Process mapping might sound a bit technical, but at its heart, it’s all about making your work life easier and your team more effective. Whether you’re ironing out the kinks in an admin process or looking for ways to boost productivity on a bigger project, process mapping is one of the most powerful tools in your business toolkit. Here’s how you can get started right away and see real results, even if you’re not a Lean Six Sigma expert!
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Why Process Mapping Matters
Have you ever wondered why certain tasks in your team seem to take forever, or why mistakes keep cropping up in the same place? Process mapping helps you see the big picture, so you can spot what’s working and what’s not. It’s a simple way to draw out the steps of any process – from handling customer enquiries to onboarding new staff – and find easy wins that save time and stress.
Tip 1: Get Everyone Involved
Process mapping works best when it’s a team sport. Gather people who actually do the work – not just the managers – and get them talking about each step. Ask questions like, “What happens next?” or “Where do things get stuck?” You’ll find that everyone sees the process a bit differently, and these different perspectives will help you build a much clearer map. Plus, involving the team means everyone is more likely to buy into the changes you make.
Tip 2: Keep It Visual and Simple
Forget complicated symbols and flowcharts that need a legend! Sticky notes on a wall, a big sheet of paper, or even a whiteboard can do the job. Write each step on a separate note and move them around as your understanding grows. If your team is hybrid, there are loads of free online tools that work just like a virtual wall. The key is to make your process map something you can all see, change, and talk about together – not a dusty document hidden in a folder!
Tip 3: Look for Bottlenecks and Quick Wins
Once you’ve mapped out your process, stand back and look for spots where things slow down or get messy. Is there a handover that always takes too long? Are approvals getting stuck in someone’s inbox? You don’t have to fix everything at once. Start with a quick win – maybe removing a pointless step or automating an email – and see how much smoother things get. Small changes can make a big difference.
Tip 4: Ask “Why?” (But Be Kind About It)
This is your chance to be curious, not critical. If a step doesn’t make sense, ask “Why do we do this?” Sometimes you’ll find the answer is just, “We’ve always done it that way.” That’s usually your cue to rethink or simplify. Keep the conversation open and non-judgmental. The aim is to make life easier for everyone, not to point fingers.
Tip 5: Make Improvement a Habit
Process mapping isn’t a one-off exercise. Stick your map up in the break room or share it in your team chat, and revisit it every few months. When something changes – a new system, a new team member, a new challenge – update your map together. This keeps your workflows fresh, stops bad habits creeping back in, and helps new team members get up to speed quickly.
Tip 6: Celebrate Successes and Share Stories
When process mapping leads to a time-saving change or helps avoid a headache, shout about it! Share stories in your team meetings or newsletter. Showing real examples of improvement helps everyone see the value and keeps motivation high for the next process challenge.
Ready to Transform How Your Team Works?
If you’re keen to take your process mapping skills to the next level, our Process Mapping Training Course is the perfect fit. You’ll get hands-on practice, lots of real-world examples, and expert tips to take back to your own workplace. Find out more and book your place here.
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