Process Mapping

Process Mapping

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Introduction

Process Mapping is the task designated at defining what a business actually does, who is responsible for what and what is the standard by which the business process success can be measured. A process map is aimed at providing insight into a business process, and help teams brainstorm ideas for the purpose of improvement in process and enhance communication and also provide documentation. Furthermore, it identifies repetition, bottlenecks, and delays. Process map employs different symbols and tools, which help in better understanding and evaluation of a process with the ultimate goal of improvement in it.

Process Map for Process Improvement

A process map can be defined as a planning and management tool, which visually describes the flow of work. A map will show a series of events that are essential to produce an end result. Unusually a process map is referred to as a flow chart, process chart, functional flowchart, workflow diagram, process model and a process flow diagram as well CITATION Cha03 \l 1033 (Chapin, 2003). It functions telling who is responsible and involved in the business process, and hence it reveals the ideas where the process can be improved. The main goal of the process map is to give a better understanding of the business process. An analysis of flow chart reveals the process visually and identifies any area of improvement.

The business areas including the operations, marketing, supply chain, Marketing, and accounting use flow chart and similar diagrams to understand the process and improve its efficiency. A process in business is a group of interrelated tasks, which happen as an outcome of an event. Process improvement is the main area of a business, which utilizes the process mapping along with the other areas such as process redesign, information technology, quality management, etc. Process mapping is also helpful for a business to comply with the quality standards such as ISO 9000 or ISO 9001.

Process Mapping Symbols

Symbols are very important in a process map. The symbols indicate the actual meaning of the business process. To understand the symbols and their meaning is essential to design and map a process. All the professionals involved in the business process mapping must understand the meaning of mapping symbols. The common symbols of process mapping include the rectangle, diamond, elongated circles, and parallelogram. Symbols make the business process agile and clear. The symbols used in the common flow chart identifies less-obvious features if any exist.

Process/Activity Symbol

A rectangular box in a flow chart or a process map indicates a particular process and its activities and functions. This shows that an activity is going on. This is the most frequently used symbol in most of the process maps. The activity that is going on is mostly written inside the rectangular box. As the process begins, it demands some activities be performed. Either the activity is predefined, or it comes after the decision. It is connected with the other symbols with the help of an arrow, which maintains the flow of a process and gives direction to the activities performed. This is the widely used symbol in the flow chart. As the process begins it has some activity, as the process reaches a decision point, the decision is again followed by an activity. Activities are significant to complete a process, and hence this rectangular box appears mostly.

Activity symbol is helpful in process improvement. If the process indicates any flaws and delays, then the activity is revised or performed again for better outcomes. Unnecessary activities also make the process ineffective and the activities that are responsible for the delay. Some activities are also repeated to enhance the process.

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Figure 1, Process Symbol

Diamond Symbol

This is famous as a decision making the symbol. It represents a decision point in a symbol and requires a response in the form of yes or no. In any process map, the diamond symbol will assist in taking decisions by giving options to choose from. Mostly it requires a yes or no response. When the process reaches this point, it needs to make a decision. After the decision is taken, the process is flowed in a certain direction based on the decision ADDIN ZOTERO_ITEM CSL_CITATION {"citationID":"GA7rxg1h","properties":{"formattedCitation":"(\\uc0\\u8220{}Process Mapping Guidelines,\\uc0\\u8221{} n.d.)","plainCitation":"(“Process Mapping Guidelines,” n.d.)","noteIndex":0},"citationItems":[{"id":47,"uris":["http://zotero.org/users/local/svENvmyw/items/5LVPMM5F"],"uri":["http://zotero.org/users/local/svENvmyw/items/5LVPMM5F"],"itemData":{"id":47,"type":"article-journal","title":"Process Mapping Guidelines","page":"5","source":"Zotero","language":"en"}}],"schema":"https://github.com/citation-style-language/schema/raw/master/csl-citation.json"} (“Process Mapping Guidelines,” n.d.). It denotes the points where the process further depends on the new decision. The process stops and will not flow until a new decision is made. The further process flows in the direction of the decision made at this Point. Generally, phrases having two options yes or no, pass or fail, valid or invalid, indicate the decision point. Usually, a question is put in the diamond box, and the next direction depends on the answer. If the decision is no or fail is usually moves to the right, and some activity is performed again. If the answer is yes is positive then the process proceeds further and unusual moves in the downward direction. The process map heavily depends on this symbol to keep the process moving.

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Figure 2, Diamond Symbol

To understand the role of both the symbols, a simple process of cash withdrawal can be analysed. If a customer makes a withdrawal request, the first activity would be to check the customer account balance. This needs to be put in a rectangle box. Then the diamond box will help take a decision. If the balance is, more than the amount requested then decision will be positive and if the balance is less than the requested amount, then the answer is negative. In the first case, the process will move forward, and the next activity of giving cash to the customer will be performed while in the second case request will be rejected, and the process will end.

References

BIBLIOGRAPHY Chapin, N. (2003). Flowchart. John Wiley and Sons Ltd.

ADDIN ZOTERO_BIBL {"uncited":[],"omitted":[],"custom":[]} CSL_BIBLIOGRAPHY Process Mapping Guidelines. (n.d.), 5.