Process mapping tools are analytical tools that help create a shared language and shared vision leading to improved business results. The map works similar to a checklist to show how a particular task will be executed and completed. But it betters the checklist in providing room for contingencies as well. Given its advantages, most people hire credible providers like Biztalk mapping services to streamline their business processes.
But humans are prone to error. It is easy for the operations people to make mistakes while implementing process mapping.
Here, we highlight a few common mapping mistakes that any business should get particular about avoiding.
Mistake 1: Applying mapping on inappropriate types of processes
There are three basic types of processes that run in any business- transformational, transactional and decision-making processes. The mapping tool works best on transformational and transactional processes and but is not too practical for decision-making processes. This is because the first two are more specific and objectively defined. Additionally, their process variations are traceable. In contrast, the decision-making process is abstract and intangible with plenty of dynamics and unpredictable factors thrown-in. Thus, it is difficult to apply mapping and bring about any improvement in it.
Mistake 2: Striving to map an ideal process instead of a real one
Most carry the myth that process mapping is all about creating the vision of a perfect one. But it is not so. An ideal process is a myth that is a far cry from its real processes functioning in the company. You get the best results if you apply mapping to an actual process. This helps you implement the changes slowly and steadily. For the changes to be applied successfully; you must accept and inculcate the limits of your team as well as their ability to take to the new changes desired by you.
Mistake 3: Creating complex and complicated process maps
Indeed, a process map is not as linear as a checklist. But still, it must not be overly complicated. It cannot take into account every contingency that can happen. It will make your map confusing and overly complicated. The best way to deal with it is to go granular that facilitates creating several maps for the same task. Better still, you can hire expert Biztalk mapping services that will make your task easier. The experts know all about the pitfalls and help you get a smooth and seamless process mapping in place.
Mistake 4: Not using the standardized notion
Another common mistake made by most businesses is not adopting the standard way of notating process flowcharts across the board. Without standard notation, confusion would be created amongst the employees primarily when they use several maps. Adopting a consistent shape, text, and language in every document will help eliminate any confusion and mistakes amongst the workers. It’s best to decide the conventions early and make them readily available to anyone who needs its help. This will help in getting the best out of the process.
Mistake 5: Not updating the maps
Like your business, your mapping systems should need to be dynamic and continually updated. This is because an efficient system may become inefficient tomorrow, and a standard procedure may not remain at par tomorrow.
Businesses implement maps, but they often fail to assign the responsibility to someone to keep them updated and current. Consequently, no time and resources are allocated for their review and update. One primary reason is that they often make the maps so complicated that it is difficult to decipher.
Again, the solution lies in handing over the responsibility to an expert and reliable body like the Biztalk mapping services provider. They manage and see the process maps, review them regularly and even put reminders in place. Moreover, they keep your map as comprehensible as possible.
Mistake 6: Not deciding how results will be measured
No matter on which process you apply the map; you must decide and assign clear metrics to measure each step or phase of that process. These metrics help the business to adapt and qualify their strategies according to the latest situation and demand. For instance, you have applied mapping to a sales process and found that no good leads are getting generated. Here adding more salesmen would be a waste of your time, money and resources. Instead, improvement in the marketing process is required.
Mistake 7: Losing sight of the focus of your process mapping
It is one of the most common mistakes made by businesses today. They do incorporate plenty of details on the map but just forget about the big picture and the main focus of the mapping. The details get so much that it becomes challenging for a person to take in at once.
The rule is straightforward. The process should be equally about input and output. Ideally, one should always begin with the more significant aspect of any activity and then incorporate the smaller details. The focus of any mapping process should always be input, output and the way to get from Point A to Point B.
Process mapping is a vital tool that offers numerous benefits to any business. Avoiding the above mistakes will help any business make the most out of it.