Picture this: You need to improve how a system runs—whether it's onboarding volunteers, managing patient care flow, or refining internal processes at a nonprofit. Before you jump into changes, it’s crucial to see the process clearly. That’s where process mapping comes in. Think of it as your blueprint, offering a bird’s-eye view before you dive into the details.
Last year, I explored how process mapping is the ultimate visualization tool for improving and refining processes. This concept remains as crucial as ever today, but let’s give it a fresh spin, expanding on how process mapping is more than just a tool—it's a strategy that evolves with your needs.
Related: Picture This: To Be Process Mapping
Let’s continue the conversation about this helpful business analysis technique by adding an infographic to guide you through the six essential steps for creating a process map. Before jumping to the how-to, I'll take a moment to define what process mapping is and some of the reasons you should be using it.
Benefits of Using Process Maps in Nonprofit Operations
Process mapping is a versatile form of process modelling. The Business Analysis Body of Knowledge (BABOK) defines the purpose of this process modeling is “to show how work is carried out and is a foundation for process analysis” (BABOK 10.35).
Process modelling is a business analysis technique that can be used to
Describe the context of the solution or part of the solution
Describe what actually happens, or is desired to happen, during a process
Provide an understandable description of a sequence of activities to an external observer
Provide a visual to accompany a text description
Provide a basis for process analysis
Process maps give you a comprehensive visual understanding of the process, whether you're looking at the current state (as-is) or mapping out where you want to go (to-be). This holistic overview, also makes process maps are also great for visualizing processes at their highest level and then drilling down. They provide a way to view processes from different levels of detail, or granularity.
For example, a hospital examining their arriving process for visitors could use a process map to view all the roles and departments that come into contact with visitor from the time they arrive to when they are receiving care.
The ability to be able to both zoom in and zoom out on a process or a portion of a process makes process maps ideal for identifying identify challenges and opportunities of improvement.
For example, if you are trying to identify the bottleneck in can help with root cause analysis. Similarly, if you are exploring the time between application and orientation for a volunteer, a process map can reveal bottlenecks that need to be addressed.
And here’s an extra bonus: this visual tool isn’t just for you—it’s a universal communicator. It’s accessible, logical, and simple enough that anyone involved can grasp the most intricate processes. Whether you're dealing with volunteers, stakeholders, or regulatory bodies, process maps speak volumes.
Reasons you may want to consider creating a process map to visualize operational processes include:
To document the process
To perform process analysis
To perform root cause analysis
To maintain consistency in procedures of a process
To maintain regulatory standards
To engage stakeholders
To inform decision making
To clearly identify roles and responsibilities
To identify business questions
A Nonprofit’s How-To Guide to Process Mapping (Infographic Included)
Ready to get started? The process of creating a process map doesn’t have to be overwhelming. For quick reference, use the included infographic titled “6 Steps to Create a Process Map” to guide you through each phase.
Follow these steps to make sure your process map is both effective and easy to follow:
#1 | Define Your Objectives – Clarify what you want to achieve with your process map. Are you aiming to identify bottlenecks? Document an existing workflow? Knowing your end goal will help you decide the level of detail required.
#2 | Scope the Process – Define the boundaries of the process you're mapping. What are the start and end points? This helps avoid scope creep and keeps the mapping focused.
#3 | Engage Stakeholders – Bring in the people who are directly involved in the process. Stakeholders can provide valuable insights, ensuring your map is accurate and reflects reality.
#4 | Sequence the Key Steps – Once you’ve gathered input, identify the key steps and their order. Start at the highest level and then break it down into more granular details if necessary.
#5 | Create the Map – Start mapping from the beginning and end points, then fill in the sequence of events. It’s essential to map the process as it actually happens, not how you think it should happen.
#6 | Validate the Map – Finally, share your process map with key stakeholders for review. This validation step ensures accuracy and helps uncover any missed details.
Process Mapping Symbols (Infographic Included)
The more involved and complex your process map becomes, the more symbols and swim lanes you will have to add to denote all the activities, decisions, and people involved. There are only a handful of symbols in total, but it is best to get started with a simple process map.
Process maps contain symbols that represent the key elements of a process. These elements are found in many process maps, simple or complex:
Terminator
Ovals signify the boundaries defining the start and end points of a process.
Process
Rectangles represent the actions such as an individual step or piece of work that forms part of a business process.
Directional flow
Arrows provide directional flow. The path indicates the logical sequence of the workflow and the dependent relationship between points.
Decision point
Diamonds are junctions that represent possible path outcomes in the process.
Input/Outputs
Parallelogram may sometimes be included to represent that data inputs or outputs. However, there are more granular symbols that may be used that indicate the type such as document or database.
A New Twist: Process Mapping as a Continuous Tool
Here’s a new twist to consider - process mapping isn’t just a one-time exercise. As organizations grow and evolve, so too should their process maps. After creating your initial process map, revisit and refine it periodically. This practice helps maintain alignment between your goals and how tasks are executed, adapting the process map to new challenges or opportunities.
For instance, if your nonprofit is onboarding a new team of volunteers, a "to-be" process map can help visualize the desired future state—how the new team will function within the existing system. This adaptive approach helps avoid common pitfalls such as outdated workflows or inefficiencies that have crept in over time.
Interested in learning more? The team at VSys One - Volunteer Management Solutions are hosting a free webinar this week. If you miss it, don't worry, the recording will be linked on their VSys Voices page for later retrieval along with a whole host of other great content in their library!
Summary
Process mapping isn’t just about following steps and using symbols—it’s about creating a culture of continuous improvement. By keeping the big picture in view while working on more granular details, you’ll be equipped to make informed decisions that drive meaningful change.
Plus, process maps serve as essential tools for training and development. They clarify expectations, reinforce consistency, and offer a visual guide that can be easily referenced in the future. Whether you're working in healthcare, nonprofit, or business sectors, process mapping remains a fundamental skill for communicating complex concepts and streamlining tasks.
This article included an infographic on the six steps for creating a process map—it’s an easy-to-follow how-to guide designed to help your nonprofit start mapping with confidence. And remember, as your organization evolves, so should your processes. A process map today can help you navigate the complexities of tomorrow.
Happy mapping!
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