Business process modeling, also called simply process modeling, is a method of illustrating a business’s processes so that they can be easily understood and improved upon. Process modeling is a key part of business process management (BPM) and often uses a specific type of organization known as business process modeling notation (BPMN), which resembles a flow chart. Business managers often use process modeling to make improvements to a business process, starting with an “as-is” model, which shows the current process, and working towards a “to-be” model, which represents a more efficient version of the original process. While this process may sound complicated, building out your own business process model is simple if you follow the right steps.
Part 1: Preparing to Make the Model
Step 1: Define the process you are modeling.
Define the process you are modeling. Ensure that it can be easily split into clear parts with easy-to-identify relationships. The process can be simple, like redirecting a customer complaint, or complex, like the entire order and shipping process for an online product. Make sure you choose a process with a clear starting point and output.
Step 2: Identify the starting point of the process.
Identify the starting point of the process. The starting point should be what raises your process to action. Starting points generally fall into categories such as:
- External events (e.g., initiation of a transaction)
- Content arrival (e.g., new document arrival in a content management system)
- Human intervention (e.g., customer complaints)
Step 3: Separate the different steps in the process.
Separate the different steps in the process. On the most general level, you will have:
- Events (circles)
- Activities (rectangles)
- Decision gateways (diamonds)
Connectors can either be solid arrows (activity flow) or dashed (message/information flow).
Step 4: Clarify who or what performs each step.
Determine which individual or part of your business is responsible for each step. This can be done using designators next to the step or “pools,” which are horizontal divisions in the flow chart.
Step 5: Decide which type of modeling to use.
Choose the type of modeling that works best for your process, whether sequential modeling, causation model, or another method. Use tools that can be easily worked on by the group.
Part 2: Creating an As-Is Model
Step 1: Make sure you can rearrange parts as needed.
Ensure that you can move around each step as necessary to make the system flow more effectively. Labels should be easy to move with the steps.
Step 2: Start with the beginning of the process and follow the sequence.
Start with the beginning of the process at the top left of your model. Add each subsequent step, including decisions between them, until you reach the output.
Step 3: Check your model.
Review your model with a coworker or group. Compare it to the actual business process and make sure it works. Identify any potential holes or missed steps.
Step 4: Identify inefficiencies or problems.
Locate areas where resources aren’t used efficiently or where communications or steps need improvement. Having coworkers present can help in finding these issues.
Part 3: Designing the To-Be Model
Step 1: Brainstorm improvements to the as-is model.
Common fixes include:
- Automation
- Geographical coordination
- Removing middlemen
Other areas for improvement may include informational, sequential, tracking, and analytical aspects.
Step 2: Identify how improvements will help the business or the customer.
Ensure that the improvements benefit either the customer or the business, or both, before implementing them.
Step 3: Build the to-be model.
Convert your suggested improvements into steps and integrate them into your previous model.
Step 4: Implement the new model.
Test the new model and implement it in your business. Regularly reassess it for inefficiencies and issues.
Tips for Effective Business Process Modeling
- Engage Team Members: Involve key stakeholders and team members in the modeling process to gain valuable insights and ensure buy-in.
- Use Modeling Software: Consider using business process modeling software to create and manage your models efficiently.
- Document Everything: Keep detailed documentation of each step and decision made during the modeling process.
- Regularly Update Models: Business processes evolve over time, so regularly update your models to reflect any changes.
- Focus on Clarity: Ensure your models are easy to understand by avoiding overly complex symbols or notations.
By following these steps, you can create effective business process models that help identify inefficiencies and implement improvements, leading to more streamlined and effective business operations.
