How can we use process maps to identify individual functions that fit perfectly with new procedures?
First, let’s discuss what a process map is, and then you will find out how to write a procedure.
A process map is a coherent visual arrangement of the progress of activities step by step.
In the process map, we find specific roles and sequences of activities following a strict process management logic. The following concepts are also used in academic terminology: value chain, scheme of activities, and architecture of processes. When using process maps, keep concepts clear and choose a methodology to improve your organisation’s performance.
In this article, I explain how process maps show individual functions, task distribution, and responsibility boundaries. It will help you to write a procedure correctly. I highly recommend following a specific process map to develop a correct and complete procedure. This will avoid duplication of work, as process maps are drawn up according to strict logic.
1. Process Map Pool
Before we start exploring the benefits of a process map, let’s first highlight what the pool represents on the map. In English, it is called a pool. The pool represents one specific process, from beginning to end. This is a single pool where actions related to a specific process take place. The pool’s boundaries begin to define where a particular process begins and ends, thus ensuring a clear separation from other processes.
2. Process Map Swimming Paths
It goes without saying that there will be swimming lanes in the pool. In English, these are lanes. Swimming lanes Lanes) are the parts of the pool where certain areas of responsibility are distinguished. Each track belongs to a specific individual employee. The tracks allow you to see who is responsible for what and what tasks are performed in a particular activity area.
3. Swim Track Participant
Each swim track has its name – that is, a specific person assigned. And even more specifically, it is a specific assigned position.
A process involves teamwork among the participants involved in that process.
Therefore, by clearly identifying the names of the swimming lanes in a specific process map, we will see which positions are involved in a particular process as a team. In this case, within a specific process map, we will observe how one team member continues to delegate tasks to another team member after completing their own tasks or activities. Therefore, the process map has a very clear logic that is used to simulate the activities on a specific path of the process map. The logic helps to clarify how to write a procedure.
4. Participant Roles
Each participant in the swim lane holds a clear role, such as leader, consultant, or manager, for specific tasks. When you model a process map, you verify role–task fit, align activities, and optimise them while keeping logical flow.
5. Functions and Procedures
When we already identify the roles of a specific participant on a specific swim path of a specific process map, then we can notice the functions performed by the participant. In this way, a description of the job functions of a specific employee can be created based on a process map. The activities on one swim path will indicate what the employee’s functions are. Based on this information, we can develop a procedure that will describe in detail not only the activities of the participants, but also the sharing of information among the participants.
Conclusion
Process maps are a great visual and analytics tool for reflecting team activities and writing procedures. They show not just “who does what” but also how to transfer these functions to effective procedures. This approach allows for the creation of clear instructions relevant to employee roles, ensuring efficiency and quality throughout the organisation.
What every procedure must include you can find in this article.
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You can learn more about the author’s competence, Dr. Diana Satkutė, here.
