Ever looked at a process in your workplace and thought, there must be a better way? You are not alone. Process mapping is one of those skills that sounds technical, but when done right, it can bring your team together, spark creativity, and make work less of a slog. At Revolution Learning, we believe process mapping should be fun, practical, and totally down to earth. Here is how you can make process mapping work for you and your team, with plenty of lively tips to get you started.
What Is Process Mapping (and Why Bother)?
Process mapping is simply drawing out the steps of a task or workflow so everyone can see how things actually work, not just how they are supposed to. Think of it as the ultimate team cheat sheet. It helps you spot snags, cut out faff, and make improvements that save time, stress, and money. Whether you are in an office, a call centre, or on the shop floor, mapping out your processes can uncover hidden gems (and the odd dinosaur way of doing things).
Tip 1: Make It a Team Sport
Process mapping works best when you get everyone involved. Invite people from every part of the process to join in. That means not just managers, but the folks who actually do the job day in, day out. You will get a real picture of how things work (warts and all) and spark fresh ideas for improvement. Plus, it is a great way to break down silos, have a laugh, and share the odd biscuit. Why not run a mapping session over a cuppa in a meeting room with a big roll of paper or a whiteboard?
Tip 2: Start Simple and Keep It Visual
You do not need fancy software. Grab some Post-it notes, a marker, and a wall. Ask the team to jot down every step in the process, one step per note. Stick them on the wall in order. This gives you a big, visual map that is easy to move around, spot bottlenecks, and add improvements. Seeing the process laid out like this can be a real eye-opener. People often spot steps that are duplicated or totally unnecessary. Keep your symbols simple—arrows for flow, boxes for steps, and diamonds for decisions. No need to overcomplicate it.
Tip 3: Ask the Silly Questions (They are Usually the Best)
When mapping, encourage everyone to ask why each step exists. There are no daft questions. Sometimes the answer is just because we have always done it that way, which is a sure sign it is time for a rethink. Keep the mood light and curious. The aim is not to catch anyone out, but to find better ways together. You might even turn up a few time-wasting traditions that everyone is happy to ditch.
Tip 4: Look for Quick Wins (and Celebrate Them!)
Once you have your process mapped out, look for steps that can be cut, automated, or done differently to make life easier. Do not try to overhaul everything at once. Pick one or two easy wins and get them sorted quickly. When you see improvements, celebrate as a team. It could be a shout-out in the next team meeting, a round of applause, or even a cheeky treat. Small wins build momentum and show everyone the value of process mapping.
Tip 5: Keep Your Map Alive (Not Gathering Dust)
The biggest mistake with process mapping? Sticking it in a drawer and forgetting about it. Make your map a living document. Review it every few months, especially if things change or you have new team members. Encourage people to suggest tweaks and updates. A process map that evolves with your team stays useful and keeps the improvements rolling in.
Tip 6: Take It Online for Remote Teams
If your team is spread out or working remotely, use online whiteboards or simple tools like Google Jamboard or Miro. You can drag and drop steps, colour code actions, and comment in real time. Make sure everyone can access the map and have their say. This keeps remote teams connected and involved, no matter where they are working from.
Ready to Make Your Processes Brilliant?
Process mapping is not just for the techies or managers. It is a practical, fun way to make work better for everyone. Want to learn the ins and outs of process mapping, with hands-on support and loads of practical examples? Our Process Mapping Training Course is designed for UK workplaces, delivered online or in person, and packed with tips you can use straight away. Check out the course page to book your place or request a quote today. Let us help you map out a brighter, better way of working!
