HR process mapping – Advice, method

In this article, we’ll avoid using catchy terms like performance, efficiency or continuous improvement. They won’t help you produce your HR process mapping. Our aim is to provide you with easy-to-use methods and tools.

The purpose of this article is to :

• Introduce the general concepts you need to know before embarking on a mapping project (if you already know them, skip to the next point).
• Support you step-by-step in building your Human Resources process map.

What is Human Resources process mapping?

Definition of an HR process

A Human Resources process represents thesequence of various consecutive and sometimes simultaneous steps involved in carrying out one or more of an organization’s HR activities. This process is made up of tasks, employees, software, equipment, information, inventory, etc.

A process is documented, and can be managed using Business Process Management (BPM) software.

To find out more about process theory, here’s a link to the Wikipedia page.

Example of HR processes and their main stages

There are many other Human Resources processes:

Definition of a process map

Process mapping is simply a diagram showing how an activity operates. On a process map, you can illustrate :

• Sequence of steps,
• Interaction between colleagues,
• Document and information flow,
• Deliverables and inventory,
• Roles and responsibilities,
• Tools and software,

As the saying goes: a picture is worth a thousand words.

This representation doesn’t necessarily follow specific standards, but that’s not a problem, since it’s understandable to everyone. What you need to bear in mind is that there are no precise guidelines; it varies according to the needs of the company, the complexity of the project and the skills of the writer.

Human Resources process mapping: a powerful communication tool.

Regardless of the modeling approach used (simple mapping, SIPOC, BPMN, VSM, among others), process modeling proves to be an excellent means of communication to persuade stakeholders of the importance of your initiative.

It provides transparency, objectivity and tangible elements (e.g. inventories, lead times, error rates, resources, etc.) to help you make the right decisions. It also helps to reinforce your legitimacy and gain the trust of the players involved.

Objectives of HR process mapping

Representing an activity or process has three main objectives, the benefits of which we describe below:

The mapping method

A collective exercise starting with a process audit

To carry out HR process mapping, you need to rely on the people who operate the process. If there are too many of them, you’ll need to meet with a representative sample of this population.

Make sure you meet the right people. Sometimes, it’s better to meet with a line manager than with your manager to find out exactly how a department works.

On the other hand, it can be difficult for some people to explain their way of working (You’d be surprised how many people this represents, regardless of their level in the hierarchy. Someone may have been doing a sequence of tasks for years and still be unable to present their work without fail). So don’t hesitate to ask questions and rephrase the sequence of tasks in front of them.

If you have the time, we can only recommend that you make field observations (following the DILO Day In a Life Of method or the Gemba Walk method, for example). With this approach, you’ll gain not onlycomprehensiveness, but also the sympathy of people who’ll see that you’re taking the time to understand their daily lives.

In all cases, showing kindness, listening and teaching will be beneficial for the rest of the project, especially if it involves major organizational changes or digital transformations.

Using the right mapping tools

Pen and paper: using your hands to create things still has its charm :). Without getting into the cognitive details, it offers a number of advantages, especially when you’re running workshops or out in the field.

Office software such as spreadsheets, PowerPoint or Google Slides: They’re easy to share and use collaboratively. What’s more, these tools are widely known. The only restrictive aspect, which can be both positive and negative, is the limited size of a slide (which can sometimes be beneficial for better structuring your processes).

Design software such as Canva, Figma, Miro or Lucidchart (non-exhaustive list): They offer the same advantages as office tools, except that workspace is unlimited! A relatively short introduction is all that’s needed to master these programs. What’s more, their major advantage lies in the integration of specific process creation modules.

Process mapping software such as Viflow, Visio or Camunda (non-exhaustive list): As they specialize in process representation, these software packages are very powerful. However, they require a relatively large investment of time to learn. They are characterized by their rigor: if a piece of information needs to be added that is not provided for by the software, it can be difficult to make it appear.

For your information, we do NOT present these solutions as levels of mastery (from beginner to expert). Each has its own specific advantages, to be used for different needs and purposes:

• If you’re in the field, take a pencil and a sheet of paper.
• If your process needs to be readable on slides, use an office tool.
• If you need to be very exhaustive, use design software.
• If you need to follow standards and requirements, use mapping software.

Mapping the Human Resources process

Once again, a picture is worth a thousand words:

Mapping should be seen as a roadmap of a process, allowing us to identify :

• Events (start, end, intermediate) symbolized by circles.
• Actors represented by colored lines.
• Activities (tasks, processes) represented by rectangles.
• Decisions and conditions (called gateways) in the form of a circle.
• Sequence flows and message flows linking the various elements.
• Tools and software used (oral action, on paper, on software…).

In parallel with this map, on another document or on another dedicated map, you can track each process:

• Its duration
• Duration of each action
• Its recurrence
• Stock levels at each stage
• Employee satisfaction with each action
• Problems and shortcomings at every level

HR process mapping must be sharable and scalable

Of course, once your process map is complete, it will be a great starting point for optimizing your operations. However, if you manage to bring this mapping to life and get it used by other employees in their day-to-day work, then you’ll have fulfilled your mission 200%.

One of the most accessible tools for achieving this mission is the process sheet.

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Now you know all about HR process mapping. Now it’s your turn! See you soon for more content!