The Power of Process Mapping in Digital Transformation

Process mapping, also known as workflow mapping, is the practice of examining all actions within a business’s workflow and visualising them in a structured format. These actions may occur on a daily, monthly, or annual basis, providing insights into goal attainment, accountability, and operational dynamics. Capturing these processes, often termed as process capture or process discovery, is essential for identifying inefficiencies and areas ripe for improvement.

Process mapping serves as a cornerstone in understanding a business’s workflows. By documenting and visualising existing workflows, businesses can pinpoint bottlenecks, inefficiencies, and opportunities for automation or digitalisation. This insight aids in understanding software requirements and evaluating risks associated with wider digital transformation projects. Through process mapping, businesses can optimise processes to enhance efficiency, reduce costs, and streamline resource allocation.

Buying software without mapping out and understanding the businesses’ processes is like going to the supermarket to buy ingredients for an unknown recipe. While there may be a hint of direction, critical elements that bind the process together and ensure success may be overlooked.

Our Digital Transformation Consultant, Bethanie Hawkins, uses Skore, which is a cloud-based software tool to map out her client’s processes, enabling a holistic assessment of their workflows.

A completed process map not only defines what workflow a new system needs to accommodate, but also its integration needs, the client’s priorities, and transformation opportunities. As a result, Bethanie can offer valuable suggestions based upon both risks and opportunities, aligning her advice with the client’s primary requirements and objectives.

1. Understand your business goals: Understand motivations, frustrations, and challenges with detailed questions
2. Define the scope of the project: Identify objectives and focus areas, such as goals and which processes, operations, or workflows you are focusing on.
3. Involve key stakeholders: Engage decision makers and participants that are routinely involved in the process you are focusing on.
4. Conduct a process mapping workshop: Understand workflows and identify improvement opportunities.

• Document the system employed for each activity – employing an application mapping template can help facilitate this task
• Chart the sequence of actions that take place within the workflow, and the resulting outcome of each action
• Identify the individuals responsible for each action – assess their level of responsibility and time allocation towards the current process
• Document requirements, opportunities for automation, and associated risks of the current process – this information will inform decision making when selecting the best systems to recommend

5. Organise process maps: Group together activities into sections or sub-processes to ensure clarity and make your process map more digestible.

6. Develop future-state maps: Outline proposed changes and digital transformation initiatives to chart a roadmap for the project.

Digital transformation is an ongoing journey that demands continuous improvement and adaptation. Merely investing in new technology on a single occasion falls short of the mark. The most effective digital transformation initiatives combine individuals, technology, and procedures to continually foster innovation and gain an edge in a rapidly changing environment.

Should your company or end customers require support in this area, don’t hesitate to contact Bethanie Hawkins for an introductory discussion.