Process Mapping 101 – Defining and Refining Your Process

Despite the growing importance being placed around Business Process Management, a recent study found that only 4% of organizations actually measure and manage their processes. Without a clearly defined and repeatable process, it’s impossible for a company to measure, manage, and improve their processes.

What’s the first step to effective business process management? It begins with drawing out a picture of the current state of your process, using a business process modeling (also called “process mapping”) tool.

What is process mapping?

“Process mapping is the act of creating a workflow diagram with the goal of gaining a clearer understanding of how a process and its parallel processes work.” (pipefy)

The best known process mapping program is Microsoft Visio, which allows users to build all kinds of diagrams and flowcharts. While this is a good preliminary tool for understanding the present state of your process, we recommend a more robust process mapping tool – one connected to an Enterprise Automation Platform that will let you automate and adjust your processes on the fly.

Why use process models?

Overview of your current processes

The starting point for process improvement is gaining an understanding of your current process state. Here’s an example of a process that has been built using DocuPhase’s drag-and-drop process modeling tool.

Ability to adjust and refine

Once your process is built and understood, you may see steps that can be taken out or redirected. Or you may realize that some of your resources need to be reallocated to heavier, more time-consuming tasks.

The perfect setup for workflow automation

The real benefit comes when you are able to automate steps of your process, eliminating them from your team’s workload completely. Tasks like data entry, document routing, and sending notifications can all be automated. Forget filing and keying in data in multiple systems. These steps are taken care of by the automation platform, freeing your team to focus on the tasks that require human intervention.

Repetitive tasks waste time

Did you know?

• 8 out of 10 companies still use unstructured manual tools (like email, spreadsheets, and even personal visits) to drive routine work processes
• 4 out of 5 managers say these processes cause significant delays
• 44% of managers say using email and spreadsheets reduces productivity
• It costs $1 to verify the accuracy of data at the time of entry, $10 to clean up data in a batch, and $100+ if no action is taken at all

The benefits of process mapping

Drag-and-drop process modeling

With a drag-and-drop process modeler, you can take the reins and map out each step of your process, no matter how complex it is.

Visualizing your process

Create a map of each step, so you can visualize how your process is currently being done, and strategist ways to improve it.

Adjusting to business needs

If you need to add steps or reassign team members, use your process map to make sure nothing falls through the cracks.

Increasing compliance

Set up tasks that check for the presence and completion of required documents, and notify you if anything is missing.

Easy auditability

The Enterprise Automation Platform will automatically create a virtual audit trail as documents move through the process.

Automating repetitive tasks

Is your process bogged down with manual data entry and other tasks that can be automated? Eliminate those tasks from your team’s workload.

Full visibility

Identify process bottlenecks, using advanced analytics dashboards.

Bring your process to life – beyond Visio

When you hit “implement,” your process will be brought to life and will begin moving through each of the steps you’ve designated, making your vision a reality.

Ready to define, refine, and automate your business processes? Great! Before diving in, be sure to check out our whitepaper, Overcoming the Top 7 Process Improvement Risks.