The practical introduction to process modeling - brix

Imagine you are responsible for onboarding new employees to your team. Your task is to explain the work steps from initial customer contact to order fulfillment and billing – clearly and concisely. It is precisely in situations like this that process modeling plays a central role.

What does process modeling mean?

Process modeling is an integral part of the business process lifecycle and much more than just a graphical representation of workflows. It is considered a fundamental tool for transparently representing complex workflows and their dependencies on surrounding systems, roles, data, and much more. Steps, workflows, and interactions are recorded in a structured and comprehensible manner. Processes are not viewed as isolated tasks, but as parts of a holistic process model.

What are the basic elements of process modeling?

Activities and tasks

Without activities and tasks, there can be no process. They represent the work performed and are depicted as rectangles in the most common notations.

Events

Events are divided into start, intermediate, and end events. While start and end events are self-explanatory, intermediate events influence the process flow.

Gateways

Gateways are decision points that determine which path the process takes.

Swimlanes

The swimlanes, which can be displayed horizontally or vertically, represent roles or departments that are responsible for specific activities or tasks.

Data and documents

Data and documents are considered information carriers in the process. These are usually generated, processed, or consumed and help to understand when which information is needed.

Interfaces and system integration

Interfaces and system integrations make it visible where IT systems are integrated. This helps to understand which systems need to communicate with each other.

Process modeling vs. process recording

To better understand and represent processes, it is important to distinguish between process recording and process modeling. While process recording encompasses all forms of documentation – from simple notes to tables to interviews – process modeling is a specific, methodically structured variant of process recording.

What methods are available for process modeling?

Processes can be represented using simple text descriptions, tabular sequences, or standardized modeling languages. The choice of the appropriate modeling method depends on the specific area of application and the relevant target groups. We have compiled the most common ones in another article, «Choosing the right modeling standard for process documentation».

To the modeling standards

Process modeling step by step

1. Process recording – current status

Without accurate documentation of the current processes, future optimization measures are based on assumptions and incomplete knowledge.

Therefore, first define which process you want to model.
Use methods such as interviews, workshops, direct observation, system or document analysis for data collection.
Record detailed information about the tasks, the responsible roles, the data and documents used, and the relevant systems.
Validate with stakeholders whether the results correspond to reality.

2. Process optimization

Systematically identify potential weaknesses and areas for improvement. Use methods such as:

EISA-Regel
Six Sigma
Kaizen
PENTA Methode

3. Process design – target state

The target state represents the ideal state in the future and is based on the findings from process optimization.

4. Continuous improvement

In order to be able to respond to changes in the market, process models must be regularly reviewed and adapted. It is therefore advisable to establish a framework that contributes to the cycle of continuous improvement.

Rules for clean process modeling

Processes should be modeled from left to right or from top to bottom for better readability.
Activities should be defined with a clear call to action, beginning with a name followed by a verb, e.g., «Share content.»
Gateways should be formulated as questions, e.g., «Approval granted?»
The responsibilities of individuals, departments, or roles should be visualized using pools or lanes.

How do I determine the right level of detail?

A process model should not contain more than 15 steps. If there are more than 15, it is advisable to simplify the model by creating sub-processes or dividing it into several models. An important skill in process modeling is determining the right level of detail.

How important is it to involve stakeholders in process modeling?

Ultimately, the success of a process modeling project depends not only on whether the process models have been created perfectly, but also on how stakeholders such as employees, customers, or authorities have been involved. The cooperation of the people who actually carry out the process is particularly important, as they know the procedures best.

About the various players in business process management

How do I choose the right process modeling software?

There are various software solutions available for process modeling – from drawing programs to comprehensive BPM suites.

Important selection criteria:

Functionality: Support for common notations (e.g., BPMN) and advanced features such as simulation, analysis, and automation.
User-friendliness: Intuitive operation – even for non-technical users – to promote acceptance within the company.
Integration: Seamless integration into existing IT systems for efficient data flow.
Costs & support: Clear cost structure, reliable support, and suitable training options.
Collaboration: Functions for joint model maintenance and central process documentation («single source of truth»).

Choosing the right tool is a key success factor and should therefore be based on the requirements of the company.

Find out which criteria are decisive when selecting software.

Read article

Process modeling – more than just diagrams

Process modeling is a key tool for companies that want to become more efficient, transparent, and competitive. But success does not depend solely on technology – a holistic, methodical approach is crucial.

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