Introduction to Process Mapping

Introduction to Process Mapping

In this section, Paul Dean introduces process mapping as a powerful tool for facilitating process improvement and team engagement. He explains what a process map is, its benefits, and why it's essential in any business.

What is a Process Map?

• A graphical tool that represents business processes using shapes and symbols that are universal.

• Allows us to visualize the process more easily.

• Helps us to identify opportunities, has steps and owners, illustrates flow from department to department.

• Facilitates great teamwork.

Benefits of Process Mapping

• Aligns key stakeholders.

• Identifies gaps in safety, business risk, and even uncovers waste.

• Precursor to work instructions since having mapped the step-by-step process we can write better instructions.

• Good for training or even induction of new staff leads to creating performance metrics.

• Precursor to value stream mapping.

Types of Process Maps: Flowcharts and Value Stream Maps

In this section, Paul Dean explains the two types of process maps: flowcharts and value stream maps. He covers flowcharts in detail.

Flowcharts

• Simplest and most commonly used type of process map.

• Easiest to implement and one that should be encouraged in any business setting.

Seven Steps to Creating a Flowchart

1. Select the process to be mapped with a reasonable purpose for doing so.

2. Plan your resources by allowing plenty of time for the exercise

3. Determine the method or technique you're going to use (one-on-one interview or post-it note exercise).

4. Undertake the interview or engage the team and create the map

5. Transcribe the map by converting brainstorming session into a neat diagram

6. Review the process by sending it out for feedback from individuals involved

7. Finalize the map by ensuring it aligns with the original intended outcome.

Process Mapping and Flowcharting using PowerPoint

In this section, the speaker discusses how to create process maps and flowcharts using Microsoft PowerPoint. They explain the importance of using standard symbols and conventions for easy understanding and acceptance by everyone.

Creating a Flowchart or Process Map in PowerPoint

• To create a flowchart or process map in PowerPoint, select the "Smart Art" option from the top bar's "Insert" tab.

• Choose a pre-populated template from the menu that appears.

• Customize your map by typing directly into each box or adding new boxes as needed.

• Use arrows to connect boxes and decision diamonds to indicate outcomes.

• Use elbow connectors to loop back if necessary.

Standard Symbols for Process Mapping

• There are universally accepted symbols for process mapping that should be used for easy understanding and acceptance by everyone.

• Start your map from the top left-hand corner and finish it at the bottom right-hand corner so it flows from left to right.

Using PowerPoint Smart Art

• The speaker demonstrates how to use Smart Art in PowerPoint to create a flowchart or process map quickly and easily.

• Select "Process" from the Smart Art menu, choose a template, customize your map by typing directly into each box or adding new boxes as needed, use arrows to connect boxes, decision diamonds to indicate outcomes, and elbow connectors to loop back if necessary.

Drawing Shapes in PowerPoint

• The speaker demonstrates how you can draw shapes in PowerPoint instead of using Smart Art templates.

• Click on "Drawing" from the top taskbar, draw a box with text inside it, copy it as needed, add arrows between them as necessary.

Introduction to Process Mapping using Flowcharts

In this section, the speaker introduces process mapping using flowcharts. The speaker explains how swim lanes are used to divide functions or departments into different rows and how color coding is used to easily understand who is undertaking the steps.

Swim Lanes in Flowcharts

• A swim lane divides functions or departments into different rows.

• Color coding is used to easily understand who is undertaking the steps.

• Horizontal swim lanes are the most popular convention, but vertical swim lanes can also be used.

Creating a Process Map in Microsoft Word and Excel

• Shapes or smart art can be used to create a process map in Microsoft Word and Excel.

• A mirror image of the map with people involved in those steps can be shown.

Using Proprietary Software for Flowcharts

• Vizio is a good tool for flowcharts and drawing in general, with a comprehensive pre-populated menu of symbols and steps that you can use to populate your flowchart.

• Horizontal swim lanes of departments color-coded accordingly tasks in boxes connected by arrows but also shows vertical functions that are also sub-functions of swim lanes.

Introduction to Value Stream Maps

In this section, the speaker introduces value stream maps as a more mature version of process maps that contain steps that are valuable to customers.

Understanding Value Stream Maps

• A value stream map contains steps that are valuable to customers and those that are not valued but valuable to your business.

• Anything the customer pays for is considered value-add while everything else is a combination of business value-add or non-value-add.

• The important steps in a value stream are the value-add steps because they're important to the customer.

Creating a Value Stream Map

• A value stream map shows material and information flow, including data processing time, wait time, meaning, and inventory.

• It displays all the important steps and identifies areas of waste.

• There are two types of value streams: current state or future state.

Creating a Value Stream Map in PowerPoint

In this section, the speaker explains how to create a value stream map using PowerPoint. They discuss the six symbols commonly used in value stream mapping and suggest using representatives from all departments to map out the process.

Symbols Used in Value Stream Mapping

• The customer and supplier are shown like a factory.

• Process step boxes are used to show each step of the process.

• Data boxes contain additional information such as cycle time, number of people, changeover time, and percentage of productive time.

• Triangles show inventory between steps.

• The bottom line shows wait time and process time. Adding these together gives you lead time for that particular value stream.

Steps for Creating a Value Stream Map

1. Create the whole value chain or value stream.

2. Select representatives from all departments involved in the process.

3. Map out the process using post-it notes.

4. Collect data on each step of the process.

5. Create a timeline at the bottom showing cycle time/processing time and delay between different steps.

6. Assess the map and draw it up neatly using software if necessary.

7. Determine opportunities for improvement (kaizens/blitzes).

Example Post-it Note Activity

• Each yellow post-it note contains steps in the process from customer to supplier.

• Light green post-it notes represent value-add steps that add absolute value to customers.

• Bluish-green post-it notes represent business-value-add steps that add value to businesses but not necessarily customers.

• Pink post-it notes represent non-value or wasteful steps that should be eliminated or reduced as much as possible.

Overall, creating a value stream map is an important tool for identifying areas where improvements can be made in a process. Using PowerPoint makes it easy and accessible for everyone involved in the project to see what's going on at each step.

Process Mapping

In this section, the speaker discusses process mapping and its two types: flowcharts and value stream maps. The benefits of visualizing the process, facilitating alignment, and identifying potential areas of concern or improvement are also covered.

Flowcharts

• Flowcharts are simple and concise.

• They can be used as a precursor to work instructions.

• It's a great tool for training.

• Allows us to develop department metrics.

Value Stream Maps

• Value stream maps are overall customer-oriented.

• Has great detail and displays the whole value stream.

• Clearly identifies the value-add and non-value-add steps.

• Uses real data.

Conclusion

• Process mapping helps visualize processes, facilitate alignment, and identify potential areas of concern or improvement.

• Flowcharts are simple and concise while value stream maps have great detail and display the whole value stream.

• To master process mapping, start with a simple process and map it with your team.