How to Define a Process

The essential method for defining a process is, without question, the process map. The process map helps you to understand a process and its component steps. Process maps help determine where and how a process begins and ends, as well as all the steps and decisions in between. By learning the basics of process mapping, you can become adept at:

• Understanding how to document an existing process
• Learn how to depict the "as is" or current state of a process
• Identify areas of inefficiency in a process

There are several process map types (high-level, detailed, functional, etc.). In the Measure phase of Six Sigma, we also cover more advanced process mapping techniques, such as value stream maps and SIPOC. In this article, however, we focus on defining a process by learning the basics of process mapping and using a high-level process map.

What is a Process Map?

A process map is a graphical representation of a process flow. A process map illustrates how a product is made or how a transaction is performed. Process maps represent these activities step by step. Process maps also help illustrate how materials or information flow sequentially from one business entity to the next. Some process maps even help demonstrate who is responsible for each step.

How do I make a process map?

The most commonly used process mapping symbols are listed under the process map below. These are the essential four symbols. It is unlikely that any process map is ever made without using all four of these symbols. They represent the most basic and common graphical elements necessary to draw your first process map, and even your most advanced one. Process maps start and end with the oval symbol labeled above as "start/end". All maps then have process steps, and most have decisions. To draw your first process map, identify the process you want to map and begin by labeling the first step with an oval. The next step in the process should be represented by a square. If successive process steps ensue, continue using a square. If you encounter a place in the process where a decision must be made, then represent that question/decision with a diamond symbol. All decisions have more than one possible result. Therefore, most diamonds have 2 connectors pointing to separate process steps. Typically, these pointers represent "Yes" and "No" answers to the question or decision. Below is a simple generic process map example:

As a general rule, we suggest that high-level process maps be limited to 4-6 steps. The key is being able to condense a process into logical groups of easily descriptive categories. If you cannot condense a process down to its simplest form and represent it in 4-6 steps, then you probably don't understand the process well enough, or you are a victim of overcomplicating things.

There will undoubtedly be a need to further refine the level of detail in your process map, but the first step should always be to map it in its most basic form. We have process-mapping techniques that will help you add detail in a structured, organized manner, but that lesson is for another day. Today, accept the challenge of mapping your process in 4-6 steps...Can you do it?