Process Maps: Definition and Examples

How to draw a Simple Process Map

Benefits of using a process map

Using a process map offers the following benefits:

It boosts efficiency

The development of a process map increases overall efficiency by giving a clear picture of the project’s cost, time, and quality. Employees can plan the project tasks accordingly by seeing how long it might take to complete.

It encourages organization

Team members can use organizational skills while making decisions and resolving issues for their business by using process mapping. They can arrange the tasks according to various priorities and areas of focus in the process map. The map also specifies what to do when there are multiple possible outcomes, such as when a job candidate for recruitment accepts or declines a job offer from human resources. By providing clear instruction, process maps reduce confusion.

It identifies potential delays

Process maps provide a broad overview of the project’s steps and can help employees identify potential bottlenecks. Team members can identify areas of the project that need more direction by examining the process map, such as the product development phase that would benefit from a quality control stage. They can make adjustments to their plans based on this information to ensure the project’s success.

It allows for brainstorming

Team members can brainstorm different concepts to include on the process map as they create it. This may foster a creative work environment and encourage teamwork. Employees may also be more motivated to complete any process tasks their team lead assigns them if they contribute to the process map’s creation.

It saves time

Process maps reduce waiting time by removing the need for direction because they outline each team member’s responsibilities and the tasks that they must complete. This can create a more efficient system that promotes accountability. Team members may be more motivated to complete their assigned tasks on time because they can see all tasks and assignments.

It generates autonomy

Process maps assign a specific role to each employee. This can help generate autonomy or independence for team members. An employee can consult the map to determine their own next move if they have any questions about their role.

What is a process map?

A process map is a diagram that displays the steps or tasks of a project. The steps necessary to complete a task and each employee’s role could be included. Drawing a shape, usually a circle or square, and connecting it to other shapes with arrows or dotted lines is the first step in creating a process map. Process maps are a tool that businesses can use to design and plan new projects, document processes, promote autonomy, share ideas, and evaluate work efficiency. Many computer programs have tools to create process maps.

Process map template

Despite the fact that they can vary depending on the project type, process maps generally all have a similar structure. Here is a general template for creating process maps:

[Identify a problem or create a goal]

[Decide how to resolve that problem or reach the goal]

[Include an actionable task]

[Include an actionable task]

[Include an actionable task]

[Evaluate project progress]

[Make necessary changes]

[Document completion of the project]

6 process map examples

Here are some examples of different types of process maps:

1. Process improvement map

With the aid of a process improvement map, you can alter a project to enhance its quality, cost, or time management. It entails picking an ongoing project, identifying a problem, and outlining the steps required to fix that problem. Here is an example of a process improvement map:

Determine whether more team members are required if the project is behind schedule.

Make a formal request to add new team members if you decide the project requires them.

Submit a request to the team lead via email

Hire new team members

Communicate with staff about changes

Familiarize new team members with the project

Reevaluate project deadlines

Document how changes helped project deadlines

2. Service desk process map

Service desk process maps aid in the resolution of issues with IT software. Making service desk process maps enables IT professionals to address service requests quickly and to identify and correct technical issues. Here is an example of a service desk process map:

Analyze employee service request

Review previous software malfunctions related to this incident

Asked about the type of error they are experiencing, the employee

Run diagnostic tests on software

Evaluate test results

Perform repairs based on diagnostic testing

Document service request

Check software two weeks after service request to ensure efficiency

3. Recruitment and selection process map

Hiring managers can benefit from using a recruitment and selection process map when hiring new staff. It entails outlining a company’s hiring procedure from start to finish so that businesses can have a planned strategy to go along with their recruitment policy. Here is an illustration of a map of the recruitment and selection process:

Company plans to hire new employees

Create requirements for new employees

Post job advertisements on social media and company website

Offer a monetary incentive for employee referral

Analyze job applications

Select candidates for interviews

Conduct virtual interviews

Select candidates for the final interview

Decide if suitable or unsuitable for the job

If suitable, give a formal job offer

If unsuitable, send a thank you email

4. Sales process map

By analyzing sales processes, businesses can increase their overall sales. The road map may show how to interact with customers, increase sales turnover, or increase productivity. An illustration of a sales process map that emphasizes increasing sales is given below:

Sales team has a goal of improving sales by 25%

Purchase social media advertisements

Have employees cold-call customers in the local area

Have employees hand out flyers

After week one, record the change in sales numbers

Continue advertising on social media

Adapt cold-call and flyer outreach in light of week one results.

Document sales improvement

5. Customer service process map

To better meet the needs of customers, a customer service process map entails developing activities, tasks, and projects. This map can be used by businesses to enhance their customer service abilities. Here is an example of a customer service process map:

A client claims a cashier overcharged them for their food order.

Refund the customer

Communicate with employees on cash register issues

Provide extra cash register training to employees

Track the number of customer complaints regarding cash register issues

Monitor employees progress on cash register

Document progress

Offer more cash register training every three months

6. Payment receipt process map

A payment receipt process map shows the entire payment process. This map is usually shorter because its only objective is to record receipt processes. It can assist staff members who process payments for clients or it can assist clients in comprehending the payment process. Here is an example of a payment receipt process map:

A customer makes a payment using a check

Employee enters check information into the system

Employee scans check using cash register scanner

Customer receives a copy of their receipt

Employee puts check into the bottom tray of cash register

When the store closes, the manager collects the check to deposit it at the bank.

Frequently asked questions

Here are several common questions related to process maps:

When would you use a process map?

Any time your team has a project that needs organizing, planning, or changing, you can use a process map. While some professionals only use process maps to develop changes to projects, others create process maps before a project even starts so they can map out the project from beginning to end.

What is the best approach to process mapping?

The best way to approach process mapping is to start by coming up with a list of the requirements and objectives for your project. This could entail creating one or more process maps before deciding on the best outcome. After a brainstorming session is over, you’ll probably have a better idea of the ideas and tasks to include on your process map.

What professions use process mapping?

Process mapping can be used by any project manager to better organize their work. Here are some common professions that use process mapping:

Do you need specialized software to create process maps?


How do you create a process map?

A process map is a visual representation of how one specific repetitive work activity is carried out and who is responsible for it. You can create process maps for a variety of tasks, such as placing an order for new inventory, responding to a customer complaint, sending a reminder about late payments, or appointing a new department head.

What are the five basic steps for creating a process map?

How to create a process map
  1. Step 1: Identify a problem or process to map. …
  2. Step 2: List the activities involved. …
  3. Step 3: Write out the sequence of steps. …
  4. Step 4: Draw a flowchart using process mapping symbols. …
  5. Step 5: Finalize and share the process map. …
  6. Step 6: Analyze the map to find areas of improvement.

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