Process Mapping for Beginners

1. MS VISIO OVERVIEW:
GUIDE TO PROCESS MAPPING

2. KEY TOPICS
• Process mapping concepts
• Swimlane map
• Example – making a cuppa
• Best practices
• MS Visio demo
• Supporting material

3. CONCEPTS

4. WHAT IS PROCESS
MAPPING?
• Technique used to visually map
out processes and workflows
• This includes outlining and
mapping the inputs, actions, and
outputs in a clear step-by step
map of the process

5. IMPORTANCE OF PROCESS MAPS
IDENTIFICATION OF
INEFFICIENCIES/PAIN-
POINTS TO HIGHLIGHT
AREAS OF
IMPROVEMENTS
PLANNING FOR
CONTINGENCIES (LINK
TO CUSTOMER
PERSONAS)
USED AS A
COMMUNICATION
TOOL
DELEGATION OF
RESPONSIBILITIES
PROVIDES
DOCUMENTATION OF
PROCESS
CAN BE USED AS A
TRAINING TOOL
GAP ANALYSIS
(BETWEEN AS-IS AND
TO-BE PROCESSES)
CAN BE USED TO
HIGHLIGHT KEY AREAS
OF IMPROVEMENT

6. DIFFERENT TYPES OF PROCESS MAPS
• Flow chart
• High level process map
• Details process map
• Swimlane process map
• SIPOC diagram
• Value stream map

7. 6 SIGMA (LEVELS 1-4)
• Level 1 – Organisation level i.e. PwC
Taxonomy
• Level 2 – High level process i.e. Hire To
Retire
• Level 3 – Mid level process i.e. Job
Evaluation
• Level 4 – Task level (sub process)
Remember.. You either go up or down a level, based on a case by case basis.

8. SWIMLANE MAP

9. SWIMLANE PROCESS MAPS
Swimlane process map/cross functional map captures the key stakeholders/Systems
(Actors) in a process, and list the activities carried by each of these ‘Actors’
Ideal for identifying inefficiencies in a process i.e., delays, redundancies, potential
process failure
We can use the swim lane process maps to map out the As-Is and To-Be processes,
which will then help as complete the GAP analysis

10. KEY SYMBOLS
These are the basic symbols that you will require when mapping a process in a Swimlane map.
Start
Process step
Notification
Timeframe
System
End
Document
Decision
Flow
Smimlane
6. Receives ServiceNow
form (with role profile
attached)
How will resourcing
receive the SN form? Is
this assigned to
Resourcing via HR
Service Desk?
System
Notif
Subprocess

11. EXAMPLE – MAKING A CUPPA

12. CUPPA TEA AS-IS MAP L3 V0.1
Process: Making a cup of tea
Scenario: Dad is making a cup of tea with his daughter

13. BEST PRACTICES

14. GENERAL BEST PRACTICES
Clear identification of the process actors and key activities
undertaken
Subject Matter Experts and Process owners to be involved in the
development and continuous improvement of the maps
Maps to adhering to the Unified Modelling Language (UML) for
consistency

15. SUPPORTING MATERIAL

16. What is Process Mapping?
https://sixsigmastudyguide.com/process-mapping/
Guide to understanding Swimlane Diagrams
https://www.mindmanager.com/en/features/swim-lane-diagram/
What is a Swimlane on a Process Map?
https://www.processmaker.com/blog/what-is-a-swimlane-on-a-process-map/