For more information, go to Process Map - Cross Functional.
- Clarify handoffs, ownership, and accountability.
Validate with stakeholders-
- Review the draft process map with those who use the process to ensure that it reflects reality.
- Update as needed to align with actual practice.
Link to metrics and improvement opportunities -
- Add information on cycle time, wait time, defects, or costs where relevant. For more information, go to Value stream map and timeline calculations.
- Use the map to spot obstructions, redundancies, and gaps in the process.
Keep it dynamic, not static-
- Treat process maps as working documents, not one-time artifacts.
- Update them when processes change.
- Make them easy to access and reference in day-to-day work.
Tip
When working with a large process or value stream map, open the Pan Window to quickly navigate the map. For more information, go to Navigate the workspace in maps and brainstorm tools.
