It is much easier if you are able to visualise what you’re trying to understand, manage or improve. A process map is a diagram that provides a visual representation of the process flow, or a sequence of activities or steps that take place in a process from start to finish.
There are different types of process maps.
- At the highest level is the high-level process map. This provides a view of the process at 10,000 feet high. A high-level process map displays the main activities of major steps in the process. Usually showing a whole process in 10 or fewer major steps.
- If any of these major process steps need more granularity to be better understood, utilize process decomposition. This is when you drill down or decompose those specific steps into more detail using detailed process maps. A detailed process map provides sufficient granularity to enable the project team to understand what is going on, not going on, and display where the decisions, re-work loops, delays, bottlenecks, and walkarounds occur.
- If multiple groups are involved in a process, then a swim-lane process map will be useful to map across the functional process. Think of a swimlane process map as a detailed process map that has been allocated in the respective lanes where the activities are performed. A lane for each group function or department involved in the cross-functional process. A swimlane process map is also called a deployment map because it shows where the work is deployed. You may ask, so what, why bother with a swimlane process map? A swimlane map shows which group or department is performing each process step. And where the handoffs are. Handoffs are the weak links in a process. Where things can fall through the cracks due to miscommunication between departments resulting in delays, mistakes and defects. Being able to see these opportunities for failure is very useful. So if you have a cross-functional process, map it using a swimlane process map.
- Another type of process map that has gained popularity with lean and operational excellence is the value stream map. A value stream map is a diagram that shows the major steps involved in getting a product or service from supplier to customer. It shows the material and information flows from order to delivery. It is basically a high-level process map with additional information, such as customer data, processing data, and information flows pertinent to the value stream. At a glance, we can see the end-to-end process. From order to delivery. Or from check-in to check-out. It shows the flow of information and material including process steps, processing time, cycle time and the number of servers. We can see the backlog or work in process, in front of each process step. The timeline at the bottom of the map shows the lead time and actual processing times.
The value stream map provides a snapshot of the entire value stream and its performance. To summarize, the different types of process maps discussed are: high-level process map, detailed process map, swimlane process map or deployment map, and value stream map. Using these process maps, you can create a picture of the process that is really worth a thousand words.