Despite the many benefits of business process documentation,
many organizations resist documenting their processes because of the pain that
traditional methods inflict. Process documentation is most commonly viewed as:
- Time-consuming
- Disruptive
- Expensive
- Incomplete
- Ineffective
Traditionally, process documentation is considered a slow
process that simply distracts employees from normal, productive activities.
Despite the large effort exerted for this activity, often not all the processes
are documented or even clearly defined. Even more, once the documentation is
deemed complete, most employees remain unaware of the documentation. So, the
collection of business processes are then left to simply collect dust in a
binder on someone’s shelf and quickly become outdated and useless.
Many companies desire the benefits of process documentation
without the pain, which is where visuals can be very effective. Documenting
business processes with visuals is easier, can be done in real-time, and will
be more complete. Visual business processes are easy to create and it is easier
to see where there is a lack of information that should be filled in. Visual
Process Management (VPM), developed by SmartDraw Software, totally
revolutionizes the way processes are documented and managed. A VPM Collection
is a complete digital model of an organization’s structure and business
processes. In a VPM Collection every process is linked with the position
responsible for executing and managing it. Information is presented visually
instead of text alone.
So how do you get started? Well, it can be an involved
process, but it is not as difficult as you might think! There are only three
visuals involved:
Here are some steps to get you hit the ground running:
Step 1: Create an organization chart.
The first step to implementing VPM is creating a
comprehensive organization chart. This way, every person in the company can see
how their job or department relates to another. Further, it clearly shows the
hierarchy of the company, ensuring everyone knows who reports to whom. If you
have a large company with many departments, you may choose to look at an
organization based on its departments. If you choose this way, the departmental
stubs should still be hyperlinked. Further, each department stub should have a “job
map” as described in Step 2.
Step 2: Create a job map for each position.
Each position in the company has a set of responsibilities.
These should be described in a job map, which is very similar to a mind map,
but has more structure. Each job map defines the job description and the
processes executed. For each job map, there should be a title block that
identifies the job title, to which this position reports and information about
when the details were last updated. Here’s an example of a job map for an
insurance claims adjuster.
Step 3: Identify the master process and create a flowchart.
Once the organization chart is complete, the best practice
is to document the master process. This should be identified in collaboration
with higher-level management. The master process is the foundation on which a
VPM Collection is built. The master process is composed of a master production
process and auxiliary processes. The master production process is an outline of
the company’s function (what it does to make a profit). The auxiliary processes
are the departments that support the master production process, such as
Marketing and Sales.
Step 4: Document the sub processes represented by each step.
The sub processes should be identified and defined by
drilling into the details of each step within the master process. These should
be systematically documented down to the level of detail desired. This
systematic approach not only ensures that nothing is missed, but also provides
context for every process in your organization. Instead of a random collection
of isolated processes, you can instantly see how each process fits within the
organization and how they interact together.
Step 5: Validate and post-process the VPM Collection.
Usually the post processing procedure is worked on once the
VPM processes are documented and the hierarchy is already made. This is where
you review the VPM Collection to ensure that the flowcharts are broken down
into simple, one page flowcharts for maximum simplicity, there is no missing
information, and all the hyperlinks are inserted correctly.
Step 6: Ensure the VPM Collection is stored in a central
location that everyone can access.
For maximum impact in your company, the VPM Collection should
be saved on your network in a central location. The VPM Collection should be a
living, breathing collection of business process that can be referenced and
modified when appropriate.
Sounds easy enough, right? Do you document your
business processes? Are they up to date? What tips would you give someone
starting out? Please comment below!
