What is a procedure map, and why should we use it?
- Michal Gil-Peretz
- Mar 25
- 5 min read
Updated: Apr 4
Disclosure: This article was written with the assistance of CLAUDE, an artificial intelligence tool by Anthropic
Introduction
Knowledge management is a critical strategic asset for any organization in today's business world. Organizations deal with enormous amounts of information and processes and need to find efficient ways to document, manage, and make this knowledge accessible.
A "Concept Map" is a central tool in the organizational toolkit, designed to address precisely these challenges. A "Procedure Map" is a specific case of a concept map, that has many advantages. This article explains what a procedure map is, reviews its contribution to effective knowledge management while presenting its benefits, and details where it helps users deal with complex organizational processes. The benefits detailed below can certainly be adopted in other types of concept maps as well, enjoying the same advantages.
What exactly is a procedure map?
A procedure map visually represents a work process or organizational procedure, systematically presenting the sequence of actions, involved parties, and decisions required to perform a specific process. When a procedure map is integrated with traditional verbal procedures, the map can make complex information accessible through diagrams, symbols, colors, and additional visual tools, thereby facilitating understanding and implementation of the process. The visual language represented in the procedure map can overcome language barriers, cultural gaps, and differences in professional terminology, as well as streamline coordination in cross-organizational processes.
It's important to remember that a procedure map is not a flowchart. Its role is to simplify understanding of the process and the interactions between the various factors involved. The procedure map should also serve the content, not just express it. A procedure map creates a clear separation between primary and secondary elements, and contributes to a leap in understanding the procedure in which it is integrated.
Below is an example of a procedure map for admitting a patient to a hospital ward. The procedure map, located at the top of the procedure, visually and clearly demonstrates the department staff's daily work processes.
Why do we need a procedure map? In other words, how does it help the user?
Quick Orientation
The user of a procedure map can identify at a glance:
Whether they've reached the correct procedure
Where they are in the process
What is the next step they need to perform
What are the critical decision points
Who are the responsible parties at each stage, and what are the interactions between them
What are the expected timeframes
The procedure map serves as an orientation map within the procedure's content. This orientation reduces anxiety, increases the sense of control, and improves performance. One could say that a procedure map makes the procedure "user-friendly," thereby increasing the chances it will be used and that the usage will be efficient.
Simplifying and Making Complex Processes Accessible
Long verbal procedures often become inaccessible documents that employees don't use. A procedure map replaces pages of text with a visual representation that can be understood at a glance. This simplification significantly increases the likelihood of the procedure being implemented in practice. For example, procedure maps are especially critical tools in emergency procedures, where clarity and immediate accessibility of information are crucial. Procedure maps enable quick access to vital information even under pressure and extreme conditions. The visual presentation of emergency response processes reduces the risk of critical errors and enables faster and more accurate responses.
Improved Memory and Implementation
Research in cognition and teaching shows that people remember 65% more information when presented in a visual combination than textual information alone. Procedure maps utilize the "Visual Superiority Effect" to enhance memory and implement the described processes.
Understanding Context and Systemic View
A procedure map allows the user to see the "big picture" and understand how their action fits into a broader process. This understanding increases the meaning that employees find in their work and improves the quality of decision-making.
Reducing Dependency and Empowering the Employee
Many employees are forced to turn to managers or veteran colleagues for guidance in executing processes. A procedure map enables greater independence, reduces dependency on others, and empowers employees to make informed decisions independently.
How does the procedure map help the organization?
From the organization's perspective, the more employees who are familiar with and understand the procedure, the more employees will implement it - and this is where the significant advantage of using a procedure map lies for the organization. Here are several examples of the benefits of using a procedure map:
Standardization of Processes
A procedure map creates a uniform language and shared methodology. This standardization ensures consistency in execution, reduces errors, and enables performance measurement and comparison over time. As a result, the quality of outputs increases, and the organization operates more efficiently.
Improved Inter-departmental Communication
One of the central challenges in knowledge management is breaking down organizational "silos." A procedure map provides a common language for communication between different organizational units and entities. The visual representation clarifies the interfaces between different departments and increases transparency regarding the responsibilities and roles of each entity in the process.
Transition from Static to Dynamic Procedures
Procedure maps revolutionize the traditional conception of organizational procedures. The traditional approach views procedures as static, lengthy, and complex documents written once and updated infrequently. On the other hand, a procedure map presents the procedure as a living, breathing entity that can be continuously updated and reflects the evolution of organizational processes.
Why is it recommended to use a procedure map?
Creating Uniform Templates
Procedure maps use standardized visual language to ensure methodological and formal uniformity. This uniformity reduces the cognitive load on users, who don't need to "relearn" the procedure structure each time they approach a different process.
Consistency Between Procedures and Actual Implementation
One of the common problems in organizations is the gap between the "official procedure" and "field implementation". Procedure maps, due to their clarity and accessibility, can reduce this gap and lead to greater alignment between theory and practice.
Reducing Errors and Failures
A significant portion of errors in process execution stems from misunderstanding of requirements or lack of awareness of critical stages. A procedure map highlights critical points, presents reminders and warnings in relevant places, and significantly reduces the likelihood of errors.
Summary
Procedure maps, as well as any type of concept map, are much more than just a graphical tool for documenting processes. They are strategic mechanisms for effective organizational knowledge management.
In an era of information overload and increasing competition, making knowledge accessible effectively is a significant competitive advantage. Organizations that adopt procedure maps as part of their knowledge management culture enjoy improved performance, reduced errors, shortened training times, and increased operational efficiency.
Technological advancement now provides advanced tools for creating interactive, dynamic, personalized procedure maps.
Adopting procedure maps is not just a technical change; it represents a conceptual shift in the approach to knowledge management. It recognizes that effective knowledge is knowledge that can be easily understood, implemented, and shared. In a world where knowledge is power, procedure maps are the key to transforming organizational knowledge into an available, useful, and truly valuable asset.
References
Concept Maps - Wikimedia Commons
A.J. Cañas et al. Concept Maps: Integrating Knowledge and Information Visualization
Taking the documents one step forward into the 21st century, Dr Moria Levy
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