How to Create a Process Map

By Chad Arcand

What is a process map?

A process map is a visual tool that shows the sequence of distinct steps and decision points of a process. 

Basic process map shapes

A process map is usually created using standard basic shapes.  
  • Rectangle (process or action)
  • Diamond (Decision yes/no or some type of differentiated descriptor; example colors Red, Blue and Black)
  • Oval (Starting/End point)
  • Arrow (Connector)

WHAT TOOLS ARE NEEDED TO MAP A PROCESS?

There are many electronic tools to use for mapping a process.  Sometimes using software can be a distraction and takes away from gathering the information. I personally like mapping out on a whiteboard or using sticky notes on a wall. Then, when adding to process documentation, I will convert electronically. You want the team to focus on the task of mapping the process and be able to quickly make changes as they run thru it.

STEPS FOR CREATING A PROCESS FLOW CHART

  1. Identify a process or problem to map out
  2. Gather the team that is involved with the process. Everyone that is part of the process should be involved.  Therefore, they can give insight on how the process works in reality. It is also helpful to have someone not involved in the process to get another set of eyes on it. 
  3. Identify the start and stop point. (Oval Shape)
  4. Identify the process steps required. 
  5. Identify the sequence 
  6. Identify all decision points (Diamond) and map out how it branches out. (Steps 4 thru 6 may require you to move process steps around)
  7. Use arrows to connect process steps and decision points.
  8. Simulate and adjust: When the team feels the map is complete, run a couple of simulations. When you run a simulation, you may need to adjust step sequence, add steps or decision points. Simulate and adjust by running through a couple of examples. Try to get a variety of items that are being run through this process.  Therefore, there may be many additional branches that are added.
  9. Identify areas of improvement. 
  10. Document the finalized map and keep readily available {example Binder, Laminated at work area, share drive that is easy to find NOT on someone's personal computer or locked in a file cabinet}. Place a date and revision # on the map so you will be using the latest date.
  11. Communicate and train team members on the process using the process map.

PROCESS CHART EXAMPLE

Human Resources Process

PROBLEM: During a scale-up of a manufacturing facility, there was a lot of time wasted and people were getting aggrevated with the hiring process.  It was taking too long to post a job as information always seemed missing.  It reached a breaking point when each department started to point fingers at each other after missing a targetted date. 

STEPS TAKEN: The Business Unit Manager immediately asked all members of the process to join him in the conference room.  He asked that they develop a "CURRENT STATE" map of the process.

START: CREATE A NEW HIRE REQUISITION
END: JOB POSTED

They grabbed sticky notes and immediately began writing all the steps of the process. They then placed the sticky notes by the sequence of how they occur.  
There was a lot of discussion around clarifying the reasons for different steps. 
When they felt they had a good process map, they wanted to make sure they didn't miss anything. 
Therefore, they selected a few of the recent request. The request they chose were all different types of roles: Engineer, Supervisor and a production technician.  
They then ran each one through this process and see if there was anything missing.  They realized that there were some steps missing as a professional role and hourly role may need different information. 
FInally, they completed the process map. They identified some quick improvements in flow that can be made.  They then documented the final process. This process was now there new standard that they communicated and trained the tool on.