Process Mapping- An Outline
A process can be defined as a series of actions to achieve an end. It comprises all the inputs that are used to achieve a certain output. A process can be described in words or through process maps. Process mapping can be very helpful in analyzing a certain process. Created with the help of certain set symbols, these maps simplify the understanding of complex processes like business process.
There are numerous methodologies of preparing a process map. The earliest method, which is still in use, was developed by Frank Gilbreth in 1921. Simple and easy to comprehend, it is very precise and clearly differentiates between productive and non-productive work. Another method designed by Benjamin S. Graham is also very popular.
The preliminary steps of mapping a process always include the exact identification of the product or service for which the entire process is being undertaken. The next step would be to analyze all the inputs or the activities taken for the final outcome. It is also essential to set a boundary or limits for the map. It must be decided initially whether the map would illustrate the process at a micro level or at a larger, all inclusive, macro level.
To construct an ideal process map it is essential to identify those activities which do not add any value to the final product. Such activities are a waste and must be clearly pointed out in the process map. A clear illustration of such unproductive activities can help an organization in eliminating them from the process. This can prove beneficial in increase of efficiency and optimization of profits. It is also imperative to determine the level of detail in a process map. The degree of detailing the various sub processes must be ascertained to avoid confusion. While too much particularization might make the map incomprehensible, too little of it can miss out on important factors. Information flow is one factor which must be depicted. A perfect map highlights the key elements with the use of appropriate symbols. There are many software packages which have been designed to help construct an ideal process map. Some of them are from GrahamÂ's, Pro planner, Smart Draw, etc. While mapping, most of the organizations follow the criteria set by International Standard Organization (ISO). Others criteria like Â'Balridge Criteria for ExcellenceÂ'; DemingÂ's model of Total Quality Management, GoldrattÂ's Theory of Constraints, etc. are also widely followed. Process mapping greatly helps in clarifying the various value inputs which result in the final product or service. This helps in eliminating inefficiencies in the process. Clearly depicting the activities spread across different departments and their interrelationships, it helps in understanding responsibilities. A clear depiction of the various complicated processes assists in taking effective strategic decisions.
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