If you want your business to be as efficient as possible, you should constantly analyze and improve your processes. Before you can analyze a process, though, you need to have a very clear understanding of it.
One of the easiest ways to really understand the process is to create a process map – that is, a graphical document that represents the flow of the process. To do this right, you need to use the right process mapping tools. Read on to learn about some of the best software on the market!
Top 5 Process Mapping Tools
Until recently, the only way to do process mapping was by hand. i.e. taking a pen, paper, and drawing the process in the form of a flowchart. For business needs of today, however, this just won’t do.
You want to share the process map with your employees, outside consultants, and management. You want to be able to make changes to the document without having to re-print it and hand it out to everyone all over again.
So, you want something digital.
There’s a bunch of online process mapping tools that do this.
Draw.io
One of the simplest & most straightforward process mapping tools is draw.io.
The software isn’t exactly dedicated to process mapping, but it’s one of the functionalities. You can use the tool to create any kind of diagrams, whether it’s something as simple as a process flowchart, or more in-depth, like the SIPOC diagram.
And the best part? Draw.io is completely free to use. You can create as many graphs as you want without being hit with a paywall.
Pros:
- Super easy to use
- Free for both personal and business use
- Integration with other software such as Confluence
Cons:
- Limited uses for diagrams. You can use the software to create the process maps, but you’ll need to use an internal server to share it with employees
- The software is not dedicated to process mapping. The other tools we mention in this article have a lot more support for creating process maps, specifically.
Microsoft Excel
Chances are, you already know what Excel is. It is, after all, one of the most popular spreadsheet tools that come with the Microsoft Office package. What you probably didn’t know, though, is that Excel comes with several tools that can help you create process maps.
The software costs around $150, but if you’ve bought any Microsoft products, you probably already have it.
Pros:
- If you own any Microsoft products, you won’t have to pay a dime for Excel
- It’s very easy to create basic process flowcharts with the tool
- Your employees already know how to use the tool. You won’t have to gain buy-in to get them to use it
Cons:
- The software is a bit limited when it comes to process maps – you can only use it to create the most basic stuff
- You can’t export the process maps to images, so you’ll have to use and share the Excel document instead of a JPG
LucidChart
Unlike the tools we’ve mentioned until now, LucidChart’s main use-case is to create process maps.
Hence, the tool comes with a lot more features and functionalities that help with process mapping, specifically. For example, it comes with a ton of templates for creating any sort of map – BPMN2, SIPOC, Value stream, you name it.
You can also use the LucidCharts platform to share the maps with your employees (rather than using an internal server). This can end up saving you a lot of both time and effort.
LucidChart pricing ranges from $5 to $20 monthly, depending on the plan.
Pros:
- Flexible pricing
- Tons of process map templates
- Extremely easy to use without any training
- Internal server to store the graphs
- Several export options – JPEG, PDF, etc.
Cons:
- Expensive for large teams – $20 per month + $7 for each user
Microsoft Visio
Unlike Excel, Visio is a dedicated Microsoft tool for creating process maps. Hence, it comes with a lot of additional functionalities.
While the software is excellent for process mapping, it’s more expensive than the rest of the tools we’ve mentioned. The price ranges from $5 to $15 per user per month, depending on what functionalities you’re looking for.
Pros:
- Very powerful process mapping functionalities
- Tons of process templates
- Comes with OneDrive storage to share the diagrams
Cons:
- Runs only on Windows
- Expensive compared to other process mapping tools on the list
- Can’t be used on mobile
Tallyfy
Tallyfy isn’t exactly a process mapping tool – it’s something much more powerful. Instead of creating a process diagram, you can use the software to create a digital process. Meaning, the process facilitates itself.
Instead of your employees having to communicate tasks, Tallyfy does this for you. When employee #1 is done with the first task, employee #2 is automatically assigned the next task. The software keeps assigning tasks and deadlines until the process is completed.
This means a lot of added benefits. The processes, for example, become a lot faster and more efficient. Or, instead of making a change to a process and having to communicate it with all the employees, you can simply make a change to it through the platform.
Tallyfy comes at a monthly fee of $15 per user per month, but if you take full advantage of the tool, it’s going to be well worth it.
Pros:
- Process tracking. Know how every process in your company is going in real-time.
- Process automation. The processes run themselves without your employees needing to communicate with each other.
- You can store files and diagrams on the server
Cons:
- Can’t be used to create the actual diagrams
- Requires constant use from employees
Process Mapping is a Part of BPM
The main benefit of process mapping is to use it in tandem with Business Process Management (BPM).
BPM is a method involving constant process re-evaluation and improvement, helping you make the organization as efficient as possible. Learn more about Business Process Management – what it is, how it works, and how to use it!
Related Questions
What is a process map tool?
A process map tool is software that helps you draw out the steps in any workflow, like a digital whiteboard for creating flowcharts. Think of it as a way to turn complex business processes into simple, visual diagrams that anyone can understand. Modern process mapping tools let you drag and drop shapes, connect activities, and share your maps with others.
What is the best process mapping tool?
While many tools exist, Tallyfy stands out because it goes beyond just drawing diagrams – it turns your maps into living, automated workflows. Unlike traditional mapping tools that create static diagrams, Tallyfy lets you actually run and track your processes in real-time. Other popular options include Lucidchart for simple diagrams, and Visio for complex technical drawings.
What Microsoft program is best for process mapping?
Microsoft Visio is Microsoft’s main process mapping tool, offering extensive shapes and templates for creating detailed flowcharts. However, many users find Visio complex and expensive. Microsoft also allows basic process mapping in PowerPoint and Excel, though these aren’t specialized for this purpose and lack advanced workflow features.
What is the app that creates a process map?
There are several apps that create process maps, ranging from simple to sophisticated. Tallyfy is a modern cloud-based option that lets you not only map but also automate and track processes. Other popular apps include Draw.io for free basic mapping, Miro for collaborative visual planning, and Lucidchart for team-based diagramming.
What are process mapping examples?
Process maps can show anything from making coffee to handling customer complaints. A common example is an employee onboarding map, showing steps from job offer to first day. Another is a customer service process map, displaying the journey from receiving a complaint to resolving it. Manufacturing process maps might show how raw materials become finished products.
Is process mapping a lean tool?
Yes, process mapping is a fundamental lean tool that helps identify waste and improve efficiency. It makes invisible problems visible by showing exactly where delays, bottlenecks, and unnecessary steps occur. This visual approach helps teams spot opportunities to streamline workflows and reduce waste, which is central to lean methodology.
What is the role of process mapping?
Process mapping plays a crucial role in understanding and improving how work gets done. It creates clarity by showing who does what, when, and how. Maps help train new employees, standardize procedures, identify bottlenecks, and ensure consistency. They’re especially valuable when automating workflows or seeking ISO certification.
What is Six Sigma process mapping?
Six Sigma process mapping focuses on creating highly detailed maps to eliminate defects and reduce variation. It uses specific symbols and conventions to show process inputs, outputs, and decision points. These maps help teams measure and analyze each step’s performance to achieve near-perfect quality levels.
How often should process maps be updated?
Process maps should be reviewed and updated whenever significant changes occur in your workflow, ideally every 3-6 months. Regular updates ensure maps remain accurate and useful, especially as new technology, regulations, or business needs emerge. Modern digital tools make updating maps much easier than traditional paper-based methods.
What’s the difference between process mapping and workflow automation?
Process mapping creates a visual representation of work steps, while workflow automation actually executes these steps using software. Think of process mapping as drawing the blueprint, and workflow automation as building the house. Modern tools like Tallyfy combine both, letting you map processes and then turn them into automated workflows.
How do you measure the success of process mapping?
Success in process mapping can be measured through improved efficiency, reduced errors, faster training times, and better standardization. Look for metrics like reduced process completion time, fewer bottlenecks, decreased costs, and increased employee understanding of procedures. Employee feedback about clarity and usability is also valuable.
Can process mapping work for small businesses?
Absolutely! Small businesses often benefit more from process mapping than larger ones because it helps establish clear procedures early on. It’s particularly valuable for small teams wearing multiple hats, ensuring consistent quality even with limited staff. Simple, digital process mapping tools make it accessible and affordable for small businesses.
