What Is Process Mapping in Six Sigma?

We know that the main reason why companies use the Six Sigma methodology is that they want to remove wastage and minimize the rejections by controlling variations in their processes thus ensuring a better quality of their products and services as well as the overall efficiency. The process could be a manufacturing process, a design process, or even a service process. When you are thinking of improving any of your current processes and are looking to apply the Six Sigma methodology for this purpose, you must have a complete understanding of every step/stage of the process. The aim of using the Six Sigma methodology is to improve processes to such an extent that you can achieve 99.999% defect-free products. And to reach this goal, there is one process improvement method in Six Sigma that you have to use. It is the DMAIC (Define, Measure, Analyze. Improve, Control) method. These are the five steps for process improvement which are used in Six Sigma. First, define the problem or identify where improvement is needed, then measure the measurables in the process, analyze the information to get to the root cause of the problem, make the needed improvements and apply controls for the future. This in short is the DMAIC methodology.

Understanding Process Mapping in Six Sigma

Any business process has several activities involved in it. Right from the start when inputs are received till the time the final product or services reach the customer's hands, it is a complete cycle. But on the way, there may be delays or rejections. Nobody would like that to happen but things can't be 100% perfect. You can't bring time losses or rejections to zero, but you can try to minimize them. This is the aim of every Six Sigma project. And process mapping is the first step in this direction.

A process map is a flow chart or a diagram that shows how input at every step of the process is related to its output. It provides a step-by-step general description of the process. This makes the understanding of the process easier because a project team needs a clear understanding of the process before they can work on improving it. Obviously, you can't make improvements on something you don't understand. A process map includes all the inputs, outputs, and how workflows in the process. So, the team understands the process at the micro-level. It simplifies the work by pointing out the steps that are needlessly complex or can be done away with. Once you have a graphical representation of the process in front of you, it can be compared with the proposed ideas for improvement. Moreover, this helps those from outside the process team to understand it in a simple way. A process map can be used in any place where the Six Sigma methodology is applicable. 

The Role of Process Mapping in Six Sigma Projects

As you have seen above, you can't directly jump to improving the process. You have to move step by step. You need to know and understand every detail of the process. Any team working on a Six Sigma project will have many members (maybe 5, 10, 15, or more) depending on the size of the project. And each member of the team will be having his/her own perspective of the process for which the Six Sigma project is being undertaken. Similarly, everyone will have their own ideas about when, how, and where improvements can be made in the process. And this may create a lot of confusion unless all the team members think alike about their understanding of the process thereby striving to reach a common agreement on the areas that need improvement and how it is to be carried out. This is made possible by Process Mapping. 

Types of process maps 

The type of process map you will use depends on the type of process you are going to work on. Let's have a look at each type of process map one by one.

1. Process Flow Chart: It is a simple flow chart displaying the order in which all the activities are being carried out in the process. In a process flow chart, only the basic description of the process is included. It is not a very detailed flow chart.

2. Deployment Flow Chart: This one is a more detailed graphic depiction of the process. It is also called the Swimlane flow chart. The deployment flow chart shows the roles of different stakeholders who are involved in the process and how they interact with each other. This process map illustrates the flow of processes from one person to another and the cross-functional relationships.

3. SIPOC Diagram: The acronym SIPOC stands for Supplier, Input, Process, Output, and Customer. A SIPOC diagram is a process map that provides an outline of the process. Since it provides an overview of the process, this diagram is used right at the beginning of a Six Sigma project. More detailed process maps follow thereafter.

4. Value Stream Map: This one is a more detailed process map. A Value Stream Map (VSM) shows inputs and outputs at each step of the process thus in a way providing an analysis of all the steps in the process. From a VSM, you can see how an existing process is placed and what are activities in the process that are adding value to the product or service, and which activities are not adding any value.

Now that we have described different types of process maps, the obvious next question would be how to create a process map? Let's discuss that too.

How To Create a Six Sigma Process Map

Having learned about different types of process maps, now you need to create one when starting your project. If a project team creates the process map together, it helps them understand the process better. Coming to creating a Six Sigma process map, generally, it is completed in the following steps:

Setting the limits of the process: To begin with, you need to identify which process you want to improve. Whether you want to improve the whole process or some part of it. For this, you must set the points at which the process starts and where it ends. Once you have clarity on this, you can select which type of process map will suit your objective.

Determining the steps in the process: Now that you know which process is to be improved and you have set the starting and ending points, the next step is to determine various steps in the process between these points as they currently are and put them in the correct order. The exact nature of the process and the steps involved will be in front of your eyes.

Using the correct symbols: In Six Sigma, most process charts use a common set of symbols. And there is a particular interpretation of each symbol. Firstly, make sure that all your team members understand the symbols correctly because every symbol represents an activity. Different symbols help in making distinctions in steps or points. Make sure that you are using the right symbol for every activity or point. The most common symbols used in process maps are:

• An oval symbolizes input and output at every step.
• A rectangle depicts a task or operation carried out in the process.
• An arrow shows the direction of the movement of the process. 
• A diamond symbol means a point in the process where a decision needs to be made.
• A "D" symbol shows there is a delay at that point.
• And the Terminator shows the beginning and the end of the process.

Check the completeness of the process map: Once you have completed the process map, check if you have missed out anything. Then ask someone or some team from outside to review your process map for its accuracy and details to get a neutral view. Let them use their perspective to review your process map.

Analyzing the process map: Now that you have a visual presentation of the entire process in front of your eyes, this will act as a reference when you ask questions about the process. You may ask questions like, "Is the process running as it should?", "Are there any steps that are not necessary to complete the process?". "Can such steps be removed from the process?", "Are there certain things that are making the process complex?", "Can they be made simple?", or "Can they be removed altogether?" Keep making changes to the process map so that you can see how you want the process to be.

It must be clear to you now how important a process map is in any Six Sigma process improvement project. A comprehensible process map is critical to the success of any process improvement project as it enables the team to understand the process clearly and think alike. 

Conclusion:

In conclusion, process mapping is an indispensable tool in the Six Sigma methodology. It provides a clear, visual representation of a process, enabling teams to thoroughly understand each step and identify areas for improvement. By aligning the team's understanding and facilitating effective communication, process mapping ensures that everyone is on the same page, reducing confusion and enhancing collaboration. Whether it's a simple flow chart or a detailed value stream map, the right process map is crucial for diagnosing inefficiencies, minimizing waste, and achieving near-perfect quality in products and services. Embracing process mapping is essential for any organization aiming for excellence through Six Sigma.

For those interested in mastering Six Sigma and its tools like process mapping, Simpliaxis offers comprehensive Six Sigma courses designed to equip you with the knowledge and skills needed to drive process improvements effectively.