Step-by-step process mapping examples to boost your organization productivity
process mapping 02 BPMN diagram product image EN standard 4 3 2x

Step-by-step process mapping examples to boost your organization productivity

process mapping 02 BPMN diagram product image EN standard 4 3 2x

Imagine you're about to embark on a new project, and you need to get everyone on the same page. What if you could visualize each step, spot inefficiencies, and streamline the entire process? Enter: process mapping. Whether you're in manufacturing, healthcare, retail, non-profit, or SaaS, process maps are your secret weapon to success.

Identify your processes: Where to begin

So, you've decided to dive into process mapping. But where do you start? The first step is identifying the processes you want to map out. It might be overwhelming, but don't worry; it's simpler than it seems. Here are the steps to begin your process mapping journey:

Step 1: Define your objectives

Start by pinpointing the critical processes that drive your business. Think about the workflows that impact your goals the most. Are you looking to improve efficiency, enhance communication, or ensure compliance? Clearly define what you hope to achieve with your process map.

Step 2: Gather your team

It's crucial to involve stakeholders from various departments. Their input will help you understand the intricacies of each process and identify potential bottlenecks. Assemble a diverse team that includes people who are directly involved in the process, as well as those who oversee it.

Step 3: Outline the process steps

Begin by outlining each step of the process. You can start with a high-level overview and then drill down into more detail. Use sticky notes or Miro's visual workspace to list each step and arrange them in sequence.

Step 4: Identify inputs and outputs

For each step, determine the inputs (resources, information) and outputs (results, products) involved. This will help you understand the flow of materials and information through the process.

Step 5: Determine key metrics

Identify the key metrics you will use to measure the effectiveness of the process. These could include time taken for each step, costs involved, error rates, and customer satisfaction levels.

Step 6: Create the initial process map

Using the information gathered, create your initial process map. Use Miro's advanced diagramming capabilities and templates to make this task easier. Ensure that all steps, inputs, outputs, and metrics are clearly represented.

Step 7: Review and refine

Review the initial process map with your team. Gather feedback and make necessary refinements. Ensure that the map accurately reflects the current state of the process and addresses any identified issues.

Step 8: Implement and monitor

Implement the process map in your operations. Monitor the process regularly and use the identified metrics to measure its effectiveness. Make adjustments as needed to continuously improve the process.

Process mapping basic symbols and notation

Ever seen a process map and wondered what all those shapes and arrows mean? Let's demystify the symbols and notation so you can create clear, effective maps. Understanding these symbols is like learning a new language that helps you communicate complex processes simply and effectively.

Ovals represent the start and end points of a process, indicating where the process begins and where it concludes.

Rectangles are for tasks or activities within the process. Each rectangle should contain a single, clearly defined task.

Diamonds indicate decision points. These are the crossroads where a process can take multiple paths based on different conditions.

Arrows show the flow direction, guiding you from one step to the next and ensuring logical progression.

Using these basic symbols, you can map out any process from start to finish. And if you're using Miro, you'll find a rich library of templates and symbols to get you started quickly. Miro's advanced diagramming capabilities allow you to create detailed and interactive process maps, making it easier for your team to visualize and understand complex workflows.

Real-world process-mapping examples

Process maps aren't just for theory; they have real-world applications across various industries. Let's dive into some examples to see how different sectors leverage process mapping and how they can make a difference.

Process mapping in manufacturing

In manufacturing, precision and efficiency are everything. Process maps help identify bottlenecks and streamline production lines. For example, a car manufacturer might map out the assembly line to ensure each step, from welding to painting, is optimized for speed and quality.

Step-by-step process:

  1. Define objectives: Improve production efficiency and reduce costs.

  2. Gather team: Include production managers, line workers, and quality control experts.

  3. Outline steps: Map each stage from welding, assembly, and painting to final inspection.

  4. Identify inputs/outputs: Raw materials, components, finished products.

  5. Determine metrics: Time per step, error rates, production costs.

  6. Create map: Use Miro's tools to detail each step and flow.

  7. Review and refine: Get feedback from the team, identify inefficiencies.

  8. Implement and monitor: Apply changes, monitor improvements.


The manufacturer identified several inefficiencies by visualizing the entire production process, such as redundant steps and unnecessary delays. They implemented changes based on the process map, which resulted in a 15% increase in production efficiency and a 10% reduction in costs.

Tip: With Miro's advanced diagramming capabilities, you can create detailed, interactive process maps that everyone on the production floor can access in real-time, ensuring continuous improvement and seamless operations.

Process mapping in healthcare

Healthcare is all about delivering timely and effective patient care. Process maps can streamline everything from patient intake to discharge. Imagine mapping out the steps of a patient's journey through an emergency room, identifying delays, and implementing improvements.

Step-by-step process:

  1. Define objectives: Reduce patient wait times and improve satisfaction.

  2. Gather team: Include doctors, nurses, administrative staff, and patient representatives.

  3. Outline steps: Map patient journey from check-in, triage, treatment, to discharge.

  4. Identify inputs/outputs: Patient information, medical supplies, treatment plans.

  5. Determine metrics: Wait times, treatment times, patient feedback.

  6. Create map: Use Miro's tools to visualize the patient flow.

  7. Review and refine: Identify bottlenecks, gather staff feedback.

  8. Implement and monitor: Apply improvements, track metrics.


A large hospital used process mapping to redesign their emergency room operations. By mapping out the patient flow, they pinpointed bottlenecks causing long wait times. After making data-driven adjustments, they reduced patient wait times by 25% and improved overall patient satisfaction scores.

Tip: Miro's visual workspace supports both real time and asynchronous collaboration, making it easy for healthcare teams to continuously improve their processes and enhance patient care.

Process mapping in retail

Retailers need to keep their supply chains running smoothly to meet customer demand. Process maps can help manage inventory, streamline shipping, and enhance customer service. For instance, mapping out the process from order placement to delivery can reveal inefficiencies and areas for improvement.

Step-by-step process:

  1. Define objectives: Optimize order fulfillment and reduce shipping times.

  2. Gather team: Include supply chain managers, warehouse staff, and customer service reps.

  3. Outline steps: Map steps from order receipt, picking, packing, to shipping.

  4. Identify inputs/outputs: Orders, inventory, shipping labels.

  5. Determine metrics: Fulfillment times, error rates, customer feedback.

  6. Create map: Use Miro's tools to detail each step and flow.

  7. Review and refine: Identify inefficiencies, streamline steps.

  8. Implement and monitor: Apply changes, monitor improvements.


A leading online retailer used process mapping to optimize their order fulfillment process. They discovered that consolidating certain steps and automating others reduced their shipping times by 20%. Additionally, customer complaints about late deliveries dropped significantly.

Tip: With Miro's extensive templates library, retailers can quickly create and customize process maps to suit their specific needs, ensuring they meet customer expectations efficiently.

Process mapping in non-profit

Non-profits often operate with limited resources, making efficiency crucial. Process maps can help streamline volunteer onboarding, donation processing, and event planning. By visualizing these processes, non-profits can ensure they're making the most of their resources.

Step-by-step process:

  1. Define objectives: Improve volunteer onboarding and increase retention.

  2. Gather team: Include volunteer coordinators, experienced volunteers, and HR staff.

  3. Outline steps: Map steps from application, training, to active volunteering.

  4. Identify inputs/outputs: Applications, training materials, volunteer assignments.

  5. Determine metrics: Onboarding time, volunteer satisfaction, retention rates.

  6. Create map: Use Miro's tools to visualize the onboarding process.

  7. Review and refine: Identify delays, simplify steps.

  8. Implement and monitor: Apply changes, track improvements.


A non-profit organization used process mapping to improve their volunteer onboarding process. They identified steps that were causing delays and confusion for new volunteers. After revising their process map and implementing the changes, they reduced onboarding time by 30% and improved volunteer retention rates.

Tip: Miro's powerful diagramming tools and Miro AI can help non-profits create effective process maps that drive their missions forward and maximize their impact.

Process mapping in SaaS

In the SaaS industry, customer experience and product development are paramount. Process maps can help streamline product development cycles, enhance customer onboarding, and improve support workflows. By mapping out these processes, SaaS companies can ensure they're delivering value efficiently.

Step-by-step process:

  1. Define objectives: Improve customer onboarding and reduce churn.

  2. Gather team: Include product managers, customer success teams, and developers.

  3. Outline steps: Map steps from signup, onboarding, to first successful use.

  4. Identify inputs/outputs: Customer data, onboarding emails, product usage data.

  5. Determine metrics: Onboarding time, customer satisfaction, churn rate.

  6. Create map: Use Miro's tools to detail each step and flow.

  7. Review and refine: Identify friction points, gather customer feedback.

  8. Implement and monitor: Apply changes, monitor improvements.


A SaaS company used process mapping to refine their customer onboarding process. By visualizing each step, they identified redundant tasks and areas where customers experienced friction. Implementing changes based on the process map led to a 40% reduction in onboarding time and a significant increase in customer satisfaction.

Tip: With Miro's visual workspace, SaaS teams can collaborate effortlessly to create and refine process maps that drive product and customer success.

Common process-mapping mistakes to avoid

Even with the best tools, there are common pitfalls to avoid when creating process maps. Here are a few to watch out for:

Overcomplicating the map: Keep it simple. Too much detail can make the map confusing. Focus on key steps and avoid unnecessary complexity.

Ignoring stakeholder input: Make sure to involve everyone who plays a role in the process. Their insights are crucial for an accurate and comprehensive map.

Failing to update the map: Processes evolve, and so should your maps. Review and update them regularly to reflect any changes in the workflow.

Avoiding these mistakes ensures your process maps remain clear, accurate, and useful. Miro's collaborative features make it easy to gather input from all stakeholders and keep your maps up to date.

Process mapping best practices

To get the most out of your process maps, follow these best practices:

Start with a clear goal: Know what you want to achieve with your process map. Whether it's improving efficiency, reducing costs, or enhancing customer satisfaction, having a clear objective guides your mapping efforts.

Use consistent symbols and notation: This ensures clarity and understanding across your team. Standardized symbols make it easier for everyone to follow the process map.

Collaborate and communicate: Use tools like Miro to involve your entire team and gather diverse insights. Collaboration fosters a deeper understanding of the process and leads to better outcomes.

Review and refine: Process maps are living documents. Keep them updated and refine them as needed to reflect changes and improvements in your workflow.

Create process maps with confidence

Ready to create process maps that drive real change? Miro's visual workspace for innovation is your go-to tool. With advanced diagramming capabilities, Miro AI, and an extensive templates library, you'll create process maps that are not only clear and effective but also collaborative and dynamic.

Start mapping your processes today and see how Miro can transform the way your team works. Our integrations with various tools and platforms make it easy to incorporate Miro into your existing workflows, ensuring a seamless experience from start to finish.

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