Business process diagrams visually depict processes to improve them. Format, scope, and level of detail must be established before creation. Diagrams can be created using various techniques and teams. Standardized notation systems can facilitate communication. Several drafts and revisions ensure completeness.
A business process diagram visually depicts business processes in a step-by-step manner, with the aim of improving them, and can be created by any organization for any process. Process diagrams vary in complexity and format; therefore, format, scope, and level of detail must be established before creation begins. Once the parameters are defined, the sequential steps of the process can be graphically documented and further analyzed. Diagrams can be created using a variety of techniques, using sticky notes, paper or specialized computer software. Often, small teams of people create the diagrams to ensure completeness.
Defining the scope and boundaries of the business process diagram involves understanding the inputs, interactions, and outputs of the chosen process. Very complex processes or those that occur at multiple organizational levels may need to be broken down into multiple diagrams. The initial consideration of what processes the diagram and its scope can ensure that the benefits outweigh the costs of creating it.
No matter the level of detail, a business process diagram is only as beneficial as the information that goes into it. Mapping teams with members from various stages of the process can therefore provide valuable information that a single designer might miss. Regardless of the size of the process or the number of employees involved, teams must remain small enough to be manageable.
A business process diagram can be created on paper, with sticky notes, or through specialized business process software and computer programs. The benefits of working with paper or sticky notes include speed of creation, less education time, and ease of handling. Computerized diagramming includes a longer education process, but increases longevity, facilitates the transmission of information and can be directly connected to business process management software.
Another aspect of formatting includes choosing a modeling notation. The Business Process Modeling Notation, created by the Business Process Management Initiative, is an example of a standardized graphical notation system for process diagrams. Standardized notation systems can facilitate interdepartmental or intercompany communication of the diagram upon completion. As an example, the Business Process Modeling Notation uses rectangles to represent activities, diamonds to represent decisions, and various arrows to show sequence. There are other forms of standardized notation; notation can also be improvised.
After selecting the scope, format, and mapping team, the process steps can be graphed to complete the diagram. Brainstorming the various stages of the process with the mapping team is one way to complete the documentation. Adhering to the notation standards chosen at this stage can also help streamline the build. The level of detail required for the process map will dictate the information needed at each step, which can include time delays, customer impressions, and external influences.
Several drafts and revisions of the process diagram can ensure that all steps have been documented. One way to accomplish this is to walk through the process in real time with the mapping team. If the process makes this impossible, you can obtain an assessment by distributing copies of the business process diagram among team members or employees. Completing the business process diagram provides users with a view of the business process from start to finish, which can help in managing and optimizing business processes.
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