Every organization wants two major things: to profit and do it in less time and with fewer resources.
Some organizations struggle with achieving them. They have deadlines they can’t meet, need to frequently appease dissatisfied customers, and see a low return of investment at the end of the day.
Because of the importance of productivity in the workplace, every organization—even successful ones—keep looking for ways to increase productivity.
Productivity is 100% achievable. It all comes down to maximizing processes.
Every organization has its workflow processes (or should), and the growth of your business is determined by how smoothly these processes are carried out. If you are not careful, errors will occur, leading to delay in delivering your products and services.
To avoid this, you need to map out your processes carefully. This way, you and your employees can visualize your organization’s workflow process at a glance.
Imagine an office environment where everybody knows
who does what,
for how long,
at what time,
and to what end.
Not only that, they get a constant reminder, can easily access updates, and processes are carried out in time.
This is achievable, but process mapping software takes it from achievable to fast and effective. Your processes are carried out automatically, and you gain more revenue with lesser costs incurred.
This article will discuss what process mapping is generally and why you need it for your business.
We will also explore what process mapping software is and the benefit it brings to your company.
Finally, we will examine the top process mapping software you can choose from.
Process mapping is the act of drawing out a workflow diagram or chart to get a clearer understanding of how a particular process works and the most effective way to achieve it.
Simply put, mapping out your process entails analyzing a particular activity with the help of diagrams and looking for the simplest and most effective way to carry out that activity.
Why do we use process maps?
Process maps are used to graphically illustrate the tasks and inputs of an organization for a clearer understanding of the organization’s process.
They help reduce errors in a procedure, create a better understanding of cross-functional areas, help everyone involved in the process to see the process in the same light, and reduce waste of time and resources by pointing out excesses and gaps in the procedure.
In businesses, process maps are very useful in delivering services and effectively conducting projects to generate maximum profit.
In simple terms, they simplify complicated processes and help you figure out the best way to carry them out.
Types of process maps
There are different kinds of process maps you can use for business processes. They include:
Flowcharts
Image credit: smartdraw.com
Flowcharts are graphic illustrations of a particular process. Three kinds of flowcharts exist. There are the top-down flowcharts, which illustrate the steps of a process in a single flow. There are deployment flowcharts, which are similar to top-down flowcharts but include who performs each task. And then, there are detailed flowcharts, which include every detail necessary in the workflow.
Swimlane diagrams
Image credit: grapholite.com
They are also known as cross-functional maps. These diagrams illustrate the tasks and responsibilities involved in the sub-processes within a process.
Data flow diagrams
Image credit: lucidchart
A data flow diagram is similar to a flowchart, but it concentrates on the flow of data through a system. It shows how data is processed within a system in terms of inputs and outputs. It illustrates where data comes from, where it goes, and where it is finally stored
Value stream mapping
This map illustrates the present state of a process and helps to design the outcome of the process. It is a lean manufacturing technique that allows you to visualize the steps you need to take, from producing a product to delivering it to your customer.
Process mapping is essential
Process mapping is essential for both individuals and organizations.
My goal today is to walk you through the benefits that process mapping software brings to you and your organization—that will be my focus here, not the nitty-gritty of process mapping generally.
Initially, pen and paper were used to map processes. Though this is quite simple, it is not so effective.
There are a lot of things that could go wrong with mapping on paper.
Not only does mapping require a lot of time, but some metrics might also go untracked. It is needless to say that a paper document is not the best way to store information, especially in this technological dispensation.
This is where the need for process mapping software comes in.
I am sure you get the concept of process mapping at this point.
Using process mapping software makes your processes more straightforward and faster to carry out. It also makes you more efficient and productive.
We will be discussing all there is to know before adopting this software in the next chapter.
Chapter 2: Process Mapping Software
We know that process mapping helps you visually describe the activities that make up a process from the beginning until it is completed.
Process mapping software is a tool that helps you to map out your process in a more detailed and smarter fashion, ensuring a more effective outcome of processes.
Why does your business need process mapping software?
Process mapping software presents a smarter, technologically inclined, and easier way of mapping out your processes.
Unlike mapping without a tool, mapping with process mapping software is not limited to graphically illustrating your workflow process.
With process mapping software, you can do a lot more:
It presents you with the tools to create professional-looking diagrams that visually explain processes in the clearest means possible.
It also helps you clearly define the steps in a process, who is in charge of each task, and the duration in which each task must be carried out.
It aids your organization in discovering various opportunities for improvement and gives room to make continuous improvement if the need arises.
If you choose the right software that suits your purpose, your organization will experience a huge return on investment.
It helps you in restructuring an organization, especially after a merger or after acquiring a new property.
With proper implementation, each unit of your organization will perform its processes appropriately, and this will help your business meet, or even exceed your customer’s expectations.
When organizations use business mapping software, it benefits both the employees and the executives.
Benefits for Executives:
Executives and managers get a clearer perspective of the organization and its numerous processes.
It also helps them adopt and implement the best work practices for the organization.
Benefits for Employees:
It can be used to ensure that the process is best suited for the employees, making them more compliant with the processes.
Process mapping software helps your employees see how their operations are interrelated with other employees in the organization.
It also helps to identify ways they have been carrying out their process inefficiently and correct these inefficiencies to improve the quality of their work.
You can achieve all this with the help of process mapping software.
You might be wondering how drawing out processes in detail can give your business all these benefits.
Let’s take a look at how process mapping software works.
How does process mapping software work?
Process mapping software presents you with illustrative elements with which you can use to describe individual tasks within your processes visually.
With the information you input, it generates ways to improve your processes, including:
Identifying the gaps that might cost your organization time and money and possible setbacks that might occur
Allowing you to re-order your processes to ensure a smoother and effective workflow
Enabling you to set a duration for not just the whole process but sub-processes and even individual tasks. So, you get a reminder when you exceed the deadline for a task.
Ensuring processes are adequately documented and shared with every individual involved in the process
Providing a storage system for your processes so you can always go back to view the entire process, even after its completion
So, in the end, you have a well-planned out process, adequately distributed to the parties involved, appropriately stored to be reviewed and updated if need be. Every organization needs process mapping software—no one sees a tool that presents their business with so many benefits and turns their eyes away.
But as you decide which process mapping software to get, you need to ask yourself some basic questions to help you figure out which process mapping software best suits your organization’s needs.
Let’s take a look at these questions.
Three critical questions to ask before getting process mapping software for your business
We have established the fact that a process mapping tool is a must-have for every business.
But before getting process mapping software, you need to ask yourself the questions below:
1. How do you intend to use the process maps?
If you are okay with storing your process maps in a file or folder, you probably do not need process mapping software.
Also, if mapping out your processes is a one-time thing for you, and you are unwilling to invest in fancy software, then a simple diagramming tool will do just fine.
But if you want your process maps to evolve over the years and still be useful to your employees, then you don’t need just any process mapping software—you need an advanced one.
2. Who will have access to the process maps?
You need to decide who you want to access the process maps. Is it for all your employees to see, or is it just for the executive members of your organization?
If you want all your employees to have access to it, then you need robust mapping software with collaboration features. If only you will have access to it, a simple diagramming tool will do.
3. Do you want to automate processes directly from your process maps?
If this is your goal, you need a process mapping tool integrated with advanced process management software. With this in place, your beautiful drawings can come to life.
The questions I have listed above will help you figure out why you need process mapping software and what purpose you need it to serve.
With that in mind, let’s check out the main features to consider when getting your process mapping software.
Things to consider when choosing process mapping software
Before you decide which process mapping software to utilize, you need to consider factors to ensure it will suit your process mapping needs.
Here are some features to consider:
1. Interface
Pay attention to:
Its collection of customizable shapes for creating your diagrams
Its fully designed themes including colors, fonts, and effects
Its collaboration tools and the number of users that can view and edit the maps at the same time
Its ability to allow users to include and link several diagrams in a single process
Its ability to resize shapes, replace shapes without deleting the original shape, and its use of spell check
Its drag and drop functions
2. Viewer access
Check if:
It allows all users to add comments and edit the maps.
It will enable you to link to other sections and pages of the process so you can go through the whole process with ease.
It allows you to control the access other users and collaborators have to the process.
It lets you store and export your files in recognized formats that can be easily emailed and printed.
3. Pricing
Check out:
The monthly and yearly subscriptions
The number of users and the features it offers for the varying prices
If it includes a free trial that allows a test run of the software before purchasing
Its subscriptions plans (both monthly and annual), and if they are affordable
In addition, you need to check if:
It makes automated updates
It is web-based
It allows process simulation
It gives room for process analysis
It is integrated with MS Office products
With most of these in place, you can be sure that it is an advanced process mapping software that will help your organization achieve all its goals more profitably.
Note that not all process mapping software solutions have all these features.
Do not just assume that all software can do all these. Check out the features to decide which process mapping software best suits your needs.
There are different categories of software that can map out your processes, and each of them has its unique functions.
Categories of process mapping software
There are three categories of software you can use for process mapping based on their functions. These categories are:
1. Diagramming software
These types of software are designed to create, edit, and share various kinds of diagrams. Though they are not explicitly made for process mapping, they can be used to create and review your process maps. This is suitable for individuals and not groups.
2. Project management software
Companies use this software to coordinate workflow for the various projects within the office. Usually, this software includes process mapping tools, as mapping out processes are the first stage of any project. Not only do they help with process mapping, but they also manage project tasks until you complete the project.
3. Business process management software
This is made for processes but goes way beyond mapping out your processes. It manages them by automating business processes, which help you in attaining your goals swiftly and more efficiently. You can also use it to get your company adapted to a new procedure.
These categories should help you determine which category each process mapping software falls under and how advanced its functions are.
We have focused on all the major things you need to know about process mapping software (tips that will guide you in choosing one for your organization). How about we fast-track to after you get the process mapping software. How do you use it?
How to use process mapping software for your business
Using process mapping software is not complicated. To get the best out of your process mapping software, you must have a general idea of how you want your processes to be run, who does what, when it should be done, and within what time frame.
Most process mapping software is easy to use, but you have to get familiar with your software:
First, you need to get familiarized with the items on the pallet (symbols, shapes, templates, artifacts, swimlanes, etc.) and what they represent. These may vary in different software.
After this, begin practicing. Try out one of your simplest processes till you fully understand how to use the items on the pallet.
When you get that right, you can gradually move to more complicated processes.
The steps in using process mapping software vary with each software option. However, I have included a short video that demonstrates how to use a typical process mapping software:
Now you know the basics of process mapping software. We have explored what process mapping software is, what it does, features to look out for, etc.
At this point, you should have an idea of the type of process mapping software you want. This knowledge will help you in the next chapter.
It’s time to pick out your process mapping software to help you carry out your processes more productively and efficiently. I have compiled a list that should help you with that.
Chapter 3: Top 20 Process Mapping Software Solutions
There are many business process mapping software programs you can choose from. To make it easier for you, I have searched through the web and compiled a list of the most suggested process mapping software from various reviews on the internet. This list includes software from the three different categories of process mapping software I earlier explained.
Previously, we also mentioned features to look out for when choosing your process mapping software. As you go through this list, look out for the features that best suit your organization’s needs. That should help you pick out the process mapping software that you think is the best for you.
1. SweetProcess
Image credit: SweetProcess
SweetProcess is a process mapping software that embodies all the necessary features needed to create process maps and more. It provides a bundle of SOP (standard operating procedure) functions that work together to add value to your business. It creates processes, assigns tasks, identifies ways to streamline your processes, and tracks progress until the procedure or process is completed.
Some of its features include:
Procedures designed for productivity
Progress change tracker
Import and export of processes
Collaboration tools
Video and pictures attachment tool
Pros:
It does not only create processes but trains new workers in established processes.
It tracks step-by-step processes as an employee goes through the process.
It identifies ways in which you can improve your processes.
It enables you to add pictures and videos to clarify your process further.
Cons:
The features you have access to during the free trial are not as extensive as those you can access when you purchase a subscription.
2. LucidChart
LucidChart is process mapping software that not only helps you create diagrams for your process, it also allows for collaboration with other users, notwithstanding the device, and lets you connect live data to your diagrams.
Some of its features include:
Drag and drop functionality
Flexibility of the number of users (from a team of two to an organization of 200,000)
Group chats and comments
Embedded documents in websites and blogs
Revision history to track the development of your document
Secure online storage and hourly backup of documents
Pros:
Its prices are flexible.
It gives you access to a ton of process map templates.
It is easy to use and doesn’t require training.
It includes several export options in different file formats.
Cons:
It is expensive for large teams.
3. Tallyfy
Image Credit: appsumo.com
Tallyfy is another process mapping software that digitizes your manual process. It allows you to scale your operations and automate your processes.
Some of its features include:
Working without exiting Gmail or outlook
Integration via API
Easy tracking of your processes
Conditional branching automates decisions
Workflows approval using web forms
Pros:
It enables you to track your processes and know how individual processes in your company are being carried out.
The processes are automated.
It provides you storage space on the server.
Cons:
Some users have complained that the customization of the user dashboard is limited.
4. Microsoft Visio
Image credit: microsoft.com
This software is a process mapping tool that focuses solely on diagramming and creating flowcharts for your processes.
Microsoft Visio allows you to create organizational charts, wireframes, professional multi-page diagrams, and many more.
Some of its features include:
Easy shape customization
A variety of easy-to-apply themes that help in creating professional diagrams
AutoConnect functions
An array of brainstorming and business process diagram templates
Shape effect options like the shadow, glow, and bevel effects
Pros:
It has a variety of process mapping functions.
It gives you access to a ton of process map templates.
It allows you to store your documents on OneDrive and also export them.
It permits collaboration with other users.
Cons:
It is not accessible on mobile devices.
It can only be used on Windows.
5. Draw.io
Image credit: draw.io
Draw.io is straightforward software you can use to map out your processes. You can create diagrams, ranging from simple ones like process flowcharts to more complicated diagrams, like UML diagrams, network diagrams, site maps, etc.
Some of its features include:
Drag and drop functionality
Extensive shape library and a ton of templates
Import and export of files in various formats
Online and offline use
Compatible with all kinds of browsers
Pros:
It is effortless to use.
It is integrated with other software like Confluence.
It is entirely free to use.
Cons:
It is not solely dedicated to process mapping. Mapping is just one of its functions.
It does not store your data and requires an internal server to share your process maps with other users.
6. SmartDraw
Image credit: smartdraw.com
SmartDraw is a flowchart maker and a diagramming solution for process mapping. It allows you to create professional diagrams and charts with ease, documents all your processes, and manages your projects.
Some of its features include:
An intelligent formatting engine that helps build and edit diagrams easily
Integration with tools like MS Office, Google apps, etc.
Collaboration with members of your teams online
Several designer templates, diagram types, and symbols help you create professional-quality diagrams
Import and export of diagrams
Pros:
It is straightforward to use.
It has a unique automated technology that allows you to automate your processes.
It can be used on any device, whether mobile or desktop.
It saves your process maps on Dropbox, Google Drive, OneDrive, and SharePoint.
Cons:
It is pretty expensive for desktop users.
7. Kissflow
Image credit: kissflow
Kissflow is a cloud-based process mapping software that automates business processes, generates and monitors reports, and tracks the performance of individuals and an organization as a whole.
Some of its features include:
Drag and drop interface
Data analytics features
API integration
Collaboration with other team members
Progress tracking functions
Pros:
It has a flexible workflow and is very easy to customize.
It has a mobile app, which makes it easier to access.
It automates your processes.
It doubles as an excellent tool for HR management.
Cons:
It cannot be accessed offline.
8. BPM Online
Image credit: capterra
BPM Online is business management software that houses a comprehensive suite of tools to help you map out, manage, monitor, analyze, and execute your processes. It is also a solution for sales, marketing, and service automation.
Some of its features include:
Advanced customization features
Collaboration suite
Process designer system
Metrics and analytics tool
Third-party integration
Drag and drop functionality
Pros:
It not only maps out your business process but also manages it.
It is flexible to customize and allows the tracking of performances.
It enables the modification of processes without losing initial data.
It has a user-friendly interface.
Cons:
It is not entirely process mapping software. It only includes process mapping features.
9. Creately
Image credit: creately
Creately is your go-to software for diagramming. It presents its users with an extensive template library containing multiple business process diagrams, case diagrams, etc., to make process mapping more straightforward and faster.
Some of its features include:
Full revision history
Thousands of templates and examples
Unique themes and color palette
Third-party integrations
Drag and drop functions
Data import and export
Pros:
It can be accessed on the web and through desktop apps.
It is not expensive to use.
It is effortless to use and does not require training.
It provides collaboration features for you and your team members.
Cons:
It constrains storage functions. Charts that run under the same subject cannot be stored together.
The free tier has minimal functions and templates.
10. Smartsheet
Image credit: softwareadvice
Smartsheet is a web-based software that focuses not only on process mapping but project management in general. It provides enterprise collaboration solutions for organizations and empowers teams to execute project tasks with speed and accountability.
Some of its features include:
API integration
Real-time collaboration features
Work process automation
Proven and enterprise-approved security
Built-in connected experiences with Microsoft Office 365, Google Apps, Dropbox, and other applications
Pros:
It has varied integrations.
It is easily accessible from any browser or service.
It possesses automated workflow capabilities.
It maps out and manages different business processes, including projects, business operations, programs, etc.
Cons:
Some users have complained that it does not autosave files and has no automated backup feature.
11. Nintex Promapp
Image credit: promapp
Nintex Promapp is a cloud-based process management software used to create and store business processes online. It provides a collaborative environment for team members to generate process maps and share process improvement ideas efficiently.
Some of its features include:
Collaboration tools
Personalized navigation to make processes personal
Dashboard notifications
Integrations with SharePoint, EDRMS, or nay intranet
Improvement and incident tracking
Pros:
It is easy to use.
It has flexible customization tools, which makes it easy to simplify processes.
It gives room for connecting processes and documents.
It tracks your processes and provides constant updates.
Cons:
It might be expensive for small businesses.
12. Graham Process Mapping
Image credit: processchart
Graham Process Mapping is process mapping software that focuses solely on mapping and improving business processes. It breaks down business process flow into documents, applications, spreadsheets, records, and whatever is needed to capture, transmit, and store process information.
Some of its features include:
Collaboration suite
Process change tracker
Business process automation
Visual workflow management
Process mapping, modeling, and designing
Pros:
Detailed process maps are easy to draw, edit, and read.
Linking to other charts and documents is easy.
It can create quick analytic reports about all the maps in your process.
Cons:
It is quite expensive.
13. CWA Process and QM Suite
Image credit: cwa-process
CWA Process and QM Suite is a cloud-based business process management software that provides tools for process mapping and modeling, process optimization, and publication to manage employees’ workflow in an organization.
Some of its features include:
Feedback workflow function among users
Automated workflow management tools
Email integration
Process analytic reports
Process change updates
Pros:
It allows processes to be automated as workflows.
It enables process mapping as well as the accessible publication of processes and documents.
It permits the review and modification of processes.
It is flexible, easy to use, and straightforward.
Cons:
Some users have complained that workflow management sometimes takes time to get used to.
14. Edraw
Image credit: edrawsoft
Edraw software is a diagramming solution software that helps its user map out the process with the help of various templates, diagrams, and symbols in its reservoir. It is used to create flowcharts, process maps, mind maps, etc. As long as it is a diagram you want to make, Edraw is your go-to software.
Some of its features include:
Drag and drop functionality
Multi-user collaboration features
Well-designed templates for ease of use
Organizational charting
Process revision management
Pros:
It allows you to export your files into PDF and other graphics formats.
It significantly simplifies the most complex of processes.
It is flexible and easy to customize.
It has a user-friendly interface, and tools are easy to learn.
Cons:
It doesn’t have a cloud-based storage system.
It was not made precisely for process mapping alone.
15. ConceptDraw PRO
Image credit: conceptdraw
ConceptDraw PRO is another software you can use to map out your processes. It is designed to create professional flowcharts and is almost similar to MS Visio. It makes it easy for users to build real visualization solutions for long and complex business processes.
Some of its features include:
MS Visio compatibility
Speedy flowchart technology
Advanced chain and tree connection modes
Communication and presentation functionalities
Live objects technology
Pros:
It allows you to work offline and online.
It all allows for the import and export of files.
It automates your workflow process.
It is highly flexible and easy to use.
Cons:
It does not have an autosave function.
It is not as intuitive as MS Visio.
16. Cacoo
Image credit: cacoo
Cacoo is a cloud-based diagram software that enables its users to create any diagram for professional purposes. Though this is not solely for creating process maps, it provides you with all the tools needed to create one.
Some of its features include:
Real-time collaboration
In-built store of pre-designed templates
Revision history
Organizational charting
Drag and drop functionality
Pros:
It is user-friendly.
It tracks the changes in your process.
It enables you to access your work from all kinds of devices.
It has an automatic backup function.
Cons:
Functions are limited to diagramming alone.
17. Gliffy
Image credit: gliffy
Gliffy is an online diagramming software that can be used to create, edit, and share any diagram. Although this is not suitable for extensive and complex processes, it comes in handy when you need to create a mini-project process quickly.
Some of its features include:
Drag and drop functionalities
Collaboration features
Data import and export
Organizational charting
Revision management
Pros:
It is easy to use.
Its user interface is very intuitive.
It hosts all your models and diagrams in the cloud.
Its integration with Confluence makes diagramming easier and flexible.
Cons:
Limited features in the free version.
Functions are limited to diagramming alone.
18. Skore
Image credit: getskore
Skore is a cloud-based process mapping software that helps organizations deliver transformational services. With this, you can map out your process, discover current operating models and technology for your process, and make improvements with the analytic insights it provides.
Some of its features include:
Process modeler and designer
Process change tracker
Collaboration tools
Digital discovery tools
Document import and export
Pros:
It allows you to quickly map out processes that are easy to read and understand.
It tracks your processes and changes made to them.
It provides analytic reports for different stages of the process.
It is accessible on all devices.
Cons:
It is quite expensive.
19. ProcessMaker
Image credit: capterra
ProcessMaker is open-source software that allows you to create and edit process diagrams. It helps to create, design, automate, and deploy business processes of different scales.
Some of its features include:
Drag and drop functionality
Import and export of processes in BPMN 2.0 format
Personalized dashboards
Process improvement tracker
Process designer
Pros:
It is accessible on all devices.
Simple and user-friendly interface.
It provides offline access.
It allows you to create multi-language forms even though you have no prior programming knowledge.
It automates your processes.
Cons:
It has a weak integration capability.
Some users have complained about the inability to achieve complicated workflows.
It is quite expensive.
20. EDGE Diagrammer
Image credit: pacestar
EDGE Diagrammer is a diagramming tool that enables you to create professional designs, flowcharts, and diagrams of any kind. Though this is strictly a diagramming tool, you can easily map out your processes and export your maps with this tool.
Some of its features include:
Free extension packs
Import and export of diagrams
Numerous pre-designed templates
Autosave and auto-backup functions
Pros:
It is easy to use.
It has in-built shapes, symbols, and connectors.
It allows you to import and share your files.
Cons:
It is only available on Windows.
It is strictly for creating and sharing process maps.
Chapter 4: Conclusion
With these abundant options available and armed with their pros and cons, you should be able to confidently choose process mapping software that you think would serve you the best. In fact, at this point, I believe you should have already chosen your process mapping software—or at least highlighted some software you would love to check out.
We can all agree that processes form the core of every activity in any organization. If you want to achieve productivity in individual and organizational tasks, you must map out your processes, however minor they may be.
What better way to map out your processes than with process mapping software?
Imagine an organization where processes are simplified and carried out speedily, with minimal errors, and on time. This will increase customer satisfaction, and most importantly, your bottom line. You have all the information you need to make this happen.
Ask yourself the important questions to decide what you need process mapping software for, look out for the one that best suits your needs, and finally, choose the perfect software for you.
You also already have a guide on how to use your new software. Now it is left to you to unlock a new world of ease and smooth workflow within your organization.
To help you further, I have made a checklist of features you should consider when buying process mapping software. It will come in handy when you’re ready to buy your software, and you need to make decisions.
Do it with SweetProcess, click here to learn more
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