Essential Guide to As-Is and To-Be Process Mapping

When embarking on any business improvement or process automation journey, one thing that needs to-be at the forefront is process mapping. By representing and understanding the sequence of activities, decisions, and interactions involved in a particular business process, process mapping helps in pinpointing issues, bottlenecks and improvement opportunities in a project. Thus, laying the foundation for improvement and subsequent automation projects.

A recent survey of over 4,800 BPM professionals highlighted that they see process mapping as a key enabler in meeting their critical business goals and ensuring long-term success. Over 60% of these professionals create process maps to power their Continuous Improvement initiatives, over 40% say process mapping is also crucial for managing system implementations and knowledge management. The Survey clearly highlights that BPM professionals understand the importance of process mapping and prioritise it to achieve their business goals.

At its core, process mapping helps organisations understand their workflows and find areas that need improvement. There are two main types of process mapping: As-is and To-be. Understanding As-is and To-be process mapping is essential to ensure successful process improvement efforts.

This guide explores As-is and To-be process mapping in detail, helping businesses like yours unlock their full potential for growth and success in a constantly changing environment.

What Is a Process Map?

A process map is a visual representation that outlines the sequential steps of a work activity, illustrating the individuals involved in each stage. Widely applied in process improvement frameworks like Lean Six Sigma, and business process reengineering, process maps aid organisations in optimising workflows. These maps streamline operations by pinpointing inefficiencies, bottlenecks, and avenues for enhancement.

Many people get confused between process maps and flowcharts. While essentially, they both represent the sequence of events in a process, Process Maps are more comprehensive than flowcharts. A process map is the three-dimensional evolution of a flowchart. It not only captures task details but also encompasses information like the roles executing these tasks, various documents or systems used, and the diverse decisions made throughout the process. These elements collectively provide a holistic 3-D view of the activities performed during a process.

To get detailed overview, watch this quick video on Flowchart vs Process Map: What’s the difference.

Benefits of Process Mapping

Process mapping, a powerful tool in business process management, offers a multitude of benefits for organisations seeking to enhance efficiency, optimise workflows, and drive continuous improvement. Here are several key advantages of process mapping:

• Process maps provide a visual representation of complex workflows, making it easier for stakeholders to understand and comprehend the entire process at a glance. This visual clarity enhances communication and collaboration among team members.
• By mapping out current processes (As-Is mapping), organisations can identify inefficiencies, redundancies, and bottlenecks. This insight is invaluable for streamlining operations, reducing waste, and improving overall productivity.
• Process mapping promotes standardisation by establishing a clear and uniform understanding of how tasks should be performed. This consistency helps in maintaining quality and reduces the likelihood of errors.
• Through techniques like To-Be mapping, organisations can envision and design optimised future states. Process mapping provides a structured approach to identifying areas for improvement, fostering innovation and efficiency.
• Understanding the sequence and dependencies of tasks enables organisations to optimise resource allocation. This includes better workforce management, efficient use of time and materials, and overall cost reduction.
• Process mapping contributes to fostering a culture of continuous improvement within an organisation. It encourages teams to regularly review and refine processes, adapting to changing circumstances and staying competitive in the market.

Types of Process Maps

Process mapping is a fundamental technique used by organisations to understand and improve their workflows. Two primary types of process mapping are As-Is and To-Be process mapping.
1. As-Is Process Maps
The As-Is process maps represent the current state of affairs within an organisation. It involves documenting and understanding existing workflows, procedures, and practices as they currently exist. Organisations need to conduct thorough observations and interviews with stakeholders to identify the As-Is process and gather relevant data about how tasks are performed.

Key characteristics of As-is processes include:

• Detailed documentation of current workflows, including inputs, outputs, and steps involved.
• Identification of bottlenecks, inefficiencies, and areas for improvement.
• Analysis of existing performance metrics and outcomes.
• Emphasis on capturing the reality of how work is currently done without assumptions or idealisations.

2. To-Be Process Maps

To-Be process maps outline the desired future state of operations, reflecting the organisation’s goals for improvement and optimisation. Identifying the To-be process involves envisioning and designing new workflows and procedures that address the shortcomings identified in the As-Is analysis. It requires creativity, collaboration, and a clear understanding of organisational objectives.

Key characteristics of To-be processes include:

• Development of streamlined and optimised workflows that align with strategic objectives.
• Incorporation of best practices, innovative technologies, and process improvements.
• Focus on eliminating bottlenecks, redundancies, and inefficiencies identified in the As-is analysis.
• Consideration of stakeholder input and feedback to ensure feasibility and alignment with organisational goals.

Best Practices to Create As-Is and To-Be Process Maps

Best Practices to Create As-Is Process Maps

• For As-Is process maps, it’s crucial to-begin by thoroughly understanding the current state of the process through observation, interviews, and data collection.
• Document each step, decision point, input, and output in detail to capture the process accurately.
• Use standardised symbols and notation to maintain consistency and enhance readability.
• Additionally, involve key stakeholders to validate the accuracy of the As-Is map and gain valuable insights into areas for improvement.

Best Practices to Create To-Be Process Maps

• When creating To-Be process maps, start by defining clear objectives and desired outcomes for the process improvement initiative.
• se the insights gained from the As-Is map to create the design of the future state.
• Focus on eliminating inefficiencies, reducing complexity, and aligning the process with organisational goals.
• Engage stakeholders to gather input and ensure that the To-Be map reflects their needs and expectations.

Throughout the mapping process, emphasise simplicity and clarity to ensure that the maps are easy to understand and use. Avoid unnecessary complexity or excessive detail that could overwhelm users. Illustrate the process flow and highlight key steps and decision points. There are some rules defined by BPM professionals that you should follow while mapping processes. Check out this video to learn guidelines and recommendations for creating consistent process maps: Rules for process mapping.

Furthermore, it is essential to regularly review and refine both As-Is and To-Be process maps to reflect changes in the business environment, technology, or organisational priorities. Continuous improvement is essential to ensure that the process maps remain relevant and effective in guiding process improvement efforts over time.

By following these best practices, organisations can create As-Is and To-Be process maps that serve as valuable tools for identifying opportunities for improvement, guiding process redesign efforts, and ultimately enhancing overall efficiency and effectiveness.

Key Role of BPM Software to Fast-track Process Mapping Initiatives

BPM (Business Process Management) software plays a pivotal role in expediting process mapping initiatives, encompassing both As-Is and To-Be process mapping, by offering a suite of powerful tools and features tailored to streamline the entire process. It’s essential to look for the right BPM software to ensure accurate and standardised process mapping. Here are some essential elements to focus on:

Efficient Documentation

Look for BPM software that supports accurate capturing of the end-to-end current state complete with procedural-level information and process attributes, such as tasks, risks, documents, roles, etc. This brings complete clarity to processes. Also, software with in-built BPMN ensures standardised and consistent process maps across the organisations.

Analysis and Simulation

Analysis of the current state processes is key to identifying the issues and creating future state processes. BPM software with an in-built analytics engine proves to-be a game changer. Automated insights on process cost, efficiency, value and time help in identifying improvement opportunities to make the required changes. Additionally, simulation is another key feature that allows stakeholders to visualise the proposed changes and assess their impact before implementation, ensuring that the To-Be process aligns with organisational goals and objectives. PRIME BPM software comes with an in-built simulation engine that helps organisations to create multiple what-if scenarios and select the option that delivers the most value.

Collaboration and Engagement:

Collaboration and stakeholder engagement throughout the process mapping journey is important to ensure the accurate capturing of data. Real-time collaboration among team members, allowing for feedback and input from various stakeholders ensures process adherence and team engagement. Look for BPM software that allows suggestions to-be added against the published processes for continual improvement.

Scalability and Adaptability:

Choose BPM software that offers scalability and flexibility, allowing organisations to adapt to changing business requirements and scale their process mapping initiatives as needed. Whether it’s mapping a single departmental process or enterprise-wide workflows, BPM software should ensure consistency and accuracy in documentation.

Streamline Your Process Mapping

As-Is and To-Be process mapping is essential for organisations striving for operational excellence and continuous improvement. By understanding current workflows and envisioning future states, businesses can streamline operations, enhance efficiency, and achieve their strategic objectives.

PRIME BPM emerges as the ultimate choice for those seeking a comprehensive solution to streamline their process mapping initiatives. Its intuitive drag-and-drop functionality simplifies the creation of accurate As-Is process maps, while robust analytical capabilities pinpoint bottlenecks and inefficiencies for optimisation. Moreover, PRIME BPM’s simulation features enable testing of To-Be processes, empowering organisations to make informed decisions and drive meaningful change.

Unlock efficiency and propel your organisation toward unparalleled success with PRIME BPM. Explore our 15-day free trial today to experience the transformative power of process excellence.