Process Mapping

When process reigns, all else falls into place

Have a solid business plan but it all falls apart when one team member is sick?

Constantly receiving negative comments from internal and external stakeholders when things don’t go to plan? Struggling to scale up and grow your business? Process mapping helps ensure you and your team know what to do and when to do it.

Let’s talk all about process mapping

Process mapping, what’s that?? At Positive HR, we break down your workflow into smaller parts to ensure we cover all the steps, and make your business easier and smoother to run. Positive HR approaches process mapping in three distinct stages.

HIGH LEVEL

The first stage is looking at process mapping from a high, overarching view. This step involves bringing employees together to ensure everyone understands the meaning of ‘workflow process’, reviewing where most needs processes documented or implemented, and reviewing any processes already in place.

INSIDE THE BOX

We then jump to the nitty gritty. This involves working with staff members to deep dive into overall workflow processes to identify sub-processes including;
a) Activities – Tasks executed during process across various divisions.
b) Events – Triggers that cause a process to begin, end, or may even redirect the overall workflow process to a different path.
c) Gateways – Decision steps.
d) Flows – identify parallel processes and connect activities across divisions.

FINAL STEPS

The final step involves staff and management identifying and observing any remaining detail to review and discuss to ensure the new overall workflow process and sub-processes are mutually understood. From here, provide education to teams and individuals to ensure they are complying with workflow process, then review the systems to ensure they align.

The benefits of process mapping

Process mapping involves documenting current procedures and creating new ones, covering your business and team roles step by step. To ease onboarding, help solve common repeated mistakes, and cover when team members take leave.

1. Ease onboarding
2. Cover knowledge gaps
3. Increase productivity
4. Avoid missed steps & details
5. Assist in scaling

1. Ease onboarding

Ease onboarding

Imagine bringing in a new team member, and being able to show them a clear process for doing their role, or an overall process of what the company does. Having these processes documented means less repeat questions, and quicker learning from new employees who can consult a process document when they are unsure of the next step.

2. Cover knowledge gaps

Cover knowledge gaps

If one team member is the only one that knows how to do a certain task, or what their role entails, everyone else is at a loss when that team member falls ill, takes leave, or leaves the business. Ensuring processes are documented and information is shared ensures that these knowledge gaps are covered if a team member is not around.

3. Increase productivity

Increase productivity

When employees have clear processes and know where to find information, they are more effective and productive. When relying on memory or other people to find the next step, time is often wasted waiting for someone to be available to ask, or trying to rely on memory for a task.

4. Avoid missed steps & details

Avoid missed steps & details

Without a solid plan or process, some steps and details can be missed or overlooked. If your employees are relying on memory or other team members to complete a task, human error will always play a part. Having a clear, written process, means that on those days when the brain is feeling a bit fuzzy, employees always have somewhere to look for that next step.

5. Assist in scaling

Assist in scaling

When your processes are clear, and everyone knows the standard that is expected, it doesn’t matter if there are 2, 15, or 300 employees on the team. With clear processes, you can scale your business much easier, allowing you to step away and your employees to take the lead, knowing exactly what to do and what is expected of them.

1. Ease onboarding
2. Cover knowledge gaps
3. Increase productivity
4. Avoid missed steps & details
5. Assist in scaling

1. Ease onboarding

Ease onboarding

2. Cover knowledge gaps

Cover knowledge gaps

3. Increase productivity

Increase productivity

4. Avoid missed steps & details

Avoid missed steps & details

5. Assist in scaling

Assist in scaling

Outsourced HR example

Bridget is the owner of a boutique accounting firm that employs 16 people. She’s commonly finding that clients are receiving very different experiences.

Due to the inconsistencies, some clients have had such a negative experience through the client journey process the business has now received some 1 star reviews on Google.

Bridgett knows that if she manages the client journey herself, clients are always delighted with the service.

She started working with Positive HR and our talented HR superstars, who helped Bridget identify her current client journey, what was working, what wasn’t, and how it could be innovated and improved. Part of this was also reviewing automation, tech and the systems used.

Since working with Positive HR, Bridget has been able to greatly improve the experience for her clients and ensure consistency across the team.

How Positive HR can help you with Process Mapping

Ongoing support for your HR needs, remotely and on site. We connect with you and your team via Zoom, phone, email and in person.

PROJECT WORK

Let’s build a project tailored to suit your organisation’s needs, that is flexible and cost-effective.

1/2 DAY PER WEEK

Dedicated HR support for a 1/2 day per week, to ensure your team and workplace are HR-ready.

1 DAY PER WEEK

One out of five ain’t bad. Get a full day of HR services per week with our most popular package.

What our clients are saying

Jess was the absolute right person at the right time, joining us for some strategic design work that's set us flying.

The way Jess shows up fully present in the moment to what you need is rare, especially for someone so in-demand and busy. Jess's knowledge, experience and the sense of purpose she brings to her work shines through. Getting stuff done whilst being a wonderful human at the same time. It's been a pleasure and I look forward to continuing to work with Positive HR in the future.

Melanie Greblo • Founder @ Scriibed

Our small business first engaged the services of Jessica to assist with a contract and workmanship guarantee.

Jessica was patient and understanding and happily answered all of my questions. We have used Jessica several times since and find her knowledge and insights into the business wonderful. We will continue to use her services as our business moves into the next phase. Thanks Positive HR.

David Andersen

We have purchased employment contracts and received advice from Jess at Positive HR for our carpentry business, and her help has been invaluable.

Jess is easy to deal with, knowledgeable and happy to help with any queries. We will definitely be using Positive HR again in the future when the need arises.

Phillip Nixon

I had an amazing experience with the team at Positive HR, they made hiring staff an easy stress free process.

They handled the whole thing for me. I could not have done it without them!

Gemma Maree

Jess and the incredible team at Positive HR always go above and beyond to support their clients.

They take the time to get to know the people and the businesses they work with. They are truly HR superstars and all their documents are extremely high quality, extensive and professional. Be Heard Therapy & Supports are so incredibly lucky to have the Positive HR team as part of our biz family! Cannot recommend them enough for any and all HR needs!

Rhyannon Perkins