Process mapping: the 7-step method for optimizing your workflows

Optimizing the efficiency of HR teams is becoming a strategic challenge for companies. But how can this be achieved in concrete terms? HR process mapping provides a pertinent answer. By providing a precise overview of procedures and players, it enables you to quickly identify areas for improvement.

What is process mapping?

Process mapping consists of visually modeling an organization's various processes to provide an overview of how they operate. In concrete terms, process mapping identifies and describes all the steps involved in HR procedures, from initiation to completion. Each activity is entered with its characteristics: inputs, outputs, players involved, tools used, deadlines, etc. Processes are represented in the form of diagrams, generally workflows. These illustrate task sequences, validation loops, decision-making circuits and interactions between departments. Thanks to both micro and macro readings, mapping provides a comprehensive reference on the organization of HR processes. It precisely documents their construction and internal workings. In addition, this modeling is essential for improving efficiency.

Why map processes?

What are the objectives of process mapping?

A process map enables in-depth improvement of a company's internal organization. By accurately modeling procedures, it provides an overall vision for identifying areas for optimization. Mapping is thus an essential prerequisite for any action to transform existing processes. Mapping also aims to streamline and simplify processes. By analyzing each stage in detail, it identifies irritants and points of complexity that need to be eliminated. By eliminating these frictions, procedures become more agile. Mapping also strengthens process governance. By documenting them exhaustively, it establishes rigorous frames of reference that can be understood by all those involved. This documentation constitutes a standard for workflow management. Finally, modeling end-to-end process interactions facilitates collaboration between teams. Everyone has a clear view of their contribution to the overall workflow, resulting in improved coordination.

The benefits of process mapping for companies

A number of advantages are expected from process mapping: 

• Macro and micro vision of processes: mapping models the workflow from end to end, while going down to a very fine level of detail in each procedure. This dual approach enables us to understand both the overall operation and the specific features of each process.
• Determine precisely how to improve a process thanks to in-depth analysis: mapping precisely identifies the friction points in each task to shed light on the optimizations to be carried out.
• Rigorously document processes to provide complete repositories: mapping constitutes formal documentation that exhaustively details steps, roles, tools, business rules, etc. 
• Improve communication and collaboration between teams, thanks to an overview of interactions: the map illustrates all points of coordination between departments, to make exchanges more fluid.
• Efficient planning of future process optimization and automation projects: modeling sheds light on automation possibilities, and provides a breeding ground for future projects.

Mapping thus provides an extremely precise snapshot of the organization of processes, a prerequisite for action to improve their performance.

How do you create a process map adapted to your organization?

1. Define (very) precisely the objectives of each process

The aim is to formalize the purpose of each HR workflow: what is its purpose? What added value does it deliver? What results should it produce?

2. Determine the expected results of each procedure 

For each process, list exhaustively the deliverables to be provided on completion of the process.

3. Identify all stakeholders

Identify all internal and external players involved in HR workflows.

4. Mention the resources used in each process

This involves referencing the tools, applications, documents and logistical resources used to carry out tasks.

5. Regulatory and operational constraints 

Identify the legal frameworks and business rules that apply to processes.

6. Produce detailed process documentation

Precise modeling of task sequencing, validations and decision loops for each workflow.

7. Highlight areas for improvement 

Analyze irritants and opportunities for optimization or automation in each process.

Conclusion

This methodology guarantees tailor-made mapping, a faithful reflection of the existing situation, which opens the way to future developments. In conclusion, investing in in-depth HR process mapping is a real lever for progress. By meticulously modeling HR procedures, mapping provides an in-depth understanding of their construction and interactions. This overview sheds light on the concrete levers to be used to streamline and optimize the organization of processes. Armed with these insights, HR teams can embark on an in-depth transformation of their processes, guaranteeing greater agility and performance. Mapping thus provides a solid foundation on which to build a digitized, streamlined HR organization focused on added value.

Don't let complexity slow you down. Find out today how Knowmore can help you achieve operational excellence. Contact us for a demonstration of our solutions!