The Complete Guide to Process Visualization

Have you ever found yourself lost trying to understand a complex workflow or business process? Do your employees seem confused about all the steps involved in key organizational procedures?

Process visualization is the secret weapon for cutting through complexity and aligning your teams.

In this comprehensive guide, you‘ll learn:

What process visualization is and why it matters
8 real-world use cases that show the power of visualization
Step-by-step instructions for creating process visualizations
13 diagram types you can use to map workflows
Expert tips to take your process maps to the next level

So let‘s get visualizing!

What is Process Visualization & Why It‘s Vital

Process visualization refers to graphically depicting how a business process flows from start to finish. It captures the people, tasks, systems and decision points involved in transforming inputs into outputs.

Well-designed process visualizations make complexity understandable at a glance. They act as a common language that crosses departmental boundaries. No wonder up to 90% of all information transmitted in organizations is visual [1].

Benefits of process visualization include:

Shorter meetings: Teams grasp workflows faster so less explanation is needed.
Improved training: Onboarding new hires becomes easier when standard processes are visualized.
Enhanced analysis: It‘s easier to spot bottlenecks and opportunities once everything is mapped out.
Greater alignment: All stakeholders share the same understanding of process objectives.

But process mapping isn‘t just useful internally. Customer journey maps help you see your business through the lens of user experience, so you can reduce friction and delight customers.

Now let‘s look at 8 real-world examples that showcase the power of process visualization for different needs.

8 Business Uses Cases for Process Visualization

1. Planning New Processes

When launching a new product, service or initiative, process maps provide clarity on all moving parts and how they fit together. This prevents blindspots and ensures everyone is aligned on workflow sequencing before go-live.

Here‘s an example process map for onboarding new employees:

Visualizing the onboarding process upfront enables HR to spot potential bottlenecks early and make adjustments if needed.

2. Identifying Process Inefficiencies

As processes evolve, inefficiencies and waste often creep in undetected. Existing workflows become confusing tangles that hide problems.

Process mapping shines a light on all the hidden steps, decisions and exceptions. This makes it easier to clean up and optimize workflows. Teams can use the visualization to simplify processes without losing key elements.

Take this purchasing process map for example:

By mapping out all details visually, the duplications, delays and ambiguity become apparent. Teams can then streamline and improve the workflow.

3. Diagnosing Technology Systems

Before enhancing or replacing enterprise technology systems, it helps to visually map out how users currently interact with them. This "as-is" analysis provides clarity on pain points and improvement areas.

Once new systems are implemented, process visualization helps confirm they support streamlined workflows.

As you can see above, there is too much back-and-forth between systems in the current CRM workflow. This visualization enabled the IT team to build automated hand-offs between systems to smooth out the process.

4. Compliance Auditing

Regulated industries rely on process visualization to demonstrate compliance with required procedures and controls. Mapping out all systems, decision points and verification steps provides auditable proof.

Take this process map for a credit checking procedure at a bank:

When examiners validate compliance, this visualization lets the bank easily walk through the layered credit check process. Having the process mapped out also makes it simple for employees to follow compliant procedures.

5. Modeling Customer Journeys

Customer journey mapping visualizes an external user’s perspective as they interact with your company. Seeing the experience through the customer‘s eyes highlights pain points and feelings that could lead to churn.

Here is an example customer journey map for visitors to an ecommerce website:

Analyzing the emotional highs and lows at each touchpoint enables companies to smooth out the shopping experience, drive more conversions and improve satisfaction.

6. Facilitating Knowledge Transfer

Instituting process changes is difficult without first documenting current practices. Capturing workflows through visualization ensures knowledge gets transferred, not lost with employee turnover.

Process maps empower newcomers to quickly get up to speed. They also help experienced employees refresh their understanding so they don‘t revert to old habits.

Smoothly transitioning roles without productivity drops relies on passing along process documentation like the map shown above.

7. Enabling Collaboration Across Teams

Process impacts often span separate departments that don‘t usually communicate. This breeds misunderstandings and stunted optimization efforts.

Visual artifacts provide a shared point of reference so cross-functional teams can pinpoint hand-offs and dependencies. This alignment breaks down silos.

As you can see here, seeing the end-to-end workflow – from marketing to sales to service – enables teams to collaborate on improvements.

8. Training Employees

Learning new procedures and tools via text manuals or lectures alone leads to shallow understanding. Demonstrating workflows visually sticks better.

Well-documented process maps serve as constantly-available support guides as employees get up to speed. They also provide on-demand refreshers for existing staff.

Here is a process map example for a hospital admissions procedure:

With clear visualization of each step, nurses can undergo faster on-the-job training and reference the map if they ever get stuck.

As you can see from these examples, there is no limit to using process visualization for strategic and tactical impacts across industries.

Now that you know why process mapping matters, let‘s get into how to create standout visualizations.

Step-By-Step Guide to Process Visualization

While simple workflows may require just sticky notes and a whiteboard, complex end-to-end processes typically warrant mapping software.

Specialized tools like Microsoft Visio, Lucidchart and Miro make it fast and easy to create process documentation. Leading business process management (BPM) solutions also bundle visualization capabilities.

Here is a 5-step methodology to follow:

Step 1: Pick the Process and Viewpoint

First, determine the workflow you want to visualize. Consider which department‘s perspective would bring the most valuable insights.

For customer-centric processes like order fulfillment, using the customer viewpoint highlights external-facing issues. But for internal practices like payroll, the HR team perspective may be better.

Step 2: Gather Inputs

Conduct stakeholder interviews, observe actual process execution and compile relevant documentation. Trace sample cases from start to finish to understand current workflows.

Verify inputs by having employees validate documented steps reflect typical practices. Fill in forms provide a methodical verification approach.

Step 3: Map the Workflow

With research completed, start laying out process steps sequentially from left to right, top to bottom. Use swimlanes to distinguish between roles, systems or departments.

This bird‘s eye workflow view sets the foundation for deeper process modeling in the next steps.

Step 4: Build Out Process Detail

Add decision points, loops and exceptions that shape process flow. Call out key inputs and outputs at each stage.

If mapping out an external customer journey, overlay emotions, questions and needs at different touchpoints.

Step 5: Refine and Socialize the Map

Clarify ambiguities, simplify confusing areas and adjust layouts if they seem complex. Use icons and color coding to enhance understanding.

Share finalized process maps with stakeholders and incorporate any further feedback.

And remember – process visualization is an iterative activity, not a one-and-done effort. Continue layering on detail and refreshing maps as workflows evolve.

Now that you know how to map processes, let‘s explore popular visualization diagram types you can leverage.

13 Diagram Types for Process Visualization

Basic Flowchart: High-level diagram showing process steps, decision points and intersections
Detailed Process Map: Tactical workflow view calling out inputs, outputs and responsibilities
Swimlane Diagram: Same as process map but separated into columns by roles or systems
Customer Journey Map: Visualize all touchpoints from a user experience perspective
Data Flow Diagram: Show how data gets collected, stored and used in a process
UML Activity Diagram: Technical depictions of system workflows and logic
BPMN Diagram: Standard notations defining process flows and events
Value Stream Map: Lean tool for highlighting process waste and constraints
SIPOC Diagram: Models suppliers, inputs, process steps, outputs and customers
Gantt Chart: Displays task durations, sequences and timelines (better for projects than ongoing processes)
Process Blueprint: Adds physical evidence and front/backstage actions to customer journey maps
PERT Chart: Network diagram showing task dependencies and critical path
Kanban Board: Visualizes work-in-progress status on cards across workflow steps

I‘ll analyze the top 5 diagram options more closely so you know how to decide between them.

When to Use a Basic Flowchart

As the name suggests, flowcharts present a high-level overview of a workflow. They demystify processes for analysis before drilling into details.

Flowcharts work best for:

Simpler Workflows: No need to overload basic depictions with granular steps.
Training: Learning core concepts before tackling complexity.
Onboarding: Grasping fundamentals rapidly accelerates ramp-up.

The main elements of a basic flowchart are:

Steps: Actions performed in sequence.
Decisions: Yes/No or multiple path choices impacting direction.
Connectors: Arrows indicating flow and sequence.

By keeping flowcharts high-level, they provide clarity without Getting complex. Dive deeper once core concepts solidify.

When to Use Swimlane Diagrams

Also called cross-functional flowcharts, swimlane diagrams differentiate horizontal "swim lanes" by roles, systems or departments involved. Think assembly line, with hand-offs between stages.

Swimlanes shine for:

Cross-Team Processes: Highlights hand-offs between functions.
Analysis: Pinpointing non-value-add steps or external dependencies.
Optimization: Simplifies end-to-end workflows.

Here is an example swimlane diagram for an insurance claims process:

The horizontal lanes illustrate involvement across claims processors, investigators and managers. This visibility helps streamline procedures between groups without affecting others.

When to Use Data Flow Diagrams

As the name suggests, data flow diagrams (DFDs) trace how data gets accessed, validated, stored and used through a system. They provide technical precision for IT workflows.

Use data flow diagrams when:

Mapping System Interactions: Highlight complex integrations between applications.
Designing Databases: Optimize data models supporting core workflows.
Documenting Algorithms: Record steps for data transformations.

Here is a DFD for an inventory management system:

DFDs help software engineers validate proposed system designs will fully address business needs. They also improve legacy IT landscape comprehension.

When to User Customer Journey Maps

Illustrating the user experience across touchpoints, customer journey maps build engagement and satisfaction. They track emotions, questions and perceptions alongside process steps.

Customer journey maps work beautifully for:

Identifying Pain Points: Reveal frustrations leading customers to abandon online shopping carts or time-consuming paperwork.
Optimizing Websites: Pinpoint website navigation issues causing high bounce rates.
Strengthening Retention: Develop loyalty programs addressing customer needs.

Here is an example customer journey map:

Walking through the homebuying experience exposes emotional stress points a bank could alleviate with handy calculators orhuman advice online. Journey maps create powerful "outside-in" empathy.

When to Use Business Process Modeling Notation (BPMN)

BPMN provides standard iconography and connection shapes for modeling workflows, decisions, events and more. The common notation improves comprehension across the business.

Use BPMN diagrams when:

Facilitating Cross-Team Collaboration: Sales, service and finance interpret maps the same way.
Connecting Strategy to Execution: Cascades top-down objectives into aligned procedures.
Streamlining Technologies: Configures underlying automation tools consistently with redesigned processes.

Here is a BPMN diagram for closing sales deals:

The uniform shapes and icons also simplify software configuration and analytics based on the documented workflows.

Now that you know the most popular process visualization diagram options, let‘s get you started with expert tips for elegantly mapping workflows.

10 Design Tips for World-Class Process Visuals

1. Be Selective With Level of Detail

The best process visuals are simple enough for clarity yet detailed enough for comprehension. Leave room for future elaborations as workflows scale up.

2. Use Icons and Color Coding

Make your diagrams scannable and injected with visual interest by associating icons and colors with key process elements. For example, all customer actions = blue, systems = red, approvals = green.

3. Break More Complex Maps Into Sub-processes

Don‘t cram everything onto a single unwieldy diagram. Use hierarchical or numbered diagrams to guide viewers through manageable chunks.

4. Think Like Designers With White Space and Layout

Leave plenty of space between elements and use subtle gridlines to organize the design. Make your maps just as aesthetically appealing as informative.

5. Call Out Metrics and Targets

Identify key performance indicators, processing times and target outcomes right in the diagrams. This ties workflows directly to measurable optimization objectives.

6. Maintain Visual Consistency Across Maps

As you scale documentation, stick with consistent icon styles, color schemes, level of visual detail and shapes across all diagrams. This amplifies cognition as employees reference multiple maps.

7. Show Where Improvements Can Happen

If waste or delays exist in current state diagrams, call them out visually for easy identification. Before/after maps highlight progress already made.

8. Don‘t Just Map "Happy Paths"

Ensure alternative branches, exceptions, edge cases and errors get depicted for completeness – not just the straightforward process flow.

9. Store Maps for Accessibility

Centrally store finalized diagrams on shared drives or BPM software so current versions remain universally available to all.

10. Iterate Regularly as Workflows Evolve

Don‘t create set-it-and-forget-it maps. Incorporate continuous process improvements into refreshed diagrams that reflect post-optimization workflows.

Now have fun putting these design principles into practice for your organizations!

Real-World Impact

Hopefully this guide has shown what process visualization is, why it is such an indispensable business tool and how to produce standout diagrams.

But don‘t just take my word on the hard benefits…

Here is proof from real Process Excellence leaders leveraging workflows visualizations:

Reduced hospital patient transfers by 37% [2]
Cut software failure rates by 62% thanks to visual workflow analysis [3]
Top companies are 4.4x more likely to report extensive process visualization usage [4]

So now is the time apply visual thinking to banish business complexity. Map out your workflows to uncover hidden efficiency gems for outperformance!

Let me know if any questions come up on your process visualization journey. I‘m happy to provide expert answers tailored to your unique needs. Just click the button below: