What Is Business Process Mapping? +Types, Symbols, Tools

Understanding the intricacies of your organization’s workflows is essential for companies to be agile and efficient. Business process mapping is a transformative exercise that provides a visual depiction of the contextual steps involved in business processes.

This methodology is not just about drawing lines and boxes; it’s a strategic approach that unveils the nuances of how a business operates, identifies areas for improvement, and unlocks the potential for streamlined operational efficiency.

The utility of business process mapping extends across various organizational goals. It serves as a vital communication aid, a diagnostic tool to uncover inefficiencies, and a roadmap for effective change management.

In creating a process map, designers and end-users must understand the symbology—a language of shapes and icons that can communicate complex workflows at a glance. These symbols form the lexicon that, when mastered, allows for precise and universally comprehensible process documentation.

Research indicates that companies that adopt thorough process mapping are 30% more likely to spot inefficiencies than those that don’t, showcasing why this technique has become a cornerstone in operational management.

A 2022 study from the American Society for Quality revealed that businesses that regularly revisit and update their process maps reduce operational waste by an impressive 50%, underscoring the dynamic nature of process documentation and process documentation tools.

In this article, we explore the concept of business process mapping. From defining its core principles to diving into the creation of a map and decoding the key symbols, we will equip you with the knowledge to transform abstract business processes into concrete pathways to success.

What Is Business Process Mapping?

Process mapping (also known as process modeling) is a core component of business process management that involves breaking down an organization’s workflows, SOPs, and processes into detailed visual flowcharts that illustrate how they work.

Ultimately, the goal of business process mapping is to:

• Identify and define specific business processes within an organization.
• Visualize the relationship between different process elements using flow charts.
• Examine these visual representations to understand the sequence of activities, decision points, and interactions involved.
• Identify opportunities for improvement.
• Document the processes, making it easier for employees to follow standardized procedures and achieve process governance.

Business Process Mapping vs. Process Design

Business process design and process mapping are closely related, often used in tandem. However, they have distinctly different purposes within the overall scope of business process management, and understanding the difference is critical for organizations looking to improve operations, drive efficiency, and implement process change.

Business process design is a strategic activity that involves creating or redesigning processes to align with business goals. It focuses on what a process should look like to be most effective and efficient. Process mapping is more tactical and involves visually documenting an existing process (ie. how it currently operates) to identify inefficiencies, bottlenecks, redundancies, or gaps that need improvement.

What’s the Purpose of Business Process Mapping?

In a small team of 1 – 20 staff who work together on a 1:1 basis, taking time to document and map processes doesn’t make much sense since every team member innovates on the fly; but as your organization scales up, processes multiply and the potential for error increases exponentially.

To ensure tasks are completed accurately and efficiently, you must document and standardize business processes to ensure every stakeholder follows best practices. Other benefits of process mapping include:

• Improving efficiency through process optimization.
• Identifying process bottlenecks and areas of friction.
• Simplifying big concepts and ideas.
• Setting new KPIs and metrics.
• Ensuring compliance and quality assurance.
• Delegating responsibilities and succession planning: Document and transfer knowledge required for critical positions to prevent dereliction as your team’s structure changes.
• Empowering new hires with better employee onboarding.
• Accelerating digital adoption with easy-to-use SOPs and documentation for using enterprise applications and navigating digital workflows.How to Map Your Business Processes

As the saying goes, a picture is worth a thousand words. And that’s easily the best way to describe a process map. They explain complex concepts, workflow relationships, step-by-step progressions, and input/output points in an easy-to-follow 2D manner.

First, we recommend a business process mapping tool – but from there, here’s a step-by-step breakdown of creating a process map and what it entails.

1. Identify the processes you intend to map

It could be for onboarding new employees, processing accounts payables, qualifying sales leads and closing deals, forecasting demand, managing suppliers, or even managing projects. Still, the size and scope of the process you’re trying to map will ultimately determine how comprehensive your efforts will be.

2. Meet with stakeholders and document all process activities

The stakeholders who are responsible for operating a process will inform you on what tasks need to be carried out from the start to finish of the process in question, the different stages where human (or machine) decision-makers are required, and every interaction that occurs when the process in question is engaged.

3. Arrange these activities into sequential steps

After you’ve shortlisted all the stages of the process you’re trying to map, the next step is to arrange them into a logical sequence that represents how you’d execute the process in practice.

For instance, let’s say you’re trying to map your accounts payables process, organize it into a start-to-finish, and break all the interactions, tasks, and input/output stages to ensure your suppliers are getting paid (on time), fraud is reduced as close to zero as possible, and that you have a trusted paper (or digital) trail for every transaction.

For this example, your process breakdown will probably look like this:

• Receipt of Invoices: Suppliers or vendors send invoices for goods or services provided to the company.
• Invoice Review and Verification: AP reviews invoices for accuracy and confirms the goods/services billed for match existing POs.
• Approval Workflow: Ensure any requisite signatures or approvals across your organization have been collected.
• Data entry: The invoice data, including supplier information, invoice amount, and due date, is entered into the company’s accounting or ERP (Enterprise Resource Planning) system.
• Payment Terms and Due Date: AP team determines the payment terms and due date for each invoice, considering any early payment discounts or extended payment agreements.
• Approval: This might require one or more authorization levels, depending on company policies.
• Processing: Once invoices are approved for payment, the accounts payable department initiates the payment process.
• Record Keeping: Maintain records of all invoices, approvals, and payments for auditing and financial reporting purposes.
• Payment Confirmation & Follow-ups: Confirm that payments have been successfully processed and sent to the suppliers and keep communication channels open (email, Slack, etc.) to address any discrepancies, resolve issues, and provide updates on payment status.

4. Solicit and incorporate feedback from stakeholders on the process

Your stakeholders who are the cogs in the wheel of your processes (and who work on them daily) are in the best position to advise you on how to reduce inefficiencies, eliminate redundant steps, free up resources, and create safeguards to make your processes bullet-proof.

Here are some questions that can get the conversation going and help you understand where your process maps might need to be simplified or edited for clarity.

• Can you confirm that the depicted process accurately represents how you currently perform your tasks?
• Do you find the symbols and labels used in the process map clear and understandable?
• Are there any parts of the process map that are confusing or need further explanation?
• Are the timing and sequencing of activities in the process map correct?
• Are there any dependencies or parallel activities that are not accurately represented?
• Are there any bottlenecks or delays in the process that need to be addressed?
• Are the roles and responsibilities of individuals or departments in the process clearly defined?
• Do you see any overlaps or gaps in responsibilities?
• Are there any regulatory or compliance requirements that the process must adhere to? Is the process map aligned with these requirements?
• How does this process interact with or depend on other organizational processes?
• Are any handoffs or interfaces with other departments or systems that need to be highlighted?

5. Share the business process map and improve as required

After incorporating feedback from your stakeholders, you can safely roll out your process map for daily usage. To ensure that you’re adopting changes and improvements as required, you need to schedule (recurring, if possible) review sessions to assess whether your process maps still reflect an accurate image of your day-to-day interactions, tasks, and dependencies.

Process Mapping Examples

The process map format you opt for will depend on your organization’s specific needs, the complexity of the process, and your audience. Here’s seven examples of business process mapping types you can utilize.

1. Flowcharts

Flowcharts are versatile and are usually the default for plotting uncomplicated, sequential processes. They use standard symbols and shapes to represent different elements and stages of interaction within a process.

2. Swimlane Diagrams

Also known as cross-functional or deployment flowcharts, swimlane maps break down processes by designated stakeholder or the department responsible. They’re perfect for training employees, assigning tasks, eliminating redundancies, and keeping stakeholders accountable.

3. Value Stream Maps

Value stream maps document cycle times and the number of stakeholders involved in each step of a process to identify and eliminate waste.

4. SIPOC Diagrams

SIPOC stands for Suppliers, Inputs, Process, Outputs, Customers and is more of a chart for identifying the key elements, stakeholders, and input/output points within a process.

5. Data Flow Diagram

Data flow diagrams (DFDs) map the flow of information through a process or a system, including input/output stages, storage, and the processing workflow that’d be hard to describe verbally.

6. Detailed Process Map

A detailed process map breaks down processes down to their basic steps and subprocesses and highlights every task and interaction required to complete them successfully. Often, detailed process maps are overwhelming and must be broken down into sub-process charts.

7. High-Level Process Map

High-level process maps offer a brief, summary view of a process and highlight the essential aspects required to run it successfully, from start to finish. High-level process maps are a snapshot of a larger process and doesn’t include subprocesses or microviews.

Common Symbols Used in Process Maps

A process map is a 2D representation of a 3D concept—as a result, the quality of the finished product depends on how well you understand the different stages of a process and how they can be mapped to a 2D diagram.

Here’s a list of representative symbols useful in your process mapping journey:

• A terminator is always oval-shaped and denotes the first and last steps (or start/finish) of a process.
• Flows are directional arrows that show how a process flows (i.e., from here-to-there).
• Process steps are rectangles representing activities, tasks, or interactions made within a process.
• Decisions are diamond-shaped and highlight intersections where yes/no decisions must be made.
• Delays are D-shaped symbols highlighting parts of a process where there’s a pause in the workflow or where a task might take longer than usual to complete, due to factors such as bottlenecks, approvals, processing times, etc.
• A document is represented by a wavy bottom line that shows some information people can read up on.
• Data is shown by a parallelogram and highlights an input/output stage of a process.
• A manual input is represented by a rectangle with rounded corners and shows a task to be performed by a human operator.
• Subprocesses refer to smaller constituent processes that may have been mapped in any process. They’re often used in high-level process maps where in-depth detail isn’t required or preferable.

Best Business Process Mapping Software

Business process mapping software helps teams visualize how work moves across people, departments, systems, and decision points. The strongest tools make processes easier to understand, document, improve, and standardize across the organization. The right choice depends on how the process map will be used: brainstorming a new workflow, documenting a formal BPMN process, identifying waste, assigning responsibilities, or managing live workflows after the process is mapped.

Here are key types of business process mapping software with examples of the best tools for each use case:

Flowcharting and Diagramming Software

Flowcharting and diagramming tools are the best fit for teams that need flexible, general-purpose process maps. These platforms help users create visual workflows with shapes, connectors, decision points, and templates. They work well for documenting SOPs, internal workflows, system processes, approval flows, and cross-functional procedures that need to be easy for employees to understand and follow.

• Lucidchart: A collaborative diagramming platform for building process maps, flowcharts, and BPMN-style diagrams with templates, shape libraries, and real-time collaboration features.
• Microsoft Visio: A professional diagramming tool for creating flowcharts, process maps, org charts, floor plans, and other business diagrams using Microsoft’s template and shape libraries.
• Creately: A visual collaboration platform for modeling, analyzing, and optimizing business processes with templates for process maps, SIPOC diagrams, swimlanes, BPMN, and value stream maps.
• EdrawMax: An all-in-one diagramming tool for teams that need a large template and symbol library across flowcharts, process maps, technical diagrams, and business visuals.

BPMN Process Modeling Software

Business Process Model and Notation, or BPMN, software is best for teams that need standardized, formal process models. BPMN is useful for business analysts, process owners, operations teams, and IT teams that need consistent documentation for complex workflows, system-driven processes, automation planning, and business process management programs. BPMN’s value comes from its standardized notation, which makes process diagrams easier to interpret across business and technical teams.

• Camunda: A strong fit for teams that want BPMN process models connected to automation and orchestration. Camunda Modeler uses BPMN and DMN to help technical and non-technical stakeholders collaborate on process design.
• Bizagi: A process modeling platform for creating, documenting, simulating, and improving business processes using BPMN-based models.
• SAP Signavio: An enterprise process modeling solution for documenting, designing, simulating, and improving business processes, especially for large organizations running SAP transformation or process excellence programs.
• ARIS: An enterprise process management and modeling platform built for large-scale process optimization, governance, compliance, and transformation initiatives.

Value Stream Mapping Software

Value stream mapping software is best for teams focused on Lean, Six Sigma, manufacturing, supply chain, software delivery, and operational improvement. These tools help organizations visualize how value moves from request to delivery, identify bottlenecks, reduce waste, and improve cycle times. Compared with basic process maps, value stream maps put more emphasis on delays, handoffs, throughput, rework, and the flow of materials, information, or digital work.

• iGrafx: A process intelligence platform with value stream mapping capabilities for teams that need to model, analyze, and optimize material and information flows.
• KaiNexus: A continuous improvement platform with value stream mapping software for documenting and analyzing end-to-end process steps from request to delivery.
• eVSM: A dedicated value stream mapping tool built for capturing, analyzing, improving, and implementing current-state and future-state value streams.
• Planview: A value stream management platform for software delivery organizations that need end-to-end visibility into digital product delivery, bottlenecks, flow metrics, and investment decisions.

Swimlane Diagram Software

Swimlane diagram software is best for mapping processes that move across multiple roles, teams, departments, or systems. These tools help clarify who owns each step, where handoffs occur, and where accountability breaks down. Swimlane diagrams are especially useful for onboarding, compliance, service delivery, approval workflows, customer support processes, and any workflow where ownership matters as much as sequence.

• SmartDraw: A diagramming tool with dedicated swimlane diagram templates for creating cross-functional flowcharts, deployment flowcharts, and role-based process maps.
• Gliffy: A diagramming tool for creating swimlane diagrams, flowcharts, and other business visuals, with a strong fit for teams working inside Atlassian Confluence.
• diagrams.net: A lightweight diagramming tool for teams that need a low-cost way to create swimlane diagrams, flowcharts, and process visuals without adopting a heavier process platform.
• Visual Paradigm: A modeling and diagramming platform that supports more structured process documentation, including swimlane-style process flows, UML diagrams, and business process models.

Mind Mapping and Whiteboard Software

Mind mapping and whiteboard software is best for early-stage process discovery, brainstorming, workshop facilitation, and collaborative process design. These tools give teams an open canvas to gather ideas, map rough workflows, cluster problems, and align stakeholders before turning the process into a more formal diagram or workflow. They are especially useful when the process is still messy, undocumented, or being redesigned with input from multiple teams.

• Miro: A collaborative whiteboard platform with process mapping tools, templates, and an open canvas for mapping, establishing, and improving workflows.
• Mural: A visual collaboration platform for mapping workflows, designing processes, identifying bottlenecks, and running process improvement workshops with distributed teams.
• MindMeister: A mind mapping tool for organizing ideas, brainstorming process improvements, and turning early workflow concepts into visual maps.
• FigJam: A collaborative whiteboard from Figma with process map and workflow templates for teams that need a lightweight space to map projects, workflows, and team inputs.

Workflow and Work Management Software

Workflow and work management software is best for teams that want to move beyond static process documentation and manage the process as live work. These tools help teams assign tasks, automate steps, track progress, manage approvals, and standardize recurring workflows. They are a strong fit when the process map needs to become an operating system for day-to-day execution.

• Pipefy: A workflow automation and process management platform for building, managing, and improving operational workflows with no-code and AI-powered automation.
• Monday.com: A work management platform for designing, visualizing, automating, and managing team workflows across projects and business processes.
• Smartsheet: An intelligent work management platform for managing projects, automating workflows, and coordinating work across teams at scale.
• Kissflow: A low-code workflow management and automation platform for building, governing, and automating enterprise processes across departments.

Optimize Processes, Govern Workflows, and Enable Users with Whatfix

Process mapping should end with an operating decision, not a prettier diagram. Once teams understand how work moves across people, systems, approvals, and handoffs, the next step is to improve how that process performs in the real world.

Whatfix helps enterprises turn mapped processes into guided, governed workflows inside the applications employees use every day. With Whatfix DAP, teams can standardize task execution with contextual Flows, Smart Tips, Pop-Ups, Task Lists, and Self Help, giving users step-by-step support in the flow of work. With content lifecycle management, teams can govern guidance with approvals, QA, version control, rollback, and controlled releases. With Product Analytics, application owners can measure friction, drop-offs, engagement, and workflow performance to continuously improve adoption outcomes.

For complex enterprise environments, that means process improvement can become a continuous operating model. Teams can map critical workflows, guide users through the approved path, reduce preventable errors, contain support tickets, and use behavioral data to identify where processes need to be simplified, reinforced, or redesigned.

Request a demo to see how Whatfix helps organizations optimize processes, govern workflows, and enable users across mission-critical enterprise applications.