Most organizations communicate their processes as well as policies to employees via emails. This may include a data entry procedure or a purchase authorization process. Expecting employees to look through past emails may be a waste of time. Process clarity is among the most important things of an effective company design. Lack of process clarity causes personal idiosyncrasies as well political maneuvering. Poor process clarity causes a significant amount of product defects as well as service problems. Below are a few tips to consider for efficient process mapping.
Find employees that are familiar with all the process details. They need to be aware of the roadblocks, bottlenecks and vital contacts that help in execution of specific tasks. Ask your staff to join the process mapping team and contribute some ideas.
Identify the start as well as end of every process. This helps you ensure that the team sticks to the main agenda. Process mapping can be unmanageable if extra activities are involved in the process.
Identify the outputs, inputs and objectives of the process. This enables employees to understand the meaning and importance of the process. You need to ask about the results expected from the process to gauge your employees' process mapping knowledge. In addition, this allows the team to concentrate on removing additional activities that have no value in the job. Learn about process mapping at https://en.wikipedia.org/wiki/Business_process_mapping.
Each team member should be in a position to identify the customers and suppliers of the process. This step is essential for finding out who's important to the business. A procedure without a consumer isn't useful. Every employee needs to ask for feedback from clients with regard to the process. On the other hand, employees need to clarify the role of the suppliers.
For each process, you should have a Process Owner. Appoint someone to handle each and every step of the process. The Process Owner must have enough credibility and authority to make decisions. This is a good way of making sure processes are efficient.
Process mapping success depends on the visual representation of concepts. The process map should take up one at most. For sub-process that may take up more than a page, communicate with images. A process map that's more than a couple of pages confuses employees.
The most crucial role of any team leader is to write ideas shared by team members. Notes can be shared and carried easily during sessions of process mapping symbols. Ensure that the notes are concise, accurate and easily understandable.
The main aim of process mapping is to create a common understanding. Defining the processes spells out the role, activities and objectives of the organization. This is vitally important for great process mapping. Process mapping reveals many areas of improvement.