Process Mapping Pro-Tips

Not a BFZ community? Learn about the Built for Zero movement to end homelessness

March 13, 2020

Map out the steps of a process you want to focus on improving. Then, pair those steps with data points to evaluate how the system is working and where you might improve it

Pick the Program: Using data and other information, pick the program or resource with the most significant bottlenecks or areas for potential improvement.
Identify the Perspective and Users: Identify if you will be improving a system from the perspective of the process administrators or the process users. Select the people that are most familiar with the current program or resource who will prototype an improvement plan from that perspective.
Pick a Facilitator: Don’t try to facilitate and participate!
Logistics + Materials: Don’t underestimate the importance of a good working space. Spend time inventorying the materials and technology you will need. Lay out a plan for sending “Save the Dates” and invitations.
Get the Data: Identify the data sources to understand the “NOW” and prepare to measure improvements.

Distribute an agenda that includes, at minimum, the following elements:
- Identify the AIM (Objective) for the meeting – What are you improving and by when?
- Define the Process: When does the process start and end?
- Identify the Measurement: How will you know a change is an improvement?
- Map the CURRENT Process and layer in current measures/data.
- Identify the Bottlenecks / Brainstorm Change Ideas / Select Ideas to Test to improve toward an awesome FUTURE state.
- Set Up the PDSA
- Next Steps / Closing
When creating the agenda, consider the following questions to create a more engaging meeting:
- Where is the fun?
- Where is the food?
- What are your “Ground Rules” that establish culture and expectations for the meeting?
- Where will you capture the visual map, the ideas you will test, and the PDSA cycle?