Process mapping might sound like something for the boffins in a boardroom, but in truth, it is a proper game-changer for any UK workplace. When done with a bit of creativity and teamwork, process mapping helps you spot where things are going swimmingly and where they are getting a bit stuck. It does not matter if you work in a massive office or a small team, these practical tips will help you bring process mapping to life – and actually enjoy it, too.
Get Everyone Involved (and Make It Fun!)
The best process maps are not created in isolation by one person. Bring your team together, whether in person or over Zoom, and get everyone talking. Give each person a handful of colourful sticky notes or open a shared digital whiteboard. Encourage people to share every step they think happens in the process—even the bits that seem obvious! This helps you capture the full picture and often brings out hidden steps or clever workarounds that people use every day.
To make it more engaging, try turning it into a mini workshop. Add a bit of friendly competition—split into groups and see who can map out a process the quickest (without missing anything important, of course). Laughter and collaboration go a long way towards building a process map your team will actually use.
Keep It Visual (and Simple)
Process maps should not look like a bowl of spaghetti. Use clear shapes, arrows and colours to show each step and how they connect. You do not need fancy software—a whiteboard, flip chart, or a basic online diagram tool will do the trick. The key is making sure anyone in your team can look at the map and understand what is going on at a glance.
Resist the urge to cram everything onto one page. If a process is complex, break it up into smaller, bite-sized maps. Add little icons or symbols for decisions, delays or handovers. The simpler you keep it, the more likely people are to use it and spot improvements.
Ask Questions and Challenge Assumptions
This is where things get really interesting. As your team builds the process map, encourage a bit of healthy questioning. Ask why each step is done the way it is. Does this bit add value, or is it just there because we have always done it that way? Could we do it faster, safer or with fewer mistakes?
Get your team to imagine they are new starters. Would they know what to do based on the map? If not, it might be time to simplify or clarify certain steps. This questioning approach often reveals old habits or unnecessary steps that can be tweaked or scrapped altogether.
Spot Quick Wins and Celebrate Them
Once your map is finished, do not let it gather dust! Look for obvious bottlenecks, double-handling, or steps where things regularly go wrong. Is there a quick fix you can try out? Maybe it is as simple as changing the order of steps, or making sure everyone has the forms they need at the right time.
When you make a change and it works, celebrate as a team. Give shout-outs in your next team meeting, or even treat yourselves to a cheeky Friday lunch. Recognising these quick wins keeps energy high and shows the team their effort is making a real difference.
Keep Your Maps Alive (and Up to Date)
A process map is not a one-off project. Processes change as your business grows, new tech comes in, or regulations shift. Set a reminder to review your maps every few months, or whenever something major changes. Make it part of your team’s routine to ask, is this still how we do things?
Encourage everyone to flag up when a process changes or when they hit a new snag. Update your maps together so they always reflect reality. This way, you avoid confusion and keep things running smoothly, even when new team members join in.
Ready to Give Process Mapping a Go?
Process mapping does not need to be dull or complicated. With a bit of colour, teamwork and a dash of fun, you can turn it into a real asset for your team. These tips will help you get started, but if you want to dig deeper and learn proven techniques, our Process Mapping Training Course is the perfect next step. You will get hands-on experience, practical templates, and expert guidance to make your process maps work for you. Find out more and book your spot here!
