Process mapping tools(A comprehensive guide)

process mapping tools

Process mapping tools are resources used by organizations to visually represent and analyze their business processes. These tools provide a structured approach to documenting and understanding how tasks and activities flow within an organization. By creating graphical representations, such as flowcharts or swimlane diagrams, process mapping tools help identify inefficiencies, bottlenecks, and areas for improvement. They facilitate clear communication, enable process analysis, and support decision-making to optimize workflows and drive continuous improvement.

What is a process map in ERP?

In the context of ERP (Enterprise Resource Planning), a process map refers to a visual representation of the various business processes and workflows within an organization that are supported by the ERP system. It outlines the sequence of steps, interactions, and data flow involved in the execution of specific processes. An ERP system integrates and manages core business functions such as finance, human resources, procurement, inventory management, and production planning. A process map in ERP helps in understanding how these functions are interconnected and how data flows between them.

The process map in ERP typically includes:

  • Process Steps: It illustrates the sequential order of activities and tasks within a specific process. This could include activities like order processing, inventory management, or financial transactions.
  • Interactions and Handoffs: It identifies the interactions and handoffs between different departments or functions involved in the process. This could include approvals, notifications, or data transfers between different modules of the ERP system.
  • Data Flow: It visualizes the flow of data or information within the process, showcasing how data is captured, processed, and shared across various stages of the process.
  • Decision Points: It highlights decision points or branches within the process where specific actions or choices need to be made. This could involve approvals, routing based on specific conditions, or exception handling.

Process maps in ERP are essential for understanding the end-to-end workflows and dependencies within an organization. They help identify areas for optimization, streamlining processes, and improving efficiency. Process maps also aid in ERP implementation and customization as they provide a visual reference for configuring the system to align with specific business processes.

Examples of process mapping

Here are some examples of process mapping that illustrate different types of processes and their visual representations:

Order Processing:

  • Process Description: This process involves receiving customer orders, validating them, and fulfilling the orders.
  • Process Map: A flowchart showing the sequence of steps, including order entry, order verification, inventory check, order fulfillment, and order shipment.

Employee Onboarding:

  • Process Description: This process covers the steps involved in bringing a new employee on board and getting them ready for work.
  • Process Map: A swimlane diagram illustrating the responsibilities and interactions between HR, IT, and the hiring manager. It includes tasks like completing paperwork, setting up accounts, conducting orientation, and assigning a mentor.

Invoice Approval:

  • Process Description: This process involves the review and approval of invoices for payment.
  • Process Map: A flowchart representing the steps, decision points, and participants involved in the invoice approval process. It includes activities like invoice submission, verification, approval/rejection, and payment processing.

Product Development:

  • Process Description: This process outlines the steps involved in developing a new product, from ideation to launch.
  • Process Map: A value stream map showing the end-to-end process, including concept development, market research, design, prototyping, testing, production, and marketing.

Customer Service Ticket Resolution:

  • Process Description: This process focuses on handling customer service tickets or inquiries and ensuring their timely resolution.
  • Process Map: A flowchart showcasing the steps involved in ticket handlings, such as ticket logging, triage, assignment, investigation, resolution, and closure.

What is Six Sigma process mapping?

Six Sigma process mapping is a methodology used within the Six Sigma framework to analyze and improve business processes. It involves the visual representation and analysis of processes to identify inefficiencies, defects, and areas for improvement. The goal of Six Sigma process mapping is to reduce process variation and achieve higher levels of quality and efficiency.

Key features of Six Sigma process mapping include: 

  • Process Definition: Clearly define the process boundaries, inputs, outputs, and critical steps involved in the process.
  • Data Collection: Gathering data and metrics related to the process, such as cycle time, defect rates, and customer requirements.
  • Value Stream Mapping: Creating a visual representation of the end-to-end process flow, including all the activities, decision points, and interactions involved. 
  • Identification of Waste: Analyzing the process map to identify areas of waste, such as unnecessary steps, bottlenecks, rework, and delays.
  • Root Cause Analysis: Dig deeper into process issues to identify the underlying root causes of defects or inefficiencies.
  • Process Improvement: Based on the findings from the process map and root cause analysis, implementing improvements to streamline the process, eliminate waste, and enhance quality.
  • Performance Measurement: Establishing key performance indicators (KPIs) to track process performance and measure the impact of process improvements. 

Six Sigma process mapping techniques can include various visual tools, such as flowcharts, value stream maps, and cause-and-effect diagrams, to help analyze and communicate process complexities. It aims to achieve process optimization, improve customer satisfaction, reduce defects, and increase overall operational efficiency.

What is the tool used for drawing as in the process map?

There are several tools commonly used for drawing process maps and visual representations of processes. The choice of tool depends on the complexity of the process, the level of detail required, and personal preferences. Here are some popular tools for creating process maps:

Flowchart Software: 

Dedicated flowchart software, such as Microsoft Visio, Lucidchart, or Creately, provides a wide range of shapes, symbols, and templates specifically designed for creating flowcharts and process maps. These tools offer easy drag-and-drop functionality, connectors, and formatting options to create professional-looking process maps.

Microsoft PowerPoint: 

PowerPoint can be used to create basic process maps using shapes, lines, and text boxes. It offers simple drawing tools and provides a familiar interface for many users.

Microsoft Excel: 

Excel can be utilized to create simple process maps using shapes and cell formatting options. It may not have the same level of flexibility and design features as dedicated flowchart software, but it can be useful for basic process mapping needs.

Online Diagramming Tools: 

Online diagramming tools, such as, Gliffy, or Cacoo, offer cloud-based solutions for creating process maps and other types of diagrams. These tools often provide collaborative features, pre-built templates, and intuitive interfaces.

Pen and Paper: 

For simple process maps or initial brainstorming sessions, pen and paper can be an effective tool. It allows for quick sketching and easy modifications.

The choice of tool depends on the specific requirements of the project, the complexity of the process, and the level of collaboration needed. It’s important to select a tool that is suitable for the task at hand and provides the necessary features to create clear and understandable process maps.

Free process mapping tools Microsoft

Microsoft provides several free tools that can be used for process mapping:

Microsoft Visio Online: 

Microsoft Visio Online is a web-based diagramming tool that allows users to create process maps, flowcharts, and other visual representations. While it offers advanced features, the online version is available for free with limited functionality.

Microsoft PowerPoint: 

Although primarily used for presentations, PowerPoint can also be used to create simple process maps. It provides basic shapes, lines, and text boxes that can be used to create visual representations of processes.

Microsoft Excel: 

While not specifically designed for process mapping, Excel can be utilized to create basic process maps. It offers drawing tools, shapes, and cell formatting options that can be used to create simple diagrams.

Microsoft OneNote: 

OneNote is a note-taking and organizational tool that also offers basic drawing features. It can be used to create simple process maps by utilizing the drawing tools and shapes available.

While these tools can be useful for creating process maps, it’s important to note that they may have limitations compared to dedicated process mapping software. If you require more advanced features or extensive customization options, you may consider using a dedicated process mapping tool or exploring the paid versions of Microsoft tools, such as Microsoft Visio.


Here are some frequently asked questions (FAQs) about process mapping tools:

Q.1 What is a process mapping tool?

A process mapping tool is a software or a tool that helps create visual representations of processes, workflows, and procedures. It allows users to diagram and document the sequence of steps, decisions, and interactions involved in a process.

Q.2 Why is process mapping important?

Process mapping is important as it provides a visual representation of how a process works, allowing for better understanding, analysis, and improvement. It helps identify bottlenecks, inefficiencies, and areas for optimization, leading to increased efficiency and better outcomes.

Q.3 What are the benefits of using process mapping tools?

Process mapping tools offer several benefits, including:

  • Clear visualization of complex processes
  • Improved communication and understanding among team members
  • Identification of inefficiencies and opportunities for improvement
  • Streamlined workflows and optimized resource allocation
  • Enhanced collaboration and coordination between departments
  • Data-driven decision-making based on process analysis

Q.4 What types of process mapping tools are available?

There are various types of process mapping tools available, ranging from dedicated diagramming software like Microsoft Visio to online diagramming tools, such as or Lucidchart. Some tools are specifically designed for process mapping, while others offer a broader range of diagramming capabilities.

Q.5 Can process mapping tools be used collaboratively?

Yes, many process mapping tools offer collaboration features, allowing multiple team members to work together in real time on the same process map. This facilitates teamwork, input gathering, and feedback exchange, particularly when team members are geographically dispersed.


Process mapping tools play a crucial role in visualizing, analyzing, and improving business processes. These tools enable organizations to create clear and comprehensive visual representations of their workflows, helping to identify inefficiencies, bottlenecks, and areas for optimization. By using process mapping tools, teams can enhance communication, collaboration, and decision-making, leading to increased efficiency, improved outcomes, and better resource allocation. Whether using dedicated software like Microsoft Visio or online diagramming tools, process mapping tools offer valuable benefits such as enhanced understanding, streamlined workflows, and data-driven process improvement. It is important to select a tool that suits the organization’s specific needs and provides the desired functionality for creating effective process maps.

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