Process Mapping Trailhead Highlights

Clearing the Process Map Trail

Salesforce Trailhead has a Process Mapping for Business Analysts module introducing process mapping, its terms, and how to use process mapping tools. The “Get Started with Process Mapping” page says:

The main purpose of business process mapping is to show the relationship between the steps and the inputs of a business to establish a clear, consistent, and concise result.

The “Benefits of Process Mapping” section at the bottom of the page presents more ambitious goals:

• Make understanding and communicating the process much easier among teams, stakeholders, or customers.

• Help identify flaws in the process and where improvements should be made.

A well-designed process map clears the path for teams, stakeholders, or customers to better understand the process. This understanding develops confidence and vision to pinpoint process gaps or other flaws. Correcting these flaws after a process review costs far less frustration, energy, and money than reworking a solution designed around flawed processes.

The Trail to Process Mapping Success

How does a business analyst or architect create a well-designed process map to engage stakeholders? The Use Process Mapping Tools and Software unit has a “Best Practices of Process Mapping” list. Here is the Purposeful Architect perspective:

• Apply business process mapping to the right types of processes. Carl Brundage, a Salesforce Certified Architect, said he wanted to solve every problem with Salesforce when he first mastered it. He learned that Salesforce isn’t the best solution for some problems. The same idea applies to processes - not all processes require maps. For example, a simple process may only need a list of steps.   

• Be clear about the focus of your process mapping. A process map, like the solution it models, should have a clear scope. First, identify what starts and ends the process, then focus on the steps in between. 

• Get someone skilled to map your processes. A business analyst or architect should understand processes well enough to map them if they do not have process mapping experience.

• Validate your maps. Review common, high-level process diagrams with all stakeholders. Review subject-specific diagrams with the appropriate stakeholders to validate their portion(s) of the map.

• Don’t fix your processes until they are fully mapped. If at all possible, map the current processes before mapping their changes. The “current process” map provides the scope and a baseline for changes.

• Build the right team. The team should represent everyone affected by process changes.

• Keep it simple. This best practice recommends making “process maps as easy and simple as possible to read and understand by anyone in your company.” While this encourages broad feedback, subject matter experts will engage better with process diagrams using their terms.

• Work with your stakeholders while respecting their time. Subject matter experts may need to review only process diagrams related to their activities.

Mapping the Trail

“Process Mapping for Business Analysts” makes many good points. Putting them in order sketches out a high-level process:

1. Determine process mapping feasibility

   1. Ensure the process is worth mapping

   2. Find someone who can (learn to) create the map

2. Ensure everyone affected by the process has a representative stakeholder

3. Set the process map scope

   1. Find what starts the process

   2. Determine the final output(s) of the process 

4. Create a draft process map

   1. Create a current process map to confirm baseline and scope

   2. Use appropriate terms in process diagrams

      1. Use subject matter terms in subject-specific diagrams 

      2. Use terms anyone can understand in other diagrams

5. Review the draft process map with appropriate stakeholders

   1. Review high-level diagrams with all stakeholders

   2. Review subject-specific diagrams with subject matter experts

6. Update the draft process map from stakeholder feedback

This process results in engaged stakeholders thoroughly understanding the processes diagrammed in the map.

Process Mapping for Business Analysts puts engaged stakeholders on the trail to better understand and improve processes through mapping.