Process Mapping is a very useful tool that helps make visible the current state of a series of tasks to assist in the improvement of the tasks and the overall process. There are many ways to understand process mapping. One way is to be aware of the common pitfalls in mapping a process.
The most common error is diving into improving the process before you have finished mapping it. Participants will bring up exceptions and errors and want to discuss them. The point is about documenting how the work is currently being done, by the people doing the work, not how the process should be followed.
Note issues identified but leave them for now. Issues can be prioritized but not until the entire process has been mapped. The best people to tell what the issues are, are those who do the work, so make sure to include them in the process mapping activity. They have the most at stake. Have them all participate, not just one or two representatives. Have them all there to create a sense of ownership and control to make successful changes. Not doing so is a major pitfall.
Similarly, not mapping close to where the process takes place can be a mistake, as being near the process can provide some of the best information.
Map on a big piece of paper so all can see and use sticky notes and bold marking pens. Each task or step should be expressed as an action. A function doing something. Don't indicate the name of a person who does the action. Remember, this is about the process not anyone person.
Using a software program is a pitfall as it makes the process look formal and folks tend not to challenge it. Using sticky notes makes it easy to challenge and change what is being created to get it as accurate as to how the process is being followed currently.
Don’t forget to collect documents associated with the process. Any document used in the process. These will be needed when making improvements to the process.