Why is Workflow Process Mapping important? If you run a business, chances are that you have a set system in place to complete work and provide services for your clients. Every business has processes and workflows to manage every necessary facet, from customer onboarding to IT support or paying expenses and organizing activities. Working with efficient processes gives you an edge over your competitors, and helps generate more revenue.

A workflow is a standardized process made up of a set of tasks. It can include documents, contracts, resources, and sometimes assets. Workflow mapping is a powerful business process technique looking at the overall process from the beginning to the end, including all the linked iterations with departments, users, and customers. The goal is to find areas to reduce inefficiencies and increase productivity.

Process Mapping vs Process Modeling

Process mapping defines a business, the functions of people who operate it, and the goals and standards to achieve them. It outlines processes and workflows that make up daily operations, as well as who is in charge of them. Each cog outlined must contribute to the business.

Don’t confuse it with process modeling, which focuses on optimizing your business. Modeling conducts a deep analysis of these processes, adding economic rules. It allows you to find connections between actions, resources available, and results and to optimize outcomes. Modeling also identifies bottlenecks and inefficiencies within a system.

3 Key Benefits of Business Process Mapping

We always recommend tracking your business processes to see what works and what doesn’t. In fact, every good manager should add this skill to their repertoire before starting a new position. There is a science to it that can show replication and improvement.

1. Understanding Your Business Processes & Workflows

It may seem like common sense, but sometimes a business process appears complicated. For example, newcomers to a bank or a healthcare provider may stare in wonder at the current systems in place, not knowing why things are operating in a certain fashion. These industries are highly-regulated and not knowing the entire process and the regulations involved can make every attempt to remove bottlenecks difficult to achieve.

Consider if you are a new manager or loan officer, waiting to get this application processed in due time. You want to understand the best means of verifying financials and employment status for potential applicants. There may be a few weeks of training to walk you through the process.

Even so, you may ask why the clerks are spending so much time on the phone or why there is still a lot of documents going back and forth by email. Asking for consistency is a form of quality control so that you repeatedly get the best results from your input during a typical day. It also gives other managers a means to review the process and make suggestions for improvement, so in the case of turnover or structural changes to the hierarchy, there will be little to no disruption towards standard operations. Another important point is that with a process playbook every new hire can find it easier to follow a standard procedure without creating forks or deviations.


Learn about automating manual tasks with Digital Workflows: How Can Digital Workflows Help Automate Manual Tasks?


2. Process Mapping Reveals Opportunities for Improving Efficiency

The cliche goes that many people cannot see the forest even in front of the trees. They get too bogged down in the little details of a process, rather than working on a proper solution. This is a problem when established processes have bottlenecks and inefficiencies, and managers prioritize trying to find out which cogs in the machine are proving to be unhelpful while being unable to see the results.

Process mapping allows you to see both the forest and the trees, the little details that make up the whole. This permits you to connect the results to certain methods and see what changes will have a positive or negative impact. While the diagrams are static and linear, they also show how task A affects Result B, identifying areas for change.

When a process is well designed is easier to automate since everyone can see what will happen. Also gathering insights and data will save time during further automation steps.

Flow charts and other diagrams are easy tools to jot down the process map and many BPM and DPA tools are now offering this as part of their standard license.

3. Improving Communication Between Departments and Employees

When departments need to coordinate, they need a baseline view of the processes involved. Otherwise, you may get a clashing of opinions over the proper method to reach a specific goal. The disagreements risk human error, which in turn can reduce output or negative results.

In healthcare, for example, doctors should listen to their admin about tracking charts. With electronic medical records, doctors ensure that patient charts are up-to-speed and completed, at the risk of suspension and even termination. Administrators also need to check that these charts are processed within the system.

Workflow mapping could solve this problem by identifying the bottlenecks and areas of miscommunication. It can automate costs for the patient so that an internal user in Accounting can generate an accuracy invoice and streamline charts.

Making Process Maps Practical With Automation From Virtus Flow

When you need help with your workflows, then automation specialists can provide the right tools. You are noticing inefficiencies in your company processes and want to fix them. Virtus Flow will help you fix those inefficiencies with our Digital Workflows. We’ll make your process as smooth as possible so that you can understand our methods and why they work.

Reach out to us today to schedule your first demo. Virtus Flow will help you find the areas for improvement on the digital scale and drastically automate your workflows. Discover our 60+ templates designed to get you ready in minutes instead of weeks.