1. Orientation in the process world
There are processes in every company. But how is everything connected? Where do management tasks start, where do value-adding processes run, and which activities support in the background?
Process maps answer these questions visually. They structure the multitude of processes, make connections visible and help different target groups to orient themselves. Whether in an audit, in a project or in daily operation, process maps provide clarity.
2. Definition
Process maps are graphical overviews that represent a company's process architecture in a structured way. They show which business processes exist, how they relate to each other and how they combine to form a holistic value chain. In process management, they are usually divided into three levels:
- Management processes: These processes control and manage the company as a whole. They define goals, create guidelines and ensure strategic orientation. Examples: Strategy development, risk management
- Core processes: This is where the actual added value takes place — i.e. all processes that contribute directly to customer requirements and generate services. These processes differentiate a company from the competition. Examples: sales, production, customer service
- Support processes: These processes enable and support the execution of core processes. They have no direct customer contact, but are essential for the functioning of the entire company. Examples: IT, HR, Controlling
The aim is to create a clear presentation of the process structure without going into operational details such as tasks or responsibilities.
3. The role of process maps in process organization
Process maps play an important role in process documentation and communication because they:
- present the process landscape at a glance
- bring structure and logic to the multitude of processes
- serve as an entry point for more in-depth process modeling,
- facilitate navigation in BPM systems such as Aeneis
- ensure a common understanding during audits, training courses or project starts
They are therefore not an operational modeling tool, but a structuring element at management level that forms the basis for further detailed presentations.
4. Process maps in Aeneis — How it works
In intellior's Aeneis BPM software, process maps can be created in two ways:
Column chart
- Automatically generated based on the process hierarchy
- Shows process level, process groups and processes in a structured tree form
- Ideal for quick and consistent overviews in process organizations
Freehand diagram
- Customizable in the WebModeller, Aeneis' modelling environment
- Shapes can be placed freely and linked to processes or process groups
- Ideal for visual entry cards with a high degree of creative freedom
In both cases, the maps in Aeneids serve as navigable inputs to the process model. Freehand diagrams can also be versioned and exported as a print report (e.g. as a PDF).
5. Practical benefits in regulated industries
For regulated industries such as finance, energy, healthcare or mechanical engineering, process maps offer a real structural advantage as part of their role as an overview.
Examples:
- Finance: Overview of the process-oriented organizational structure to prepare for MaRisk exams or ICS documentation
- KRITIS & energy: Presentation of operationally relevant processes in safety and emergency preparedness
- Healthcare: Structuring clinical, administrative and support processes for audits in accordance with ISO 9001
- Mechanical engineering: Documentation of quality-relevant processes as part of ISO 9001 or as a supplement to product audits
This is not about the supporting documentation itself, but about a logical process structure that promotes orientation and comprehensibility for internal and external target groups.
6. Examples of typical process maps
- Company-wide process map:
Structured overview of all main process types in the company - Area or department map:
Presentation of processes within a specific area, such as purchasing or human resources - GRC process map:
Overview of all processes related to governance, risk and compliance - IT process map:
Presentation of IT operating and support processes, e.g. service desk, IT security - ISO 9001 process map:
Presentation of quality-relevant processes along the value chain for QM audits - Audit entry card:
Compact overview as a starting point for internal or external audits
7. Tips for designing good process maps
A good process map is understandable, tidy and targeted. The following tips have proven effective in practice with Aeneis:
- Limit the depth of information:
Process maps are not flow charts. Keep it deliberately abstract. - Use clear categories:
The division of management, core and support processes into three has become established, stick with it to promote comprehensibility. - Linking instead of overloading:
Link processes to deeper diagrams or detailed views instead of showing everything on a map. - Pay attention to visual hierarchy:
Identical symbols, colors and spacing improve readability and help with classification. - Use freehand diagrams for visual entry maps:
This makes it easy to map individual company logics (e.g. by location, department or standards). - Test the map with typical users:
Can a new colleague or an external auditor find their way around? If so, the map is a success.
8. FAQs: Common questions from practice
What is the difference between a process map and a BPMN diagram?
A process map shows the structure and classification of processes at a high level of abstraction. It answers the question: What are we doing where in the company?
A BPMN diagram, on the other hand, shows the specific flow of an individual process, including tasks, roles, gateways and IT systems.
Do process maps always have to be created manually in Aeneis?
No, in Aeneis, process maps are automatically generated as column charts based on the existing process structure. Alternatively, you can create custom freehand diagrams.
Are process maps suitable as audit evidence?
Not alone. Process maps help prepare and structure audits, but are no substitute for detailed process documentation with responsibilities, controls or reference to standards. In Aeneis, you can combine both levels.
How many levels make sense in a process map?
2—4 levels have been tried and tested:
- Main categories (e.g. leadership/core/support)
- Process groups (e.g. sales, purchasing)
- Processes (such as creating an offer)
Optional: Sub-processes or variants as a 4th level — especially in column charts.
How many process maps should a company maintain?
A central corporate map is standard. In addition, area-specific or topic-related maps can be useful, e.g. for IT, GRC or individual locations. The decisive factor is that every process map should serve a specific communication goal.
Can you version process maps?
Yes, in Aeneis, freehand diagrams can be versioned and approved, for example for audit documentation or internal approval processes.
Can process maps used for navigation in Aeneis?
Yes, by clicking on a process element within the map, users can jump directly to more detailed information, such as a detailed process view, the document or linked risks and roles.
Further links:
Blog article The 3 most popular process maps from practice - different approaches, common goal
Blog article Create process maps for companies with the BPM and GRC software Aeneid
