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  • Mark Schreiber

Utilizing Business Process Maps and Automation Software to Streamline Your Business

Updated: Aug 4, 2023

Streamlining your business processes can help you save time and money, allowing you to focus more on the core aspects of your business. A business process map (BPM) is a great tool for visualizing the steps in your processes and identifying areas that can be improved or automated. In this blog post, we will discuss how to prepare a BPM and how to use online automating software to automate those processes in your business which can be automated.

Steps for Preparing a Business Process Map

1. Identify the Processes You Want to Map - Before you begin mapping out your business processes, it is important to identify exactly which processes need mapping. You should consider every aspect of your business operations, from customer service, sales, marketing, finance, human resources and product development. Think about each step of each process and determine if they are necessary or could be eliminated or simplified.

2. Gather Data - Once you have identified which processes need mapping out, it’s time to start gathering data related to those processes. This data should include information on how long each task takes, who is responsible for completing each task and any other relevant information that may help you improve the efficiency of each step in the process.

3. Create Flow Chart - Now that you have all of the necessary data at hand, it’s time to create a flowchart of your process map. This chart should clearly illustrate the steps involved in each process as well as their dependencies on one another. It should also provide an easy-to-understand visual representation of the entire workflow so that everyone involved can easily understand it.

A process flow diagram (PFD) is a graphical representation of a process. It shows the steps in the process, and the order in which they are carried out. PFDs are used to plan, document, and improve processes. They are also useful for documenting existing processes.

There are a number of different software packages available for creating process flow diagrams. Some of these are free to use, while others require a subscription. A few popular options include:

- Microsoft Visio: Visio is a popular diagramming tool that can be used to create process flow diagrams, among other types of diagrams. It offers a variety of shapes and templates to get you started, and you can purchase additional shapes if needed. Visio is only available for Windows.

- Dia: Dia is a free and open source diagramming tool that can be used to create process flow diagrams, as well as other types of diagrams. It has a limited selection of shapes and templates, but it's easy to use and well suited for simple process flow diagrams. Dia is available for Windows, Mac, and Linux.

- yEd: yEd is another free and open source diagramming tool that can be used to create process flow diagrams, as well as other types of diagrams. It offers a wide range of shapes and templates, making it suitable for more complex process flow diagrams. yEd is available for Windows, Mac, and Linux.

To create a process flow diagram using any of these software packages, you'll need to start by deciding on the layout of your diagram. Then, you'll add the shapes and connectors needed to represent each step in the process. Finally, you'll add text labels to indicate what each shape represents. Once your diagram is complete, you can save it as an image file or print it out for reference.

4. Analyse & Improve - Once you have created the flow chart for your BPM, it’s time to start analysing it and looking for ways that you can improve or simplify certain steps in order make them more efficient or cost effective. This could involve eliminating unnecessary tasks or streamlining existing ones by making use of automation software or other tools available online.

Using Online Automation Software

Once you have identified areas where automation can be used effectively within your BPMs then it’s time to start utilizing online automation software such as Zapier or IFTTT which are designed specifically for this purpose. These tools allow users to build “zaps” (short for “automated tasks”) which can automate repetitive tasks such as creating emails when orders are placed on an eCommerce store or sending notifications when certain triggers occur within an app or website interface . By using these zaps instead of manually completing these tasks yourself you will not only save time but also increase efficiency as well as accuracy since mistakes are less likely when there is no human involvement in a process .


Utilizing online automation software is a great way to streamline tedious manual tasks associated with specific processes in your business . Not only does this save time but also money over the long term too . When combined with a well-planned out BPM , automating certain aspects of your workflow can help ensure that everything runs smoothly while freeing up resources so that they can be used elsewhere within the organization . If done correctly , automating aspects of your workflow through online tools like Zapier and IFTTT will enable businesses owners , entrepreneurs , freelancers , etc., who are looking to maximize their efficiency while minimizing costs . Finally , remember that automation isn't always necessary ; some tasks may still require human attention despite having automated alternatives available . Consider carefully before deciding on whether automation is right for any particular task within a given process . With careful planning and implementation , however , businesses can benefit significantly from utilizing these powerful tools .

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