Processes, or business processes, are like a series of steps that help us reach a specific goal or outcome. But what exactly are they, and how can we put them to good use?

Before we dive deeper into how processes can be used, let’s start with the basics. Every organization has a mission, whether it’s solving a problem, making a certain type of product, or providing a service. This mission is usually expressed in a vision statement, which tells us what the organization wants to achieve in the long run. A process map can help us make sure that our actions match our vision. A process map shows us all the activities or processes that we need to do to fulfill our mission. These activities are often described by what the organization does, like ”making cars.”

Processes are super important because they help us understand how our organization works as a whole. When different departments don’t work together, it can lead to problems. Processes help us see the big picture, so we can make sure that our organization is running smoothly and efficiently.

Types of processes

Core Processes

Core processes, also called main processes, are the backbone of any organization. For instance, in a car company, these processes could be ”making cars,” ”designing cars,” and ”selling cars.” They’re the key to delivering value to customers and meeting their needs.

Management Processes

Management processes are like the glue that holds everything together. They help us align and coordinate our core processes, often in a strategic way. Think of planning, monitoring, and follow-up as the backbone of our organization. Without these processes, we’d be like a bunch of disconnected parts trying to work together.

Supporting Processes

Supporting processes are just as important, even though they’re not directly tied to the mission. They’re like the backbone that makes sure the core processes work smoothly. For instance, HR processes like hiring new employees are crucial for keeping the team in place to reach the organization’s goals. If the supporting processes aren’t in place, the core processes (and the customer value they bring) won’t be able to reach their full potential.

Example of a process map — Example of a high level process map

Structure of a business process

How to visualize a process - Business Process Modeling

Each process identified in a process map can be broken down into a series of activities. The basic structure of a business process involves:

Input: A need for value initiates the process.
Activity: The input is refined through specific activities.
Output: Each activity produces an output, which serves as the input for the next activity.
Outcome: The process continues until the initial need is fulfilled.

A good rule of thumb is that each process should have clearly defined activities and outputs. If two activities follow one another without a clear output, it may indicate a need for further refinement of the process model.

Correct way to Visualize a Process

Wrong way to Visualize a Process

Example of how to NOT visualize a process — Example of how to **NOT** visualize a process

Decision points in business processes

Processes often have choices or decisions, which can lead to different paths or variations. For instance, in the ”building cars” process, there’s a choice to make about whether to make an SUV, a family car, or a truck. This decision affects how the cars are made.

Example of a process with a decision point

What is Business Process Modeling

Business process modeling is all about creating and refining processes. I’ve found that workshops are the best way to model processes. They should include people who do the work and people who know it inside out. Having a facilitator to guide the discussion and document the process can be super helpful.

One common mistake is to make processes too narrow. This can lead to missing important value-creating activities. For example, in the HR process for recruiting, should pre- and onboarding be included, or are they separate processes? These questions are super important for defining processes accurately. There’s no one-size-fits-all answer; each organization must decide based on its unique needs and circumstances.

Who are business processes for?

Using processes for management

The folks who use processes depend on who they are and what they believe. In my mind, processes are mainly about giving resources and managing the organization at a big picture level. They’re not meant to tell people exactly how to do their jobs. Managers should use processes to figure out who’s in charge and make sure each process has everything it needs to reach its goals.

Most companies have a mix of functional and process-focused structures, called matrix organizations. These organizations have managers for each function, who might also own specific processes. While matrix organizations can help avoid some problems compared to traditional functional organizations, they still have some challenges. Setting up a fully process-oriented organization is tough, but we at Just4Consultant are here to help! You can contact us here .

Using processes for describing how to do the work - routines

As I mentioned before, processes are mainly for managing the organization, not for guiding workers in their daily tasks. But processes can be broken down into more specific routines, which give employees clear instructions on what to do. These routines should be detailed enough for a newbie to understand their role’s responsibilities and should match the overall process.

Routines can also help us spot different ways of doing the same thing. For instance, in the recruiting process, there might be different routines for hiring white-collar and blue-collar workers. These routines should include who’s responsible for each part of the process, so everyone knows what to do and stays on the same page. It’s a good idea to get these routines approved by a high-ranking person in the organization so they can serve as a guide for everyone.

Digital transformation by using processes

Processes are super important in digital transformation. They help us figure out what we really need for new systems. If we stick to the latest processes, we can make sure that our digital transformation goals match our big business goals, not just what everyone else is doing. That way, our digitalization efforts really make a difference and help us achieve our goals.

Example of how to use processes for digital transformation

Conclusion of the importance of business processes

To truly excel and delight our customers, we must master processes. Whether we’re tweaking our current ones or diving into digital transformation, having a clear and well-defined set of processes is key to our success. If you’re curious about business processes and how to make them work for you, check out our blog or drop us a line. We’re here to help!, here.

What is a process and how to use them?