Process mapping is typically used to visualize the company's processes. And all companies have processes.
For example, ISO 9001 certification (quality) requires process mapping to identify, analyze, and improve processes that are necessary to achieve the company's objectives.
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.
More formally, it can be described as SIS does -
A process is a “group of activities that interact or influence each other, and that use the basis (input) to bring about an intended result (output, outcome).”
We usually say that processes are what transform your customers' needs and desires into a satisfied customer.
Organizations that understand and manage their processes as a complete system can become more efficient and achieve their goals in a better way.
The process map is a tool that is often used to visualize and analyze the processes of an organization.
Sometimes it is simply said that it is a diagram that identifies and explains the different elements that make up a process and how they are interconnected. Often common to find in the form of a PowerPoint or a Visio diagram.
The process of creating a process map is called process mapping. But why do we do it?
Often it is because we are chasing efficiency or because we have someone demanding that we do it.
Process targeting, as required by ISO 9001, is a way to manage and improve processes systematically to achieve results that are in line with the organization's quality policy and strategic orientation.
That means using the PDCA cycle and risk-based thinking to identify opportunities and prevent undesirable outcomes. It also provides benefits such as understanding and meeting requirements, creating added value, achieving efficient processes and improving them based on data and information.
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 for onboarding or when making major organizational changes.
To effectively conduct a process mapping within ISO 9001, it is important to focus on:
It doesn't have to be as complicated as one might first think, but it does require experience to know what is to be effective and what is to waste time or put sticks in the wheel for oneself.
To get the impact of your process maps, it's important that your company plans improvement activities to improve processes and ensure they support your organization's goals. At the same time, it is also important that you monitor the performance of the processes and that the company follows up and revises the process map when necessary.
Our experience tells us that companies often go into too much detail when carrying out their process mapping for ISO 9001 certification.
It is important that you identify the steps that are relevant to meet the requirements, but at the same time make sure that you do not add unnecessary information that does not support the company's objectives or is at too low a level.
Routines and checklists are a great way to properly document the routine part of the process.
It is also what you choose to show that you will be revised on, so less is more.
The process mapping is often carried out with tools that create flowcharts and swimlane diagrams to visualize the processes and clarify its steps.
The choice of tools can sometimes become a headache because we have to plug IT in - but here's our advice: think simplicity.
Find a system that makes it easy to create, maintain, work with and, above all, communicate the process maps, such as AmpliFlow's proprietary tools.
Med modern process maps For example, we can link deviations and risks directly to the process map - and thus make it a living tool.
Process mapping within ISO 9001 is a great way to ensure that a company's quality management system is effective and that it supports the organization's objectives, but don't forget to think about the big picture and simplicity.
Finally, with the help of process mapping, you can help yourself improve processes and reduce your company's risks.
