How to do a Brown Paper Process Mapping

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This presentation from the Bizface UK business forum covers the method for developing a Brown Paper process flow diagram - this is used in a group setting to layout the key elements in a business process. It visualises the process and enables quick identification of improvement areas you can see more and download at the forum site www.bizface.co.uk

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How to do a Brown Paper Process Mapping

  1. 1. Brown Paper Workshop Guide and Format CrossLight Management Slide: 1 www.bizface.co.uk
  2. 2. Topics to cover  What is it?  Why use it and how is it different from other process flows?  How to build a Brown Paper Process Flow  Summary Tip Present this at the start of a Brown-Paper workshop CrossLight Management Slide: 2 www.bizface.co.uk
  3. 3. What is a Brown Paper?  Definition – A pictorial representation of a process, detailing actual steps taken, and highlighting all applicable interfaces, decision points, and information sources CrossLight Management Slide: 3 www.bizface.co.uk
  4. 4. A Brown Paper is a Visual Snapshot of a Process  Purpose – To provide a visual snapshot of an entire operating process that highlights:  all applicable operating interfaces (systems, departments, etc.)  documentation, record-keeping, logs and reports  data sources  customers (internal and external)  resources  workflow efficiencies and inefficiencies  the critical activities according to those involved  opportunities for improvement … while focusing on indicators such as time, manpower, quality and quantity. CrossLight Management Slide: 4 www.bizface.co.uk
  5. 5. Process flow modeling and Brown Papers show the Big Picture?  Shows the “big picture” - the “forest and the trees”  Describes the process as it works today  Promotes common understanding - increased cross- department learning and fewer knowledge gaps  Integrates input/feedback to build validity and develop ownership of issues  Identifies strengths and opportunities CrossLight Management Slide: 5 www.bizface.co.uk
  6. 6. What does a Brown Papers give you?  Captures the complexity and disconnects of key operational issues  Ties to specific measurable elements of timing, volume, resource requirements  Provides a presentation/story telling tool  Is high touch, low-tech  Is a platform from which we can develop the most logical ‘To Be’ CrossLight Management Slide: 6 www.bizface.co.uk
  7. 7. A Brown Paper adds to conventional process flow charts  Documents a business process from end-to-end  Aims to be self-explanatory  Uses illustrations/icons  Includes “live” documents  Captures important data, such as: – Volume – Cycle time – Quality (i.e., yield) – Quantity  Facilitates high client involvement and ownership CrossLight Management Slide: 7 www.bizface.co.uk
  8. 8. There are six steps to developing a Brown Paper 1. Identify processes (beginning and end of each) 2. Recruit builders and owners of the process 3. Construct the Brown Paper 4. Validate and obtain comments from those involved in the process 5. Stand back and look at the forest, study the trees, and determine what works and where there are opportunities for improvement 6. Team presents to management (not consultant!) CrossLight Management Slide: 8 www.bizface.co.uk
  9. 9. Getting ready to Construct a Brown Paper  Before you start creating a Process Flow: You Must: – Secure a conference room or working area that lets you roll-out or hang paper from a wall – Ensure key content experts can participate – Schedule working sessions for 2-4 hour time frame – Obtain supplies (yellow, orange, and blue post-its, scissors, Prit Stick, masking tape, brown paper, pencils, markers, ruler, etc.) … see next slide CrossLight Management Slide: 9 www.bizface.co.uk
  10. 10. Shopping List for Brown Paper  Room Requirements – Big table – Large continuous wall space – ‘Blutackable’ or ‘tape-able’ wall  Supplies: – Brown ‘Butchers’ Paper (or A0 sheets stuck together) – White Board Markers – Scotch tape, masking-tape, PritStick, or ‘holding spray’ – Scissors – Post-it® Pads (3x3): Various colors and shapes (lots of) – Thumb tacks – Live documents – Blank pieces of paper CrossLight Management Slide: 10 www.bizface.co.uk
  11. 11. In the Brown Paper Workshop  Determine the start and stop points of the process to be flowed out; only flow out one process at a time  Prepare a rough draft on a flipchart based on preliminary discussion and team’s knowledge. Integrate with all content experts.  Get “creators” to do the work while Core Team members “facilitate”  Capture how system really works, not just how it is supposed to work CrossLight Management Slide: 11 www.bizface.co.uk
  12. 12. Evaluate the Brown Paper Creation Process  Continue probing, “what else?”, “what’s next?”, “how often?”  Keep the workshop moving; avoid too much deliberation (80/20 rule)  Always ask: who else should see this, or who else is involved in the process?  Integrate “presenting back” what is on paper – This helps clarify the process and facilitates knowledge transfer CrossLight Management Slide: 12 www.bizface.co.uk
  13. 13. Constructing Brown Paper process flows (cont.)  Include a title of the process in the upper left-hand corner  List the creators/reviewers in the lower left-hand corner  Use live documents: – Screen dumps with data fields – Memos – Reports (real ones)  Use glue stick to attach all items to paper; they may need to be moved later  Use creative icons/graphics or pictures  State the facts; do not allow value judgment CrossLight Management Slide: 13 www.bizface.co.uk
  14. 14. Brown Paper Stickies – Describes task performed Task – Starts with an action verb (five words or less) – describes link to another process (out of scope, Link to separate process flow) another process – Describes a decision stated as a yes or no answer Decision – Shows actual documents used in the process (computer screen printout, report, shipping docket) – Indicates where on flow major opportunities exist CrossLight Management Slide: 14 www.bizface.co.uk
  15. 15. Helpful tips for Brown Paper construction  Upon completion of a draft process flow: – Post in an open place so more people can see paper and participate – Walk several people through the brown paper and add their post-it note comments – Summarise findings, strengths, and opportunities in PowerPoint and post slides at end of brown paper – Pre-present, pre-present, pre-present – Validate, validate, validate – Reference opportunities with alpha/numeric code and generate opportunity book (Results Delivery, Optional) CrossLight Management Slide: 15 www.bizface.co.uk
  16. 16. Remember the Elements of a Good Process Work Flow!  Involves client  Captures process: formal, informal, emotional  Highlights opportunities for improvement  Documents gaps and areas of conflict  Details all critical activities  Flows in a simple/self explanatory manner  Shows “live” documentation  Captures all perspectives  Identifies important data elements/systems  Communicates CrossLight Management Slide: 16 www.bizface.co.uk

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