Process Maps which are often lumped into the flowchart category are more visual in nature. While you will see differing definitions, at their core they are all Task oriented, the tasks being the work elements in the process, and usually represented by symbols showing actions, actions and the connections, relationships and outcomes between them.

Definition

The American Society of Quality defines Process Maps as follows.

“Steps connected together become a process in visual format, with the ownership for each step or task supported by key measures that support that process.”

While the ASQ has a quality view of processes, they also have tapped into one of the important elements “what do we want to achieve” with our process. This is an important aspect to the flowchart and TaskMap.

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Here we see a process map with supporting descriptions. This one happens to be embedded in a document, a common practice, and it shows how a very dense rendering of process can often make it difficult to understand right from the beginning. Here the tasks, decisions and document symbols are used to inform the reader of different activities. 

Pros

• Visual in nature
• Work breakdown structure is obvious: see most aspects of the work to be done
• Task oriented
• Graphically illustrates the relationship between
  • Tasks
  •  Actions

  • Decisions

Cons

• Often difficult to read due or follow due to inconsistent layout
• Consisderable lack of standardization for use of symbols
• Complexity can cancel out the visual benefits of the flowchart
• Learning curve is often extensive to use products to create flowcharts

The TaskMap

TaskMap was created by Harvard Computing Group in 2003 as a simple and new type of flowchart. The goals were simple, allow anyone to easily create TaskMaps that everyone could follow with the right amount of detail and the minimum number of symbols.

Definition

A simple, consistent visual model to document and communicate instructions and procedures everyone can understand.

While TaskMap has it’s own data structure and visual format, data from TaskMaps can be imported and exported to almost all other methods and systems used to create and communicate information about processes.

Example of TaskMap in Sales instructional model

Pros

• Simple to learn with only six symbols
• Easy to distribute maps via the web with no learning curve
• Consistent data capture model, making communication across functional groups precise
• Instructional, improvement and projects can all be modeling in same format

 Cons

• Less well known that complex models already in the market
• Requires Microsoft Visio to run application

For further information on this article and to compare TaskMap with other models visit www.taskmap.com or call 978 800 4590 Option 7

• Step by step is instructive in nature. Designed to guide the reader through the process, but the material has been organized with the reader in mind. Guidance is often given and graphics are used to illustrate the point. Often included rudimentary or simple flowcharts to illustrate order of steps. 

Definition 

“is marked by successive degrees usually of limited extent” 

By degrees, as in You’ll have to go through this recipe step by step. This idiom transfers putting one foot in front of the other to other kinds of progress. [c. 1581] process. Source: Merriam Webster dictionary

Application 

Has been around a long time, and used as a supplement to the narrative approach for hundreds of years.  One of the major advantages is the combination of a visual key and numbering to illustrate the order of steps. Instructions still use this approach extensively. 

Example of step-by-step documentation method

Pros

• Instructive in nature
• Designed to guide reader
• Often linear but less so than narrative
• Go to out of sequence text
• More graphical in nature
• Illustrations often added to provide guidance

Cons

• Difficult to see the exception paths for problems and troubleshooting instructions
• Often require expensive illustrations and graphics to complement step-by-step notes
• Expensive to create and maintain

Are a purposeful collection of information that is processed as a unit and intended for use by people and primarily include natural written language, supplemented with tabular text and graphics, to present ideas and/or facts relating to a business process. Definition provided by Oasis.

Narrative Process description

In addition to the use of words, bullets are often used to emphasize points. However the narrative approach is often devoid of graphics and tables. 

Pros 

• Accessiblility
• Can be created by virtually anyone who can write
• Simple to distribute
• Bullet points can be used to highlight main activities and instructions

Cons 

• Wordiness and can be long winded
• Linear in nature. Instructions and process has to follow the direction of the document
• Difficult to show exception paths when alternative direction has to be followed
• Takes up a lot of space
• Requires the most effort by the reader to accurately comprehend instructions

Excepted with permission from “Fundamentals of Process Mapping” seminar. Courtesy Harvard Computing Group, Inc.

It can be the same for processes, and certainly process maps. In order to ensure that others understand our process maps here are some useful pointers:

1. Check the task descriptions are in “verb/noun” format. Simply put, if you don’t make it clear the task is the activity or decision to the reader, it might not be one! Using the verb first is a great test to ensure it really is an activity, and not a result or need for the next task to occur. e.g. Create the new report; Build the list of materials; Submit an expense report …
2. Inconsistent use of Resource or Role names. Ensuring resources and role names are consistent across the process maps is important. In some instances a different role name can cause confusion, even the wrong assignment to be made. Similarly make sure resources have the same description in all instances in the process.
3. Inaccurate Task or Process descriptions. Find a subject matter expert to check to make sure all the descriptions of both the process and the tasks that make it up are correct. It’s amazing how many processes get published without this final check. Avoid the embarrassment and errors that result is missing this vital check.
4. Incomplete Process maps. A number of factors make up an incomplete maps. One that is not finished because of a deadline, or ommision, or the final quality check was not made. A sequential check for the following items will help avoid problems.

   Missing results The outcomes of tasks are often not clearly documented. This leads to either confusion or the next step not being executed correctly. Use your task links to show what happens when the outcome is desired, or what the result is when the outcome fails.

   Lead the reader to the next stage in the process to continue or get assistance.
   
   Missing hyperlinks Few process maps describe exactly and precisely what needs to occur without some reference to other materials. Use the hyperlinking functions in your process mapping tool to create links to policy and procedure manuals, images, applications and email addresses which support these tasks and resources.�
   
   Missing graphics It’s pretty easy to show how images can improve a process map. Just add them into the location for the relevant task and both value and clarity for your readers and users.

   Materials dervied from Process Analysis Training course courtesy Harvard Computing Group, Inc.