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How To Create and Use Business Process Mapping to Increase Efficiency

Businesses that aim for operational excellence ensure that their processes are optimized for productivity and cost savings.

To achieve that, you need to eliminate redundant and repetitive steps, and business process mapping can help you with that. In addition, it gives you and your team members a comprehensive understanding of the functions and processes in the workplace that can be improved.

This visual representation helps your staff understand the what, who, why, and how of the process, making it easy for them to follow through with tasks assigned to them.

What Is The Use Of Business Process Mapping?

Business Process Mapping aims to establish a detailed understanding of the people, workflow, controls, inputs, and outputs involved in business processes. It helps you document your current processes and form a base to model a new approach to work.

You can find various software for Business Process Mapping. These diagram makers help automate the task management processes and can simplify the most complex tasks.

This enables more efficiency in the functions and improves the results of the process. Additionally, the individuals involved in the process can bring optimal innovation in their products and services, which helps them approach their long-term goals.

Many organizations in the business world commonly use Business Process Mapping to bring efficiency to their processes, standardize procedures, and gain an advantage. So, if you’re not using this tool yet, it’s never too late to start mapping.

Importance Of Business Process Mapping

Business Process Mapping provides a roadmap for the implementation of viable processes and functions to its participants. Moreover, it defines the expected outcome, which includes something concrete for the participants to build from.

Here are a few more reasons why business process mapping is essential:

Brings Clarity And Transparency

Visualization always helps individuals to process information better. Hence, a flow diagram can bring clarity and transparency that will level up their process performance. The transparency gives users the required level of manual monitoring. It also helps them to identify areas of improvement.

With the eyes on the big picture, the participants can take all types of potential scenarios into account. Moreover, transparency allows everyone to be on the same page.

Improves Productivity

Workflow diagrams are also a great way to improve the productivity of the participants involved. This is because they have the whole process in front of them to manage it better. They can also timely adjust them for optimal results using the diagram as a reference.

With thorough research and understanding, these diagrams help you make improvements in the process. This enables you to reduce errors and prevents failure of operations down the road.

Ensures Compliance And Security

Many individuals use workflow diagrams for documentation and data records. It gives you a detailed mapping of each task in the workflow that ensures compliance and data security.

Creating Business Process Diagrams

Before you start drawing your process diagram, you need to identify the tasks involved in the process. Next, you should be aware of their sequence and relation. After this, you must determine system tasks and the ones that require human intervention in these tasks. Then, you can automate the system tasks, which will reduce human efforts to perform a task.

The system tasks include data collection, issuing emails, etc. You can set a sequence and determine their relationship with one another once these tasks are finalized.

Here are the details of creating the Process Mapping diagram:

Define Primary Tasks

In this step, you need to determine the inputs and outputs of the process. These will include the information, resources, and any other element that you use as input. On the other hand, the outcomes will be the products of the process like permits, decisions, and information.

Sequence The Task Execution

Once you’ve defined the primary tasks, set the order in which these tasks will be executed. Then eliminate any steps that are redundant or repetitive.

Use Correct Symbol For Every Activity

In flow diagrams, symbols represent inputs, outputs, decisions, start, and endpoints of the workflow. Therefore, using the correct symbols will help your members get a clear understanding of the process.

Determine The Inter-Relation Between Tasks

You have all the tasks sorted, but you also need to show the connection between these tasks. Use lines, arrows, or dotted lines to link two tasks.

Indicate The Start And End Of The Process

It is important to indicate where the process starts and ends. No matter how obvious this step might seem, many people tend to forget it.

Review The Business Diagram

To ensure that everything’s on point, review the process flow diagram. Any error in the process flow diagram can jeopardize its successful operation.


Business process diagrams are a great tool to enable effective automation of your work processes. They help optimize business operations while also significantly reducing the risk of error. In addition, you can use software for Business Process Mapping that best suits your workflow.

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