Do you know how your processes really work in your organization? In companies in the logistics sector, e-commerce or production, the daily operation of the business depends on thousands of micro-operations: labeling, picking, seamless transfer of information between departments, approval of documents or transfer of data to the WMS. Daily practice Intralog shows that a whole spectrum of chaos can fit between theory and reality. There are delays due to unclear rules of cooperation between departments, lack of a smooth process of information transfer, duplication of the same activities by different people or lack of clear responsibility for the implementation of specific tasks.
The solution? Drawing up a process map.
This is an effective tool that will help you pinpoint areas worth improving in your company.
From this post you will learn:
- What is a company process map and when is it worth implementing one?
- How to create a step-by-step process map for your organization?
- How can you use process mapping to improve operations in your company?
- What are the most common mistakes companies make, and what can be done to prevent the map from ending up in a drawer?
Let's start from the beginning.
What is a process map?
A process map takes the form of a graphic and clear presentation of all activities, dependencies and decision points within a specific business process. The sketch can be about a selected area of the organization, such as goods receipt, returns logistics or administrative processes.
The map clearly shows:
- all the steps in a given process (e.g., taking delivery, quality control, sending documents),
- Inputs and outputs, i.e. everything that runs a process (e.g., data from an ERP system, an order from a customer),
- responsibilities (who performs a given step),
- decisions and any dependencies (e.g., "if the product is defective, redirect it to a claim").
A process map not only organizes your knowledge of how specific processes work in your company, but most importantly helps you identify redundant steps, risky bottlenecks and places where errors or delays tend to occur. Based on it, you can plan further steps that will realistically improve the flow of goods, information and decisions - both in your warehouse and at the level of the entire organization.
How to map a company's processes?
Simply understanding what a process map is is only the beginning. Its value is only revealed when it is created on the basis of real data and daily operational practice, not on the basis of theoretical assumptions. In this process, it is worth taking advantage of the experience of a partner who knows the realities of internal logistics inside out and can guide the organization through the entire cycle of change.
The different steps of creating a process map in 8 steps
1. selection of the area to be mapped
As a first step, it is a good idea to focus on a key process in an organization: for example, receiving deliveries in the company, picking orders, handling returns and complaints, and the flow of information in the customer service department.
2. collect data from actual work
The next step is to gather reliable information about how a particular process looks in practice. To do this, it's a good idea to conduct face-to-face observations, talk to operations staff and analyze data from WMS, ERP or internal messaging systems.
3. identification of process inputs and outputs
At this stage, it is necessary to determine what triggers a process (input) and what constitutes its end result (output). For example: the input could be an order from a customer or a delivery, and the output could be a packed package, an approved document or the transfer of goods to production.
4. write out the next operational steps
In the next step, describe each step that makes up the process: What happens, Who performs it, At what time is the activity performed, Using what tools, systems or data does it take place?
5. choosing the right map model
Once we have a complete picture of the process, we choose a graphical form that best reflects its structure. Flowchart (flow diagram), SIPOC, Swimlane or BPMN diagrams are the most commonly used for this.
6. development of a visual version of the map
The next step is to graphically represent the analyzed process in a tool such as Miro, Lucidchart, Visio or FigJam. It is crucial to maintain transparency, readability and the ability to continuously edit and update processes.
7. map analysis and identification of problems
Once the map has been created, it's worth taking a critical look at it: Where is downtime occurring? Are any activities duplicated? Where does information usually get "lost"? This is the moment to catch any inefficiencies, errors, communication problems and bottlenecks.
8. proposing improvements
Based on the identified problems, formulate specific proposals for improvement. This could be simplification of the course of action, elimination of unnecessary steps, new assignment of responsibilities, implementation of operational standards, integration of systems or automation of repetitive activities. This is the moment when the map ceases to be a document and becomes a practical tool for improving processes in the company
Process map - how to create it objectively?
One of the biggest challenges in creating a process map is... our own perspective. The longer we work in an environment, the harder it is to see what is obvious to an outsider. That's why It is worth considering engaging an external partner, who will look at your processes with a detached, cool and corporate filter. Then the process map will be objective and based on facts, not internal beliefs.
At Intralog, we combine industry knowledge with years of project experience. For more than 30 years, we have been working with companies in various sectors, including logistics, e-commerce, FMCG and pharmaceuticals, so we have an excellent understanding of the specifics of daily operations in both fast-paced supply chains and environments that require the utmost precision.Based on the process map we have created, we can recommend specific improvements or implement new system solutions.
TAKE A LOOK AT OUR SOCIAL MEDIA: