Workflow Mapping: Process & 3 Expert Best Practices

Key Takeaways

Order from Chaos: Workflow mapping turns complex projects into manageable steps, allows you to visualize tasks from start to finish, and provides clear pathways for each part of a project.

Smooth Sailing: Workflow mapping helps you streamline the project process, improve communication, and uncover inefficiencies so you can keep project execution on track.

The Toolbox Essentials: It's best to use workflow management, process workflow, or diagram software to implement workflow mapping and save time by automating manual tasks.

Workflow mapping helps you identify multiple pathways for your project, the risks associated with each, and the people or systems responsible for them. Projects can be unwieldy, but a proper workflow brings order to chaos and lets you visualize each step and task from start to completion.

I'll cover workflow mapping, its benefits, various types and tools, and how it can streamline processes, improve communication, and identify organizational inefficiencies.

Most of the time, you’ll be using workflow management software, process workflow software, or workflow diagram software to manage this process.

What Is Workflow Process Mapping?

Workflow process mapping visually represents how individuals move through their work within an organization—it’s sometimes called business process mapping. 

It's like crafting a blueprint that illustrates how each task in the workflow links to the next. It's about making sure everyone adapts and understands their role in keeping operations efficient and customers satisfied.

By mapping out workflows, you can gain a bird's-eye view of how different parts of your organization fit together, identify areas for workflow optimization, and make sure everything runs seamlessly, even when issues that are out of your control arise.

Simple Workflow Example

Here is a simple workflow example for employee expense submission and reimbursement.

1. Expense submission: An employee fills out an expense report form detailing expenses incurred during business activities.
2. Review and approval: The employee's manager reviews the expense to ensure compliance with policies and budgets. If everything checks out, they approve the expense for reimbursement.
3. Accounting verification: The approved expenses are forwarded to the accounting department. Accountants verify their accuracy and make sure they align with budget allocations.
4. Payment processing: Once verified, the accounting department processes the reimbursement payment to the employee.
5. Bookkeeping: A record of the reimbursement transaction is maintained for auditing and reporting purposes.

Advantages of Workflow Mapping

Let's explore the advantages that come with workflow mapping:

1. Establishes best practices: By clearly defining what works best for your business and assigning responsibilities, workflow mapping makes sure that customers and employees receive a consistent and reliable experience.
2. Supports operational excellence: Workflow mapping allows organizations to identify inefficiencies and streamline workflows, which improves team member productivity.
3. Facilitates business digitization: You'll be able to pinpoint areas where manual tasks can be automated, increasing workflow efficiency and cost savings. It provides a roadmap for digitizing your workflows and highlight opportunities for innovation and technological workflow integration.
4. Simplifies onboarding: Well-documented processes streamline onboarding for new employees or clients. They'll be able to quickly grasp their roles and responsibilities and contribute to the team or project right away.
5. Enables continuous improvement: By using visual workflows, you can identify areas for improvement and make iterative changes over time. This fosters a culture of continuous process improvement, driving innovation and growth within your organization.

Types of Workflow Maps

There are many types of workflow diagrams. From basic flowcharts to swimlane diagrams and even project management Gantt charts, each provides a unique way to visualize your business processes. Here are a few process mapping examples.

A mind map is a great starting point for brainstorming, especially when it comes to creative workflows. It allows you to categorize tasks by business area or group and is also referred to as a creative or non-linear map.

Flowcharts are the most commonly used mapping technique. These show the separate steps of a project management workflow process in sequential order, using defined process mapping symbols (as in the chart below).

Swimlane diagrams divide the flowchart into "swimlanes," each representing a different department, role, or entity involved in the process.

This diagram is used to clarify individual responsibilities and facilitate effective handover of responsibilities.

Value stream mapping concentrates on pinpointing and eliminating inefficiencies so you can improve productivity and deliver greater customer value. They typically include additional information such as cycle time, lead time, and process metrics.

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Workflow Mapping Process

Here's how to create your business processes and workflows.

1. Identify What to Map and Stakeholders Involved

Clearly define the scope of the workflow map by identifying the new process, current process, or system flow you want to map out. Understand the process's boundaries and the specific objectives you want to achieve with the mapping exercise.

Identify the key stakeholders involved in the process, including those who perform the steps, provide inputs, or receive outputs. Engage these stakeholders to gather feedback and incorporate insights into the process.

2. Choose the Type of Workflow Map

How do you choose the correct workflow map type? Consider the following:

• Assess the complexity of your process. Is it straightforward or multifaceted? 
• Determine the level of detail necessary to capture each step/task accurately.
• Identify the intended audience for your workflow map—are they team members, stakeholders, or external parties? You can tailor the process map to suit their comprehension level, which is crucial for effective communication.
• Clarify the specific objectives of your workflow mapping endeavor. Are you aiming to streamline processes, improve collaboration, or identify bottlenecks?

Tip

I’d advise adopting an iterative approach to designing a workflow map. Start with an essential representation, then gradually incorporate additional intricacies or nuances. This approach ensures that the final workflow map accurately reflects the process and serves its intended purpose.

 

For example, start with a high-level overview of the process and then add more detail with each iteration, ensuring the map remains accurate and useful.

3. List Steps, Sub-Steps, Inputs, & Outputs

Use your chosen software tools for this step to reduce manual work. Tools make adjusting and moving items around to map out relationships and responsibilities much easier.

1. List the high-level steps: These are the major activities or milestones that must be completed to achieve the desired outcome. For example, Discovery, Process Drafting, Review & Feedback, Documentation, and Training and Rollout
2. Break down steps into sub-steps: Break each step into smaller, more detailed sub-steps. Continue breaking down the process until you reach a level of detail that is manageable and actionable. For example:
   1. Discovery
      1. Interviews
      2. Stakeholder identification
      3. Document review
      4. Market trend analysis
      5. etc.
   2. Process Drafting
      1. Select tool
      2. Select process flowchart type
      3. Map out the initial process
      4. Highlight gaps, risks, and missing roles
      5. etc.
   3. Review & Feedback
      1. Send to stakeholders for review
      2. Document feedback
      3. Input updates into the initial process map
      4. etc.
3. Identify and document inputs and outputs: Identify the inputs required to perform the task and the outputs produced for each step and sub-step. 
   • Inputs are the resources, information, or materials needed to complete the step.
   • Outputs are the outcomes or deliverables generated by the step. 
   • Document the inputs and outputs associated with each step and sub-step. Be specific about the nature of the inputs and outputs and how they are used or produced within the process.
   • For example: your inputs for interviews would be interview questions, and the schedule and availability of stakeholders. The outputs would be insights gathered from stakeholders.

4. Put Everything In Sequence and Create the Map

Arrange the steps and sub-steps in sequential order in your chosen process mapping tool, following the chronological flow of the process. Use arrows or connectors to indicate the flow of the process from one step to the next.

1. Map relationships & assign owners: Map out the relationships between steps, sub-steps, inputs, and outputs and who owns them. Use connectors or arrows to indicate the flow of information or materials between different process elements to map dependencies within the workflow.
2. Consider parallel activities: Multiple steps or tasks may be performed in parallel. Identify these activities within the process and represent them accordingly on the workflow map. Use branching paths or parallel lines to indicate parallel activities.

3. Include decision points: Identify decision points where different paths or outcomes are possible. Represent these decision points on the workflow map and indicate the criteria or conditions determining the route taken.
4. Map inputs and outputs: Collaborate with process owners, participants, and customers in a brainstorming session. This will allow you to capture and organize of their ideas. Use the SIPOC (Suppliers, Inputs, Processes, Outputs, and Customers) framework to pinpoint primary inputs and outputs associated with each step. Document these inputs and outputs on the workflow process map to provide context and clarity.

5. Get Feedback & Iterate

Review and validate the map's accuracy and completeness, and make the necessary changes to improve clarity and efficiency.

1. Review and validate: Scrutinize the workflow map to ensure correct sequencing and logical flow of steps. Validate it with stakeholders or subject matter experts to verify accuracy and completeness.
2. Iterate and improve: Continuously review and update the map, integrate feedback, and make revisions.

Tools For Workflow Mapping

There are a variety of intuitive workflow software platforms that allow you to visualize each step in the workflow, create detailed flows that improve productivity, and improve overall efficiency.

Some elements you should consider when choosing a workflow diagram software:

1. Integration with other systems
2. Customization and flexibility
3. Data analysis and visualization capabilities
4. Scalability and performance

You can often find tools specific to your industry, like construction workflow software.

Free Tool Options

These tools usually have a free basic tier if you are just starting and can’t justify the cost of a full-plan platform.

1. Miro is a versatile online whiteboarding platform that supports the creation of workflow diagrams, among other types of diagrams. It offers collaboration features such as real-time editing, commenting, and video conferencing integration that can be used when working with cross-functional teams.
2. Lucidchart is a flexible diagramming tool that lets users to generate workflow maps. It provides an extensive selection of shapes, templates, and collaborative functionalities, and it integrates with Microsoft Office and Google Workspace.
3. Google Drawings is a free web-based tool in the Google Workspace suite. While it may offer fewer features than dedicated diagramming tools, it can still create basic workflows using shapes, lines, and text.
4. Cacoo offers a free plan with limited features that allow users to create up to 6 diagrams. It provides a user-friendly interface, various shapes and process map templates, and collaboration tools for team projects.
5. Diagrams.net (formerly draw.io) is a free, open-source diagramming tool with a user-friendly interface and a wide range of capabilities, including workflow mapping. It can be used online or offline, supporting integration with various cloud storage platforms.

Expert Tip

If you’re a small team, you should be able to utilize one of your other department tools, which you already pay for, or you can choose a free mapping online tool. Many have templates and essential functions for creating maps or have a free tier plan that could be sufficient for the needs of a smaller business.

Open-source workflow software is often another cost-effective option that offers powerful functionality and customization for your unique needs.

Paid Tool Options

1. FigJam, a collaborative whiteboarding tool offered by Figma, is primarily geared toward brainstorming, ideation, and collaborative design sessions. Users can access freeform drawing tools, sticky notes, shapes, and connectors, enabling flexible and intuitive sketching of workflow diagrams.
2. Microsoft Visio Online is the web-based iteration of the renowned diagramming software Visio. It offers robust features tailored for creating workflow diagrams, including drag-and-drop shapes, customizable templates, and seamless integration with other Microsoft tools such as SharePoint and Teams, but limited integrations with tools or apps beyond the Microsoft Suite.

AI-Powered Tool Options

AI isn't going away, so why not embrace it and use it to make your workflow mapping easier and allow technology to do the analysis work for you?  

Important note about AI features within tools

After researching and playing around with various workflow tools with AI features, I realized they have limitations across most tools. The AI features still need to be fully baked and improved to be solely relied on, especially if you are using a tool where AI is a minor component of their more extensive offerings.

1. Flowster simplifies business process management with AI. It uses innovative technology to find problems and improve your workflows. AI checks your workflows and creates maps for you, saving time and manual effort.
2. Decisions—Workflow Manager lets you integrate AI into your org's workflow. This results in automation of operations and increased efficiency. With the platform's rules engine feature, you can codify your business logic and automate decisions. The process mining feature also helps users identify and fix issues to optimize their business operations further.

Mistakes To Avoid

Avoid these common mistakes when creating workflow or business process maps.

1. Overcomplicating it. Overly complex maps can confuse rather than clarify processes.
2. Being vague or general. Provide specific steps and actions within each process.
3. Not engaging with relevant stakeholders. Make sure all relevant parties provide input so you can capture the process accurately.
4. Disregarding feedback can result in overlooking chances for optimization.
5. Not updating the workflow map regularly to reflect changes and keep it relevant. Otherwise, users will be following an out-of-date process, which may lead to a less consistent experience for stakeholders or customers.
6. Not prioritizing what to map first. Prioritize mapping the most essential processes first to make sure resources are allocated effectively.
7. Lack of consistency. To improve readability and understanding, maintain consistency in symbols, terminology, and formatting throughout the map.

Expert Tips

Here are some tips I've stumbled upon in my years of building workflow process maps.

1. Get Fresh Eyes on Your Workflow

As a manager, I assign a business process to a new hire and have them map it out. They meet with individuals and groups within the company, shadow other employees within the specific business process, and map it out based on their learning.  

This allows them to learn by asking questions and genuinely understanding the roles and tasks within the process. You also gain a new perspective on how the process is understood and works. If we are too embedded in the process, this can blind us from seeing gaps or efficiencies.

2. Map Multiple Scenarios

Try creating multiple versions of the workflow map based on different scenarios or use cases.

This will allow stakeholders to understand how the process may vary under different conditions and prepare them to handle various situations effectively. Still, ensuring their buy-in and adoption of the new or improved workflow is also essential.

3. Make it Visually Appealing

Incorporate visual elements such as icons, illustrations, and color coding to make the workflow map visually appealing and easy to understand. This improves clarity and increases engagement.

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