Why process mapping is the secret to HRIS success
by SJ Hood
There is a part of HR tech transformation that really doesn’t get its due. Because it’s not very exciting or glamourous, process mapping tends to be given less consideration than it deserves. But the truth is, doing proper process mapping can work magic on your HRIS project.
What exactly is process mapping?
In its simplest form, it is simply defining each step of a process in a formal way. It’s usually a visual tool that describes the flow of your work – this could be something like a flow chart. Process maps are used to help you understand, streamline and prepare your processes either as they are currently (As Is) or how you’d like them to be going forward (To Be). You may also want to include a plan for how to move from As Is to To Be.
As Is process mapping
As Is process mapping looks at your processes as they exist currently. This kind of mapping can be used to establish a foundation for good working practice. We typically see this type come earlier in the transformation (usually during the Review part of the journey). This is because it can help clarify how things are currently being done and offer opportunities to improve it by making the processes more efficient or less risky.
To Be process mapping
To Be process mapping, on the other hand, looks at how your processes could be in the future. This is especially helpful in the early phases of an implementation. Because you’ll be bringing in new technology, you’ll have the perfect chance to reimagine how things work. You’ll also want to be sure that the processes going forward align to the capabilities of your chosen system. This is when having both As Is and To Be process maps can be helpful as they work together. You can also use this combination after implementation as you search for ways to maximise your investment.
How does process mapping work?
As we mentioned above, it typically involves a visual like a flow chart, but that’s just the final output. The activity behind it is actually much more extensive. This next section will walk you through how process mapping works when we take it on for you.
To start, it’s important to prioritise the activities you want to map. Because process mapping can be time intensive, it can help to uncover what’s most important and begin there. Once the order is confirmed, we will interview your subject matter experts (SMEs). We’ll work out exactly what is being done (or what should be done) in these discovery sessions. From there, we’ll go away and create a draft of the process. At this point, we’ll share it with you and the appropriate stakeholders for review. Once reviewed, we’ll make the necessary amendments and deliver your freshly mapped processes!
Who needs to be involved in process mapping?
The people who need to be involved in this activity are usually your SMEs for each area mapped. They’ll be the ones who help us see what’s happening right now. If this is being done alongside an implementation or to position future changes, we’ll also want to speak with any decision makers. It’s important to keep key stakeholders engaged throughout any HRIS project.
Learn more: Key HRIS implementation project roles
Benefits
There are a lot of reasons to add process mapping to your tech and data upgrade. We’ve seen many projects stumble in places that process mapping could have smoothed. Using this technique means deeply understanding how you are currently working and how you want to be working. Know that can help you avoid sticky situations during your HRIS journey.
Spending time to map your processes can help you:
- Identify tasks that are being performed without the rest of team seeing them
- Highlight inconsistent processes being used
- Identify a need for training on new systems
- Find gaps in process capabilities and access levels
- Create requirements for a new selection project
- Uncover policy changes that are needed
- Determine whether it’s better to configure your new solution to existing processes or change your processes to align to your new tech
Not only can it help with all of that, including process mapping can help you end up with an HRIS that is better suited for your needs and can do what you need it to.
Challenges
The main challenge with process mapping is a lack of time. It’s a precious commodity, which means we all find ourselves cutting out ‘non-essentials’ and process mapping often falls into that category. But, because it can make such a big difference in your HRIS’s performance, it is generally worth the time. Try to find additional resource by either looking internally or by getting external help like a consultancy. We frequently support our clients with tasks like process mapping and have the method down to a fine art.
Overall, process mapping may not be a silver bullet, but it’s still a pretty powerful tool. Taking the time to understand your processes inside and out gives you a lot of benefits and can contribute to a much more effective HRIS long term. And remember, if you don’t have the time, consider bringing in the help of an experience consultancy (like Silver Cloud) to help you along the way.
