Process Mapping 101: Learn how to create clear and efficient process maps with our guide

Process mapping is a key tool for understanding, explaining and streamlining an organization.

In this article, we'll explore AmpliFlow's process mapping model and how you can use it in your own business to create a clear, logical and efficient process map.

What is a process?

A process is usually defined as a number of self-contained or collaborative steps needed to achieve a goal. It can involve collecting data, analyzing information, making decisions, executing actions, and following up on results.

What is Process Mapping?

Process mapping provides a picture of how the organization works. With a complete understanding of the company's processes, we can see how they can be improved to reduce costs, increase efficiency and meet customer expectations.

One thing that is sometimes forgotten is that process maps are the perfect tool to ensure that everyone throughout the company can understand, or at any rate know where to find out, how the company works. Excellent tool during onboarding, to analyze the effectiveness of a process or when major organizational changes are implemented.

Process mapping is the method we use to break down everything the company does into smaller parts, analyze these parts and then visualize the entire process. This makes it possible to clearly identify each step of a process, who is responsible for which step, and what resources are needed.

Structure of process maps

We at AmpliFlow have consultants who have been working with the field for more than 20 years. If you do something that long, you will make most of the mistakes that can be made. This we have iteratively boiled down to a model for how a process map should be created.

A main principle of our model is not to describe things in too great detail. Stay on a high level and if you need to do detailed routines then use smart digital checklists for these instead of visually describing them.

So, here is our way of describing process maps that work for companies of all sizes, in all industries.

First Level: Process Overview

The process overview is a description of your organization's workflow at the highest level. It includes the management process, main processes and support processes.

The management process describes how your organization is governed, while The main processes includes core activities that directly generate value for the customer. Support processes on the other hand, includes activities that provide support to the main processes but do not straightaway It adds value to the final product.

It is important to include information about the management system, its scope and who is responsible for what in your overview as a complement to the visualization. There should also be a brief description of why this overview is important to the organization.

The process overview thus provides a high-level description of everything that takes place within the organization to transform customer needs and expectations into satisfied customers.

Second Level: An Individual Process

Now that you have defined all your processes at a high level in the project overview, it's time to dive into what you see when you look at an individual process.

Each process, in short, contains a number of sub-processes.

For each individual process, you should also describe the inputs and outcomes of the process, key activities from process stages in the sub-processes of the process, and company objectives that relate to the process. In addition, selected extra-important risks identified further down the chain should be highlighted.

By visualizing each process in this way, you can gain a deeper insight into how the workflow works and where there is room for improvement.

Third Level: Sub-Process

Each sub-process is visualized with several process-steps, decision points and text fields or links to other sub-processes. In addition to visualization, it is also wise to show links to relevant material (such as in-depth information, documents, templates, etc.), who is responsible for what, which teams are involved and what risks exist.

Final part: Process Steps and Activities

For each process step, you now need to describe the process-steps which constitutes the sub-process.

Each process step consists of a number of activities, efforts and outcomes for the process step, responsible users, teams involved, and risks associated with the process step.

Think like this: Activities can be performed using documented routines, and a process step collects a number of activities. Each task can be a key activity that is then rolled up at the sub-process level.

By mapping each activity, you can see exactly what needs to be done and how to do it.

Advice on how to succeed

Process mapping can be a challenge, but with the right approach and approach, it can be a success. Here's some advice on how you can make process mapping as efficient and rewarding as possible.

1. Delegate responsibilities: Instead of putting all the responsibility on one person or a small team, distribute the responsibility across the organization. For example, the management team can work on defining the overview of the processes, the sales manager and sales team can focus on the sales process, account managers can take care of the customer processing sub-process, and bid managers can be responsible for the quote-writing process. By delegating responsibility in this way, you ensure that each process is described by the people who know it best.
2. Involve all levels of the organization: To get a holistic picture of the company's processes, it is important to involve all levels of the organization, from the management to the operational roles. Each individual has unique insights into how their work contributes to the whole.
3. Communicate clearly: Make sure everyone involved knows what is expected of them and why their contributions matter. Create an open dialogue where people feel comfortable asking questions and sharing their thoughts.
4. Use the right tools: Use IT tools, such as AmpliFlow, that are specifically designed to make process mapping as smooth and efficient as possible. They can help visualize processes, identify bottlenecks and potential areas for improvement.
5. Be patient: Process mapping takes time and it is important not to stress out results. Be sure to give each step the time it needs to ensure quality in the result.
6. Use it as a living document: A process map is not a one-time product but something that should be a living document. It should be continuously updated to reflect any changes in the organization and its processes.

By following this advice, you can create an effective and detailed process map that will help your organization become more efficient, reduce costs, and increase customer satisfaction.

What AmpliFlow can give you

Our IT tools are built from the ground up to support this visualization and methodology.

But we don't stop there. In addition to supporting everything that we have already talked about directly in the IT tool, the rest of the features of the IT tool use the process map. For example, in anomaly handling, you choose in which process/sub-process or even process step the deviation either occurred or was detected. It allows us to visualize deviations directly on the process map.

And since everything is authority-driven, you will only see anomalies that you have the right to see, whether you are a CEO or an ordinary employee. Very simple and smooth.

Obviously, AmpliFlow is built from the ground up to be flexible and adaptable. Do you (despite the fact that it is so enormously valuable) do you not want to work in risk management? Then we simply turn off the function in 1 minute so that it disappears from the system.

Did we also mention that several different groups within the company can work at several different processes and levels at the same time without affecting anyone else's work? Sales can workshop and publish their process at the same time as the management team workshops the management process or the marketing team workshops a sub-process during the Sell process.

Conclusion

By following AmpliFlow's model, you can create a detailed and clear process map for your organization that actually creates value. This will not only help you streamline your work, but also give you the opportunity to identify problems before they arise and create a more harmonious work environment.

If you want an IT system that makes it easy to carry out process mapping, consulting or training in effective process mapping - do not hesitate to contact us. We offer solutions designed to make process mapping as smooth and efficient as possible.

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