What is Business Process Modelling?

Key Takeaways

• Business Process Modelling (BPM) visually maps workflows to improve clarity, efficiency, and automation readiness.
• It is essential for identifying bottlenecks, aligning teams, and standardising operations across departments.
• Key components include inputs, tasks, roles, decision points, and supporting tools or systems.
• BPM techniques such as flowcharts, BPMN, and UML help document and optimise complex processes.

Introduction

In an era defined by rapid digital transformation, having clarity in business processes has never been more important. 

As organisations scale, digitise, and adopt new technologies, the ability to understand and improve internal workflows becomes a foundational driver of success.

This is where Business Process Modelling (BPM) plays a crucial role. BPM offers a structured, visual approach to mapping how tasks, decisions, and stakeholders interact within a process. It helps organisations move from ambiguity to alignment, laying the groundwork for automation, increased efficiency, and strategic innovation.

Whether you’re streamlining operations, planning for AI integration, or navigating compliance, business process modelling ensures that your workflows are clearly defined, measurable, and ready for transformation.

What is Business Process Modelling (BPM)?

Business Process Modelling (BPM) is the practice of visually representing the steps, stakeholders, and systems involved in a business process. It provides a clear, structured view of how work flows across an organisation, highlighting who does what, when, and how.

By using diagrams or notations, BPM allows teams to document existing processes (the “as-is” state), identify inefficiencies, and design improved versions (the “to-be” state). This visual clarity supports communication, decision-making, and alignment across departments.

It’s important to distinguish business process modelling from business process management. 

While BPM (modelling) focuses on mapping and analysing workflows, business process management is a broader discipline that involves the continuous monitoring, optimisation, and governance of those workflows over time.

In short, BPM is often the first step towards greater operational excellence, enabling organisations to build more agile, data-driven, and automated systems.

Why Is Business Process Modelling Important?

A well-defined process model delivers far more than just visual clarity. It provides a strategic foundation for continuous improvement, automation, and compliance. Here’s why BPM matters:

• Improves transparency and accountability: Clarifies responsibilities and eliminates ambiguity across teams.
  
• Enables process analysis and optimisation: Helps identify bottlenecks, redundancies, and areas for improvement.
  
• Forms the foundation for automation and workflow redesign: Allows businesses to automate repeatable tasks with confidence.
  
• Aids in regulatory compliance and audit trails: Ensures processes are well-documented and aligned with regulatory standards.
  
• Streamlines workflows and eliminates redundancies: Reduces inefficiencies and unnecessary steps through clear process mapping.
  
• Enhances customer and employee experience: Ensures faster response times and smoother internal operations.
  
• Improves scalability and process standardisation: Supports consistent execution across departments and locations.

Key Components of a Business Process Model

An effective business process model captures the essential elements of how work is done. Each component plays a vital role in understanding and improving the overall workflow.

Inputs and Outputs

Every process begins with an input (be it data, a request, or a trigger) and ends with a defined output or outcome. Clearly identifying these ensures alignment between business goals and process results.

Tasks and Activities

These are the individual steps or actions that move the process forward. They can be manual or automated and are often arranged sequentially or in parallel, depending on the workflow.

Roles and Responsibilities

This defines who is responsible for each activity within the process. Assigning roles brings accountability and ensures tasks are executed by the right individuals or teams.

Decision Points

Also known as gateways or branches, these represent places in the process where conditions determine different outcomes. They add flexibility and logic to workflows.

Systems and Tools

Most modern processes rely on technology. This component maps out the digital tools, platforms, or databases involved, such as CRM systems, ERP platforms, or document management tools.

Common Types of Business Process Modelling Techniques

There are several techniques used to model business processes, each suited to different levels of complexity and stakeholder needs. Below are some of the most commonly used:

Flowcharts

Flowcharts are simple diagrams that represent a process using standard symbols (e.g., rectangles for tasks, diamonds for decisions). They’re ideal for basic workflows and team discussions where a high-level overview is sufficient.

Business Process Model and Notation (BPMN)

BPMN is a standardised method widely used in enterprise environments. It offers a rich set of symbols and rules to model complex workflows, enabling precise communication between business and technical teams.

Unified Modelling Language (UML) Diagrams

Originally developed for software design, UML can also be used for business processes. Activity diagrams in UML are particularly useful when modelling system interactions and user behaviours.

Data Flow Diagrams (DFDs)

DFDs focus on how information moves through a system rather than task sequencing. They’re helpful when analysing data handling, especially in processes where data integrity and flow are critical.

Business Process Modelling Examples

To understand how BPM works in practice, let’s look at two common use cases that illustrate its versatility across industries:

Example 1: Retail Order Fulfilment Process

In a typical eCommerce setting, a business process model might map the steps from order placement to delivery. This could include:

• Customer places an order online.
• System verifies payment and updates inventory.
• Order is sent to the warehouse.
• Items are picked, packed, and labelled.
• Shipping partner is notified. 
• Delivery is tracked and confirmed.

By modelling this process, retailers can identify delays, improve inventory control, or even automate parts of the workflow using integrated platforms.

Example 2: Government Permit Approval Process

For public sector agencies, BPM can clarify and streamline regulatory workflows. For instance, applying for a building permit may involve:

• Submission of an online application.
• Initial screening by administrative staff.
• Review by technical departments (e.g., zoning, fire safety).
• Approval or request for additional documentation.
• Final issuance of the permit.

Modelling this process can reduce approval times, increase interdepartmental coordination, and provide a clear audit trail for compliance purposes.

Steps to Create a Business Process Model

Creating an effective business process model requires a structured and collaborative approach. Below are the essential steps to guide your organisation through the modelling journey:

Identify the Process Scope and Stakeholders

Define the start and end points of the process, and identify who is involved, both from a user and system perspective. Clearly outlining the scope helps avoid scope creep and ensures everyone understands the boundaries of the process being modelled.

Document Current State (As-Is)

Map out the existing workflow to understand how things currently operate. This includes capturing how data moves, where decisions are made, and any known pain points. It’s a crucial baseline for future improvements.

Map Out Ideal Future State (To-Be)

Design the optimised version of the process, incorporating improvements such as automation, new roles, or streamlined steps. This forward-looking model should reflect your business objectives and desired efficiency gains while remaining realistic to implement.

Choose Modelling Tools (e.g., BPMN Software)

Select a tool that supports the level of detail and complexity required. Consider ease of use, collaboration features, and integration with other enterprise systems when selecting the right tool.

Validate with Stakeholders

Review the process model with all involved parties to ensure accuracy, feasibility, and alignment with business goals. Involving stakeholders at this stage helps catch gaps, gain buy-in, and ensure smoother implementation later on.

Monitor and Improve

Once implemented, regularly assess the process performance and refine it based on feedback, KPIs, and changing business needs. Continuous improvement ensures the process remains efficient, compliant, and adaptable to future challenges.

Business process modelling tools

Choosing the right tool is essential for effective business process modelling. The ideal platform should support collaboration, visual clarity, version control, and integration with existing systems. Here are some commonly used tools:

Lucidchart: A user-friendly, cloud-based diagramming tool suitable for creating flowcharts and BPMN diagrams. It’s ideal for teams that need quick visualisation and real-time collaboration.

Microsoft Visio: A long-standing favourite for process documentation, Visio offers rich templates and diagramming features for flowcharts, BPMN, and organisational charts. Best suited for users within Microsoft ecosystems.

Bizagi Modeler: Specifically built for BPMN, Bizagi allows users to create detailed process models and simulate scenarios. It’s a strong choice for enterprise teams working on automation or digital transformation initiatives.

ARIS: A robust enterprise-grade BPM tool that supports end-to-end process architecture, governance, and optimisation. Often used by large organisations needing in-depth process analysis and audit trails.

Signavio (SAP Signavio Process Manager): Part of the SAP suite, Signavio is designed for modelling, mining, and analysing business processes at scale. It integrates well with ERP systems and supports continuous improvement initiatives.

How Mandrill Can Help?

At Mandrill, we understand that successful digital transformation begins with clear, intelligent processes. That’s why we offer end-to-end support for business process modelling, from initial audits and process mapping to full-scale automation and integration.

Here’s how we enable smarter, scalable transformation:

Business Intelligence Solutions

Our Business Intelligence solutions help you gain complete visibility into operations. By modelling and measuring key processes, we support faster, data-driven decisions across departments. From dashboard creation to real-time analytics, we ensure your processes are both transparent and measurable.

AI & Analytics

With our AI and analytics services, we help businesses move from process modelling to predictive execution. Whether you’re training custom AI models or enabling automation with machine learning, we ensure your processes are structured for insight and optimisation.

ESG Reporting and Compliance

Through our ESG reporting solutions and Lestar platform, we enable organisations to model and automate ESG data workflows. From data integration to compliance reporting for regulators like Bursa Malaysia, we simplify and standardise ESG processes for accountability and audit readiness.

Conclusion

Business Process Modelling is far more than a documentation exercise, it’s a strategic enabler of operational clarity, digital transformation, and long-term agility. 

By mapping processes with precision, organisations can eliminate inefficiencies, standardise workflows, and lay the groundwork for automation and intelligent decision-making.

Before automating or optimising any workflow, modelling it is essential. It helps align stakeholders, reduce risks, and ensure that your digital investments deliver real value.Ready to take the first step?  Contact Mandrill today to explore how business process modelling can empower your organisation with smarter workflows and scalable transformation.