What is a process map and what does it look like?
A process map is a simple picture (diagram) that shows the individual steps of a specific company process. It is a visual guide on how the process runs from start to finish – for example, how a new employee is onboarded, how an invoice is approved, or how a complaint is handled.
What does a process map include in practice?
- the individual steps in the process,
- the roles or responsible persons who perform the steps,
- the flow of activities – who does what and in what order.
What Does a Process Map Look Like? A Simple Visual of Your Workflow
Most small and medium-sized businesses don’t need complex methods or big consulting projects to create a "process map." A process map is a straightforward diagram (usually a flowchart) that outlines the steps in a specific process – like how new employees are onboarded or how invoices get approved. It helps show “who does what” and “in what order.” Often, it’s the first step toward better organization and smoother project management. Practically, it’s part of everyday work procedures—not a formal document for ISO certification, but a visual tool to keep your team on track and avoid confusion.
- Keep it simple and easy to understand: A process map should be clear enough for anyone, even if they’re not a manager or analyst. That’s why it uses basic shapes, arrows, and simple role labels.
- Who uses process maps and how? Usually, managers or process owners create process maps to “put the process on paper.” Then, they turn it into checklists, work instructions, or training materials for employees. It’s often a stepping stone to developing manuals, standard operating procedures, or automating workflows.
Why Do Small and Medium-Sized Businesses Need Process Maps and How Do They Use Them?
For small and medium-sized businesses, a process map is a valuable visual tool that complements work procedures. It helps to
- train new employees more effectively on how to complete specific tasks
- minimize misunderstandings and mistakes during processes
- standardize how tasks are performed across the company
- support growth—smaller businesses (20–50 employees) often rely on verbal instructions and may not have formal process maps
- medium-sized businesses (100+ employees) use process maps more regularly, especially for onboarding new hires and reducing repeated errors