Tired of Broken Business Processes? Learn Process Mapping That Works

When you’re trying to improve a process, the first step is simply making each step visible. That’s where business process mapping comes in.

In my experience, process maps bring structure to chaos, particularly in complex cross-functional projects. They also serve as powerful tools for business process improvement: Spotting inefficiencies, aligning stakeholders, and setting the stage for automation.

In this article, I’ll walk you through the fundamentals of process mapping — what it is, how to do it, which formats to use, and how to take your map from paper to execution using software like Wrike.

Table of contents:

• What is process mapping?

• How to create a process map

• Types of process maps

• Benefits of process mapping

• Process mapping symbols

• Process mapping examples

• Business process mapping techniques

• How to go from process steps to execution

• FAQs

What is process mapping?

Process mapping is a way to visually outline a workflow, including each step, decision point, and the people involved.

It’s the crucial step before creating a workflow diagram, where you list all the elements that make up a business process, then put them in order, show relationships, and detail dependencies (Post-It notes are your friend at this stage).

Creating a clear process map assists organizations in identifying bottlenecks, improving team alignment, and streamlining processes — especially when workflows involve multiple collaborators or tools.

How to create a process map 

In my experience, process mapping works best when it’s collaborative, visual, and iterative. Whether you’re documenting a simple workflow or breaking down a complex cross-functional business process, the goal is to create clarity throughout the entire process.

Here’s how I typically guide teams through building a process map that drives results:

1. Define the purpose and boundaries

Start by identifying what the process is meant to accomplish — this keeps the map focused and relevant. Then, outline where the process begins and ends, so you’re not mapping endlessly in both directions. I often use SIPOC at this stage to clarify the scope:

• Suppliers – Who provides the inputs?

• Inputs – What resources or materials are required?

• Process – What are the major steps involved?

• Outputs – What gets delivered or produced?

• Customers – Who receives or benefits from the outcome?

This early framing helps reduce complexity and keeps everyone aligned.

2. Break down the process into steps and roles

Next, list all the key process elements in our workflow, including every task, decision point, and handoff. For each step, identify the primary owner, what inputs are needed to start, and what outputs signal completion. This is especially important for cross-functional work where roles and responsibilities can blur.

At this stage, I usually run a discovery session with the people closest to the process. It’s the best way to capture how work actually happens — not just how it’s supposed to happen on paper.

3. Choose the right process map format

Different processes call for different visuals. A high-level flowchart works well for showing the big picture, while a detailed map is better for identifying inefficiencies. If your process involves multiple teams, a swimlane diagram is great for visualizing responsibilities and handoffs.

4. Map it visually using symbols

Now, create your process flow diagram using standard process mapping symbols, like rectangles for tasks and diamonds for decisions (See below for more information on process mapping symbols).

To do this, I usually start with a basic flowchart in Klaxoon for quick alignment, then bring the structure into Wrike, where it becomes part of a live, working system.

5. Validate and refine

Review the draft with the people involved to confirm it reflects reality. You’ll almost always find missing steps, duplicate work, or outdated actions. Treat this like an evolving system — the most useful process maps are the ones that adapt over time.

6. Implement ... and observe the impact

After refining your process map, the next step is putting it into action. Bring the mapped workflow into your daily operations — ideally using a platform like Wrike, where each step becomes a live task with clear ownership and timelines. At this stage, I often translate the map into a work breakdown structure to clarify deliverables and make execution more manageable.

As the team starts working through the mapped process, observe how it performs in practice. Are there unexpected delays? Are handoffs smooth? This phase helps validate the map’s effectiveness and reveals opportunities for further improvement.

Types of process maps

The way you visualize a process can vary depending on its complexity, purpose, and audience. Some maps are high-level and strategic, while others are detailed enough to support automation or compliance audits.

Flowchart

Best for: Visualizing the overall sequence of steps in a process for broad understanding or quick reference

Flowcharts are one of the most flexible and widely used process maps. Each step is shown with a shape (usually a rectangle), and arrows connect the sequence. I use flowcharts when I need to document a workflow quickly or explain a process to stakeholders unfamiliar with the details.

High-level process map

Best for: Presenting the big picture to leadership or aligning on high-level phases before diving into details

A high-level process map shows the major milestones in a workflow without getting into the weeds. It’s ideal for executive briefings, stakeholder presentations, or any scenario where you want to communicate the “what” and “when,” not the “how.”

Detailed process map

Best for: Capturing end-to-end workflow complexity for analysis, optimization, or compliance purposes

A detailed process map breaks down every task, subtask, decision point, and dependency — capturing the full complexity of how work gets done. It’s especially useful for process audits, regulatory compliance, or preparing for automation.

Swimlane diagram

Best for: Clarifying roles and responsibilities in workflows involving multiple teams or departments

Swimlane diagrams are structured to show not just what happens, but who is responsible at each step. Horizontal or vertical lanes separate actions by role, team, or department, making it easy to track ownership. This format is my go-to for cross-functional flowcharts.

Value stream map

Best for: Identifying waste and delays in processes with a focus on customer value delivery

A value stream map focuses on how value flows to the end customer, highlighting every activity that contributes — or adds delay — to that outcome.

SIPOC diagram

Best for: Framing a process during early-stage planning or quality management initiatives

SIPOC stands for Suppliers, Inputs, Process, Outputs, and Customers. It’s a high-level mapping technique that shows how work moves through a system — without diving into every task or detail. Instead of focusing on step-by-step actions, a SIPOC diagram highlights the key elements that define and shape a business process from start to finish.

Benefits of process mapping 

The purpose of process mapping is to give teams the visibility and structure they need to work smarter.

Process mapping symbols

Standardized shapes in process mapping tools keep your diagrams clear, consistent, and easy for others to interpret, especially when sharing across teams or documenting more complex systems.

Process mapping examples 

Let’s see what process mapping looks like in practice with a few real-world workflow diagram examples, including processes documented in an activity process map.

Marketing campaign planning (Simple process flow chart example)

This simple flowchart outlines a theoretical six-step campaign planning workflow, starting with goal setting and ending in performance tracking. It uses basic flowchart symbols to demonstrate that the process flows in a straight line between its start and end points with one optional review loop, making it easy to follow for both internal teams and external collaborators.

Invoice processing and payment (Swimlane diagram example)

This swimlane diagram maps a hypothetical multi-department invoice workflow across four roles: Employee, manager, accounts payable, and finance.

It includes two key approval points — one from the manager, and another based on payment thresholds. Responsibilities are clearly separated by lane, which helps prevent delays and confusion in cross-functional approval chains.

Quality management process (SIPOC diagram example)

This SIPOC diagram outlines a high-level view of an imaginary quality control process, showing the relationships between suppliers, inputs, the process itself, outputs, and customers.

It’s useful for understanding how quality is managed from material intake through inspection and delivery. This format is often used as a starting point for quality assurance audits and process improvement efforts.

Business process mapping techniques 

Once you’ve defined your process and gathered the right inputs, the next step is choosing the best way to map it. The technique you use should reflect your audience, your objective, and the level of complexity involved.

• Top-down mapping: Start with a high-level overview of the process phases, then drill down into details. This is helpful when you need to align stakeholders on the big picture before refining execution.

• Detailed task mapping: Break the process into individual steps, decisions, inputs, and outputs. I use this when documenting workflows for compliance, audits, or workflow automation planning.

• Role-based mapping: Organize process steps by person or team responsible. Often visualized as a swimlane diagram, this makes it easy to see handoffs and gaps in accountability.

• SIPOC mapping: Focus on the broader process structure by identifying Suppliers, Inputs, Process, Outputs, and Customers. This is great for quality management, like our example above, and early-stage process design.

• Value stream mapping: Effectively track how value flows to the customer and where time is lost. I turn to this technique when working with product or operations teams to reduce delays and nonessential steps.

How to go from process steps to execution

Once you’ve mapped each step in process-mapping software like Klaxoon, the next challenge is turning that structure into real, ongoing momentum. That’s where Wrike comes in.

After aligning your team visually using process mapping templates, Wrike’s workflow management software lets you assign ownership, connect dependencies, and automate the steps you’ve mapped out for execution. Every task, approval, and handoff becomes part of a live system that multiple stakeholders can rely on, improve, and scale as you grow.