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Process mapping is the use of visual tools to show the steps in a process and how they relate to one another. A process map shows the sequence of steps so that you can see how processes start, how they proceed, and how they end. For example, an organisation might have a specific process for winning work:
Making a process map allows you to visualise all these steps at once instead of trying to remember them one at a time.
The current state of a process, or what is currently happening, is known as the AS IS state. To create an AS IS map, you gather information about the current process and document it. This includes all the steps involved and how long each step takes. You can map these steps manually on a piece of paper or whiteboard with symbols, or you can use software to create your map.
This creates a visual representation that shows exactly how the process works today, what decisions must be made and how long each step takes. The ultimate goal of an AS IS map is to identify problems in your current process so that you can make improvements to it in the future.
It’s important to know the benefits of implementing AS IS process maps and how they will affect your organisation. There are several reasons you need AS IS process mapping, including:
If you are new to process mapping and documentation, we recommend reading our step-by-step guide to creating a process map which covers creating a process map in much more depth. The key things to remember are:
One basic rule to keep in mind when creating an AS IS process map:
A TO BE process map is used to define the way things could be done.
You may ask: why would I want to use a TO BE process map when I already have a clear picture in my head of how things should be done? The answer is that you may not have thought about everything and there could potentially be parts of the process that you haven’t visualised, or even worse, are ignoring.
To create a TO BE process map, you need to take the following steps:
AS IS and TO BE process maps both show the steps of a business process. Both types of maps also show the various departments involved in the process, as well as any external entities or suppliers.
The major difference between AS IS and TO BE maps is their time frame: AS IS maps are used to map out processes that are currently being used, while TO BE process maps show how things should be done in order to reach some future state.
Both AS IS and TO BE process maps are critical parts of the process improvement journey. An AS IS map shows a current state that can be improved, whereas a TO BE map shows the desired state of the process, which is often a hybrid of the best of the AS IS and the new future state.
The Agility System contains a process mapping tool that doesn’t involve brown paper and coloured stickies. Our software can be used in live facilitated process mapping sessions that encourage collaboration and knowledge sharing across disciplines and departments.
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With extensive experience of Quality Management, Risk & Compliance in the Energy, Nuclear & Defence industries since 1979, Peter formed BusinessPort in 1996 to specialise in Process-based Management Systems delivering both Performance and Compliance.
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