How to use diagramming software for business process modeling

Not all business processes are the same—and neither are process models. Diagramming software provides dozens if not hundreds of types of diagrams and charts to choose from. Regardless of the diagram type used, process models consist of a few basic elements:

• Inputs and outputs: Inputs are resources that feed into and help accomplish the business process, while outputs are the results of that process. Using the purchase order example from above, process inputs may include time, money, and effort—with the output being an approved purchase order.

• Beginning point and endpoint: Your diagram will show a beginning and endpoint for the business process, with each activity or process step listed in some type of order (often chronological).

• Symbols and connectors: Each step in your model is represented by a symbol or shape, with arrows and lines showing connections and workflows between each step of the process.

• Events and gateways: Events are triggers that can cause a process to begin or end—or may redirect a process to a different path. Meanwhile, gateways are decisions that can change the path of the process.

Diagramming software simplifies creating business process models—providing the means to document and look strategically at complete life cycles of many facets of your organization.

Let’s take a look at how you can use this software for modeling three processes related to recruiting—from posting a job ad, through the interview process, to onboarding new employees.

Posting a job ad

Although the prospect of posting a job opening may sound simple, the process is often time-consuming and complex due to the involvement of multiple departments. Using software helps identify and accelerate steps to streamline that process.

A BPMN diagram represents the entire workflow from beginning to end, including steps and guidance for each responsible department. The starting point may be reporting the job opening to human resources (HR), with the endpoint being the actual posting of the job description. Steps in between will include writing the job description, reviewing it, editing it, and approvals.

Managing the application and interview process

Of course, recruitment doesn’t end with posting a job. Another important business process involves all the steps required for receiving applications, following up with applicants, and setting up and holding interviews—all the way through extending a job offer.

Diagramming software helps you visualize events and gateways that may lead to different process paths. For example, if an applicant declines a job offer, your diagram will outline the steps that need to be taken to get the process back on track.

Diagramming software also helps businesses easily identify recurring tasks where manual effort can be replaced. For instance, a diagram may show that HR employees are acknowledging receipt of applications by sending personalized emails to applicants. Businesses can use diagramming software to visually create the current process—as well as map a more efficient process model that includes an automated response system.

Onboarding

Following an accepted job offer, the onboarding process begins—requiring involvement from a cross-section of departments, including HR, IT, and finance. Use diagramming software to map out all the necessary tasks that come with bringing on a new team member, include securing a computer and phone, creating and delivering new-hire paperwork, processing payment methods, setting up security badges, and even alerting the internal communications team to update the employee directory on the intranet.

Diagramming software makes it easy to create follow-up processes for each individual step. For example, the steps involved in creating and delivering new-hire paperwork will segue into what happens once the employee signs and returns the paperwork.