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How to map a process

Write down the trigger and the final outcome first, then fill in the steps between them. Draw the sequence so everyone can see how the process runs.
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What a process map includes
Six parts make a map someone new can follow.
A trigger
The event that starts the work, such as a ticket, a signup, a file, or a date.
An outcome
The state that means the process is finished, named so two people would agree.
Steps in order
The order the work actually happens in.
Decisions with both sides
Each answer to a decision leads to a next step.
An owner for each step
A name or a role, so every handoff has someone responsible.
Known exceptions
The case that happens every month belongs on the map.
How to get a process out of someone's head
Sit with the person who does the work and draw while they talk.
1. Walk through the last real case
Use what happened last Tuesday as the example.
2. Use their verbs
Write the step the way the team says it, such as "check the PO".
3. Stop at every "it depends"
That phrase marks a decision. Ask what it depends on.
4. Read the path back
Correct the board right away when they change something.
See a process take shape
A short look at boxes and arrows for a work process.
Keep the map small enough to use
A good process map covers one process, start to finish.
One trigger, one outcome
A second outcome deserves its own map.
Handoffs on their own board
When the pain is the pass between two roles, give that pass its own small board.
Templates to start from
Customer Onboarding, Incident Response, and Release Pipeline give you a first layout to adjust.

Process mapping FAQ

Questions about drawing the work as it really happens.

Start with the last time the work happened and map that case. Disagreements show up as decisions on the map.

Detailed enough that a new person knows what to do next. If a box says "handle it", split it into smaller steps.

A flowchart is the picture. A process map uses that picture to describe real work, with a trigger, owners, and an outcome.

Include the ones that already happen, and add others as they come up.

Yes. Describe the work in a few sentences in AI chat and review the draft with the person who does the job. See the AI flowchart generator.

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