{"id":7890,"date":"2016-08-18T07:00:30","date_gmt":"2016-08-18T07:00:30","guid":{"rendered":"https:\/\/www.process.st\/templates\/creating-a-process-map-from-scratch\/"},"modified":"2024-02-28T18:03:05","modified_gmt":"2024-02-28T18:03:05","slug":"creating-a-process-map-from-scratch","status":"publish","type":"post","link":"https:\/\/www.process.st\/templates\/creating-a-process-map-from-scratch\/","title":{"rendered":"Creating a Process Map from Scratch"},"content":{"rendered":"<section id=\"choose-a-process-to-be-mapped\">\n<h2>Choose a process to be mapped<\/h2>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Which process will be mapped? <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Which team executes it? <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Who is the manager of that team? <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"ensure-you-have-a-whiteboard\">\n<h2>Ensure you have a whiteboard<\/h2>\n<div class=\"text-content\">\n<p>A whiteboard is where your process map will be drawn, rubbed out, edited, scrapped and perfected. It's essential you have one big enough to draw on in a room that can hold a team of people.<\/p>\n<\/p><\/div>\n<div class=\"image-content\">\n<figure>\n   <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/uvReZiVSjMqpIZS8SX5Bkg.jpg\" alt=\"A PIP process map from the British Government.\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/uvReZiVSjMqpIZS8SX5Bkg.jpg\"> <\/a><figcaption>\n     A PIP process map from the British Government.<br \/>\n   <\/figcaption><\/figure>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>(<a href=\"https:\/\/gds.blog.gov.uk\/2015\/12\/01\/documenting-how-you-work\/\" target=\"_blank\" rel=\"nofollow noopener\">Source<\/a>)<\/p>\n<p>It's best to write process components on stick notes because they can easily be moved around the board and then pen lines can be drawn (and rubbed out) between them.<\/p>\n<p>If you'd prefer a digital version of the above for remote teams, you can try something like <a href=\"https:\/\/realtimeboard.com\" target=\"_blank\" rel=\"nofollow noopener\">Realtime Board<\/a>&nbsp;\u2014 a collaboration tool for teams that also includes virtual post-its.<\/p>\n<\/p><\/div>\n<div class=\"image-content\">\n<figure>\n   <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/qm-AAqNBI80FaLj6MJhAwg.png\" alt=\"Realtime Board's agile board example.\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/qm-AAqNBI80FaLj6MJhAwg.png\"> <\/a><figcaption>\n     Realtime Board's agile board example.<br \/>\n   <\/figcaption><\/figure>\n<\/p><\/div>\n<\/section>\n<section id=\"ensure-you-have-process-mapping-software\">\n<h2>Ensure you have process mapping software<\/h2>\n<div class=\"text-content\">\n<p>The best free multi-platform dedicated process mapping tool is <a href=\"https:\/\/www.yworks.com\/products\/yed\" target=\"_blank\" rel=\"nofollow noopener\">yED<\/a>. Perhaps your organization has installed something like Microsoft Visio, but if not, yED is well worth checking out, as Ian James <a href=\"http:\/\/theprocessconsultant.com\/free-alternative-ms-visio\/\" target=\"_blank\" rel=\"nofollow noopener\">explains<\/a>.<\/p>\n<\/p><\/div>\n<div class=\"video-content\">\n<div class=\"iframe-container\">\n   <iframe src=\"https:\/\/www.youtube.com\/embed\/OmSTwKw7dX4?modestbranding=1&amp;showinfo=0\" frameborder=\"0\" allowfullscreen=\"true\"> <\/iframe>\n  <\/div>\n<div class=\"description\">\n    the yED explainer video\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"arrange-a-meeting-with-the-team-who-execute-the-process\">\n<h2>Arrange a meeting with the team who execute the process<\/h2>\n<div class=\"text-content\">\n<p>To map a process, you need to understand it.<\/p>\n<p>Arrange a meeting with those who execute the process to be mapped, and make sure they're free either to be in the room with the whiteboard, or have accounts on a&nbsp;whiteboard tool's site.<\/p>\n<p>Use <a href=\"http:\/\/calendar.google.com\" target=\"_blank\" rel=\"nofollow noopener\">Google Calendar<\/a> to send the invite or arrange it automatically with a tool like <a href=\"http:\/\/x.ai\" target=\"_blank\" rel=\"nofollow noopener\">x.ai<\/a> \u2014 an AI for scheduling your meetings.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"interview-the-team-to-get-a-rough-sketch-of-the-process\">\n<h2>Interview the team to get a rough sketch of the process<\/h2>\n<div class=\"text-content\">\n<p>To understand the process, you first need to understand a few things...<\/p>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      What is achieved?\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      How is it achieved?\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       3\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      When is it achieved?\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       4\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Where is it achieved?\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       5\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Who achieves it?\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<div class=\"text-content\">\n<p>Ask these questions on the whole, and for each sequential step.<\/p>\n<p>Don't worry about anything other than getting a rough draft of the map down. It's not time to refine or optimize, just sketch.<\/p>\n<p>Using simple flow chart notation, sketch the process \"as is\" on the whiteboard.<\/p>\n<\/p><\/div>\n<div class=\"image-content\">\n<figure>\n   <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/hZ5hb_mg3gUgngoHR_hJ9w.png\" alt=\"At this point, you only really need these symbols.\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/hZ5hb_mg3gUgngoHR_hJ9w.png\"> <\/a><figcaption>\n     At this point, you only really need these symbols.<br \/>\n   <\/figcaption><\/figure>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>It'll probably end up looking a little bit like this:<\/p>\n<\/p><\/div>\n<div class=\"image-content\">\n<figure>\n   <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/qdnIbvuSddhHqyAa7_BIjw.jpe\" alt=\"Interview the team to get a rough sketch of the process\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/qdnIbvuSddhHqyAa7_BIjw.jpe\"> <\/a><br \/>\n  <\/figure>\n<\/p><\/div>\n<\/section>\n<section id=\"refine-the-process-together\">\n<h2>Refine the process together<\/h2>\n<div class=\"text-content\">\n<p>Once you have a sketch, it's time to optimize the process map. What can be done differently?<\/p>\n<p>Either use this <a href=\"https:\/\/www.process.st\/templates\/the-process-for-optimizing-a-process\/\" target=\"_blank\" rel=\"nofollow noopener\">separate optimization process<\/a>, or follow the steps in this task.<\/p>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> How much paper is used in one run? <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> How many copies of the same document are made? <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> How many employee hours does the process take from start to end? <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> How many employee hours are spent doing work that could be cut? <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Where and why does this process stall? <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> When do errors occur? <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"finalize-the-whiteboard-draft\">\n<h2>Finalize the whiteboard draft<\/h2>\n<div class=\"text-content\">\n<p>Make sure you have a version of the map everyone is happy with, and you have cut non-essential steps from the original, if there were any.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"create-a-digital-version-of-the-process-map\">\n<h2>Create a digital version of the process map<\/h2>\n<div class=\"text-content\">\n<p>Now you've done the collaborative task of whiteboarding the process, it's time to create a digital version.<\/p>\n<p><a href=\"https:\/\/www.yworks.com\/products\/yed\" rel=\"nofollow noopener\" target=\"_blank\">yEd<\/a> is a free and powerful alternative to some of the popular and costly solutions. Depending on your business' regulations or your preferences you may want to create the final map in compliance with <a href=\"http:\/\/www.bpmn.org\" rel=\"nofollow noopener\" target=\"_blank\">BPMN<\/a>, or may not.<\/p>\n<p class=\"style-info\"><strong>Attach<\/strong> a link&nbsp;<strong>or&nbsp;<\/strong>a screenshot of the digital process map (or both!) to the form fields below. In the next task (which is an <a href=\"https:\/\/www.process.st\/help\/docs\/approvals\/\" rel=\"nofollow noopener\" target=\"_blank\">approval task<\/a>), the manager of the executing team will give it a final review, and either approve, or reject, or reject the digital process map with comments.<\/p>\n<p>The executing team's manager has been applied to the approval task via <a href=\"https:\/\/www.process.st\/help\/docs\/role-assignments\/\" rel=\"nofollow noopener\" target=\"_blank\">role assignments<\/a>, though it's also possible to assign the appropriate manager manually.<\/p>\n<\/p><\/div>\n<div class=\"file-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Screenshot of the digital process map <\/label> <\/p>\n<div class=\"file-container\">\n    <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-upload btn-icon\"><\/i> File will be uploaded here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"image-content\">\n<figure>\n   <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/sQZVKEaZXFhGzdS3gI1Apw.jpg\" alt=\"Create a digital version of the process map\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/sQZVKEaZXFhGzdS3gI1Apw.jpg\"> <\/a><br \/>\n  <\/figure>\n<\/p><\/div>\n<\/section>\n<section id=\"approval-manager-of-the-executing-team\">\n<h2>Approval: Manager of the executing team<\/h2>\n<div class=\"approval-content\">\n<div class=\"header\">\n<div class=\"list-title\">\n    Will be submitted for approval:\n   <\/div>\n<\/p><\/div>\n<div class=\"approval-rule-subject-tasks-list\">\n<ul class=\"list\">\n<li>\n<div class=\"approval-rule-subject-tasks-list-item\">\n<div class=\"item\">\n<div class=\"container\">\n        <span class=\"title\">Create a digital version of the process map<\/span> <\/p>\n<div class=\"body\">\n         Will be submitted\n        <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/li>\n<\/ul><\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"distribute-the-digital-version-to-the-rest-of-the-executing-team\">\n<h2>Distribute the digital version to the rest of the executing team<\/h2>\n<div class=\"text-content\">\n<p>Now that the manager has had the chance to look, give it to the rest of the executing team to use and ask them to report back any problems with its usability, or report if they find themselves skipping over sections. Is it too simple? Is it too verbose?<\/p>\n<p>Take their feedback, and refine the map even further.<\/p>\n<\/p><\/div>\n<\/section>\n","protected":false},"excerpt":{"rendered":"<p>Choose a process to be mapped Which process will be mapped? Which team executes it? Who is the manager of that team? Ensure you have a whiteboard A whiteboard is where your process map will be drawn, rubbed out, edited, scrapped and perfected. It's essential you have one big enough to draw on in a [&hellip;]<\/p>\n","protected":false},"author":3,"featured_media":7891,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"ep_exclude_from_search":false,"cover_icon_emoji":"","cover_icon_url":"","tasks_count":"10","template_description":"Here's how to create a process map and start streamlining your business.","template_id":"kjJHEuHEi96RU3P8Id1BPQ","task_0":"Choose a process to be mapped","task_slug_0":"choose-a-process-to-be-mapped","task_1":"Ensure you have a whiteboard","task_slug_1":"ensure-you-have-a-whiteboard","task_2":"Ensure you have process mapping software","task_slug_2":"ensure-you-have-process-mapping-software","task_3":"Arrange a meeting with the team who execute the process","task_slug_3":"arrange-a-meeting-with-the-team-who-execute-the-process","task_4":"Interview the team to get a rough sketch of the 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