Process & Stream Maps

What is Process Mapping? 

Process mapping and flow charts are used interchangeably and refer to creating a diagram that illustrates process. The actual difference between these two is that process mapping refers to the actual process of creating a diagram and the diagram itself is called a flow chart.

Process maps are flow diagrams (often detailed) used to create a pictorial workflow with the goal of gaining a clearer understanding of how a process and its parallel processes work.

What is the purpose of process mapping?

The development of the process map is a team effort that will educate everyone on the reality of the process and most often how little of the total process is value added. Typically, there are obvious improvements that become evident during the mapping process.  Process mapping isn’t learnt, rather you process map to learn. Process mapping provides a reference for discussion on how things get done.

Process mapping helps to analyse and improve processes by:

• Making inefficiencies in workflow obvious
• Identifying areas of complexity 
• Generating ideas for improvement 
• Identifying best practice
• Encouraging team work and ownership of process

How can process maps be used?

• When considering possible need for process changes
• When revising or creating policies or procedures 
• Orientating new employees
• To describe in-service processes during external presentations

Common symbols are used to represent the different types of actions or steps in a process.

How do you create a process map? 

Materials required: large sheets of paper, whiteboard or wall, pens, post-it notes or cards. 

When creating a process map for the first time, the best way to get started is with a marker pen, different coloured post-it notes, and a giant sheet of paper or a white board or wall. Using post-it notes will allow you to move around the steps in the process. Each party involved in the process should have uniquely coloured post-it notes to visualise who owns which step in the process. 

• Assemble your team 
• Agree on which process you would like to process map
• Agree on the purpose of the process
• Agree on who should be involved in the process mapping – you may like to invite other agencies to participate or ask for their input or review of your drafts
• Agree on beginning and end points
• Agree on the level of detail to be displayed. Process mapping can be minimal or detailed - it is up to the team to decide.

Lay it out

Start your process map with the defined starting point using a post it labelled as an oval at the top corner.

Keep adding in the identified steps in your process to your chart. Each step should be connected to the one before it with a line. With each step, describe what it represents until you reach the end of the process. The arrows between the steps indicate the transfer of information or flow.

Check and adjust 

• Review your process and adjust any post-it notes that are in the wrong place. Make sure the whole group is in agreement.
• Once you have a completed process everyone is happy with, this can be transferred to one sheet or made into an electronic version using excel or word. 
• Ideally once you have completed this process, teams should next attempt to map out a better process based on the information identified.

Top-down process mapping

Top-down process maps illustrate a bird’s eye view, identifying the major steps of a process and detailing the sub-actions of each step along the way. The top down process map is designed with five or six major steps horizontally across the top, with departmental or role specific sub actions below. A lot of processes can be represented in four or five boxes illustrating the major steps or activities. Top down process mapping is a good idea as it forces consideration of what the most important steps in the process are.