Anyone who has participated in process mapping sessions will tell you how painful these events can be. It is not uncommon to sequester folks for hundreds of hours and ask them to conduct intense discussions in order to capture the processes for carrying out work. The author John Green said “The marks humans leave are too often scars.” And scarring is exactly what many of us who have lived through process mapping sessions have plenty of!
However, does this activity need to be this painful? Absolutely not! And the key to making this a more effective and efficient process is to put a few core principles in place. These rules help guide your mappers, stay on track and complete their work in an efficient manner:
· Map the designated process only: It is easy to fall into scope creep and begin to discuss other processes which are of concern. Once the team starts deliberating about procedures that are out of scope it is important for the facilitator to bring the group back to the task at hand.
· Map current state only: It is also easy to start talking about what the future state process could look like. Designing future state processes is the next step. This is a non-value add activity at this point. In fact, current state should provide a stake in the ground and by letting future state process ideas creep in only creates confusion. If we don’t agree how the work gets done today, it is impossible for us to figure out how it needs to change in the future.
· Keep the process moving: It is common for teams to get bogged down. This can happen as these teams talk through in detail how the process is carried out. Establish time frames for how long it will take to map each process and help the team stick to that time frame.
The key to making sure these principles are followed is of course strong facilitation. The facilitator is tasked with designing and running an effective session. The facilitator is guiding the group where it needs to go via ensuring that processes are followed, asking probing questions and helping sum up the work being accomplished and capture it visually.
Perhaps most important, the facilitator is cuts off conversation once the point has been made. Asking someone to stop talking is key. What could be considered rude behavior at a dinner party, is the most important role the facilitator plays during process mapping!
This blog does not reflect the view of my employer.