A process map provides a quick and transparent overview of all the processes a company needs for its business. It promotes an end-to-end understanding of processes and clarifies who is responsible for them. Creating a process map requires not only content but also individual adaptation to the organization's vision and corporate design. In practice, certain standards have become established and are preferred. In this article, we would like to introduce the three most popular visualization formats from our client projects.
Customer demands on companies, products, and services are becoming increasingly complex. Self-service, diverse sales channels, real-time support, and, not least, legal guidelines such as GDPR, ISO certifications, etc., are forcing companies to make internal processes and collaboration more efficient, transparent, and customer-oriented. Functional organizations with rigid hierarchies and separate departments quickly reach their limits here. A cross-departmental, holistic view along the value chain is often required to meet new market demands. A process map helps your employees get an overview of your company's process landscape and navigate through your processes. Furthermore, employees receive important information about upstream and downstream processes and can identify their roles, tasks, and goals within a process, as well as their responsibility for processes.
Process maps at a glance – static vs. dynamic
Much like processes themselves, process maps are individually tailored to the company. There are no limits to creativity when it comes to visualization. Process maps can be depicted in the form of a house, a cycle, or an arrangement of process arrows. The processes shown in a process map are usually process groups or main processes with further sub-processes. Down to the level of process diagrams, they convey quickly and easily how and by whom processes are executed and who is responsible for them. Depending on their complexity, process groups can be detailed in a further map view. The top-level process map should clearly represent all processes required for the implementation of the business model in an end-to-end manner.
To categorize different process maps, we distinguish between static and dynamic process maps. While static process maps remain the norm, the use of dynamic process maps has been increasing in recent years. (Image static, Image dynamic)
Static process maps depict all of an organization's processes within a fixed diagram. Static process maps are initially modeled and further developed, and are usually divided into core, management, and support processes. Dynamic process maps are generated automatically based on predefined properties. For example, an employee sees only the processes relevant to their location. Or project staff can see how a process landscape is automatically built from distributed, modeled processes. The dynamic format is particularly beneficial for globally operating companies.
The most widely implemented process map – the classic end-to-end process
The end-to-end process approach as a static process map represents management, core, and support processes and shows their interdependencies. Core processes are defined as all processes along the value chain with direct customer contact. An end-to-end process always begins with a customer need and ends with a service (or "intermediate service") for the customer. Consequently, the entire value creation process is mapped, from market requirements through product development and market entry, as well as inquiries, customer acquisition, closing, delivery, and customer support.
The end-to-end process map is primarily favored by companies that want to strengthen their customer focus without yet utilizing more advanced approaches (e.g., Customer Journey).
From prospect to satisfied long-term customer – The Customer Journey approach
In this version, the processes of a process map are depicted from the perspective of a customer's journey. It shows all the processes a customer goes through, from learning about products and services to making a decision and using them. Relevant touchpoints between the customer and the company are mapped within the process map. Processes that do not have a direct customer connection are represented in separate process maps.
Such process maps are used by companies that have already implemented advanced Customer Excellence programs or by young companies that pursue this approach from the start.
SMARTMAP as a dynamic process map
Static process maps are a rigidly structured representation of all main processes in a company. As a rule, they are the first point of contact and orientation for employees who need to know which processes apply to them.
Dynamic process maps enable companies to configure map views for different scopes, use cases, or target groups. SMARTMAP makes it possible to present even large process maps in a more structured and streamlined way. Processes can be shown or hidden based on specific scopes, use cases, or target groups. This allows employees, for example, to quickly see all the processes that apply to them.
One example of a dynamic process map is the location-based process map. Different countries often have different process variations due to legal, corporate, or cultural reasons. Instead of creating an individual process map for every country, a dynamic process map allows employees to see "their processes" while still being able to view processes outside their area with a single click. These options and visibility settings can be configured within the system.
The location-based process map is just one example of a dynamic map. Dynamic process maps are primarily used by large companies with multiple subsidiaries and many locations, saving them from the manual effort of maintaining numerous process map variations.
Creating process maps in Aeneis is as easy as using a flipchart
Creating a process map in the BPM software Aeneis is as intuitive and simple as working on a flipchart. Aeneis places no limits on your creativity in design and layout. Aeneis users, and process modelers in particular, love the simple and straightforward process modeling in Aeneis. With dynamic process maps, Aeneis goes even further, eliminating the manual effort required to create process maps within the company. Aeneis allows for complete customization and adaptation to your company's corporate design in every variation.
We invite you to get a firsthand look at the intuitive structure of our process modeling and the creation of process maps in our GetStarted@Aeneis webinar. You can request the recording of this webinar and others here . And if you are interested in a workshop on the content design of a process map, we would be happy to support you as part of our modular approach to implementing process orientation.
FAQs
Why is a process map so important for companies?
A process map creates transparency across all company workflows and shows how they are interconnected. It serves as a navigation aid for employees and helps managers quickly identify responsibilities, interfaces, and potential for optimization. With the process management software Aeneis, this overview can be easily mapped centrally and adjusted dynamically.
What is the difference between a static and a dynamic process map?
Static process maps are created once and show the entire process landscape in a fixed structure. Dynamic process maps, on the other hand, automatically adapt to specific criteria such as location, role, or organizational unit. The BPM suite Aeneis supports both variants, from classic end-to-end representations to interactive diagrams.
How does a process map help in building a holistic understanding of processes?
By visualizing processes along the value chain, a process map makes dependencies and connections visible. In the BPM software Aeneis, processes, roles, and responsibilities can be directly linked to one another, which fosters a true end-to-end understanding across departments.
Which forms of process map visualization have proven effective in practice?
Depending on the goal and corporate culture, different formats are used, such as classic end-to-end chains, customer-journey-oriented maps, or creative layouts like cycles or house models. With the BPM software Aeneis, these variants can be freely designed and implemented in the company's corporate design.
How easy is it to create and maintain a process map?
With modern BPM tools like Aeneis, creation is as intuitive as using a flipchart. Processes can be arranged via drag-and-drop, color-coded, and interactively linked. Changes to the process structure are automatically updated in the map—quickly, consistently, and in line with design standards.
