Business process modelling tools are essential for modern organisations aiming to visualise, analyse, and optimise workflows. They provide a structured method to represent complex processes, enabling businesses to identify inefficiencies, mitigate bottlenecks, and uncover opportunities for improvement. With proper process modelling tools, organisations can streamline their operations, enhance productivity, and improve overall business performance.
In this guide, we’ll explore some of the top business process modelling tools, their features, benefits, and how they can be leveraged to transform your organisation’s workflows.
What is Business Process Modelling?
Business process modelling is the practice of visually documenting the steps involved in completing a specific task or series of tasks within an organisation. By creating a model that shows the flow of work, decisions, and resources, companies can gain a better understanding of how their processes operate and where improvements are needed.
Models can be created using a variety of tools and notations, but the goal is always to present a clear and understandable representation of how work gets done.
Why Are Business Process Modelling Tools Important?
Process modelling tools are not only helpful for process optimisation but also for ensuring consistency, reducing manual errors, and enhancing communication among departments. Organisations that use these tools can efficiently:
- Identify inefficiencies: Visualise workflows to spot bottlenecks, redundancies, and delays.
- Improve decision-making: Provide clear insights into operations to inform strategy.
- Enhance collaboration: Facilitate communication and alignment between teams and departments.
- Support change management: Make transitions smoother by helping stakeholders understand the impact of changes.
- Maintain compliance: Ensure that processes are documented and standardised to meet regulatory requirements.
By using the right process modelling tools, organisations can foster an environment of continuous improvement and operational excellence.
Top 7 Business Process Modelling Tools
BPMN (Business Process Model and Notation)
Business Process Model and Notation (BPMN) is one of the most widely used process modelling languages. It employs a standardised set of graphical elements to represent processes in a clear, visual format. BPMN allows users to create complex models that depict the flow of activities, events, decisions, and data, making it ideal for business analysts and process managers.
Key Features
- Highly intuitive and easy to learn.
- Facilitates communication between business and IT stakeholders.
- Supported by various BPM software platforms.
– Use Case: A company might use BPMN to model its customer service process, detailing the flow from receiving a customer inquiry to resolving the issue.
SIPOC (Supplier, Input, Process, Output, Customer)
SIPOC is a high-level process mapping tool that helps organisations understand the key elements of a process by defining its suppliers, inputs, the process itself, outputs, and customers. This tool is often used at the beginning of process improvement projects to create a broad overview of the workflow.
Key Features
- Provides a simplified view of complex processes.
- Useful for aligning stakeholders at the start of process optimisation efforts.
- Focuses on relationships and dependencies within a process.
Use Case: A manufacturer could use SIPOC to analyse its supply chain, from raw material suppliers to final product delivery to customers.
UML (Unified Modelling Language)
Unified Modelling Language (UML) is a general-purpose modelling language commonly used in software engineering but also applicable to business process modelling. UML offers several diagram types, including activity diagrams, sequence diagrams, and use case diagrams, which can be leveraged to model processes.
Key Features
- Versatile and adaptable to different types of processes.
- Provides multiple diagram types for various aspects of a process.
- Can be used across different domains, including software and business processes.
– Use Case: A software development team could use UML to map out the user experience flow in a new application.
Value Stream Mapping (VSM)
Value Stream Mapping is a lean manufacturing technique used to visualise the flow of value through a process, from the moment an order is placed to the point it is delivered to the customer. This tool is highly effective for identifying waste and opportunities for continuous improvement.
Key Features
- Focuses on optimising the flow of value.
- Highlights areas of waste, such as delays and overproduction.
- Popular in lean manufacturing and Six Sigma initiatives.
– Use Case: A logistics company might use VSM to identify inefficiencies in its order fulfilment process, such as delays in shipping and unnecessary steps in packaging.
Gantt Charts
Gantt charts are primarily used for project management but can also be valuable in process modelling. These charts visually display the timeline of tasks within a process, showing task dependencies and the sequence in which they must be completed.
Key Features
- Ideal for visualising task timelines.
- Displays task dependencies and critical paths.
- Useful for managing projects and ongoing processes with time constraints.
– Use Case: A construction company could use a Gantt chart to plan out the various stages of a building project, ensuring that materials and resources are allocated efficiently.
Data Flow Diagrams (DFDs)
Data Flow Diagrams focus on the flow of information through a process rather than the activities themselves. They are commonly used in system design to map out how data moves between different components of a system.
Key Features
- Illustrates how data flows between processes, systems, and databases.
- Highlights information dependencies within a process.
- Useful for understanding information systems and data architecture.
– Use Case: An e-commerce company might use a DFD to model how customer data flows through its website, from product selection to payment and order confirmation.
PERT Diagrams (Program Evaluation Review Technique)
PERT diagrams are primarily a project management tool but can be adapted for process modelling, particularly for processes that involve multiple paths and dependencies. PERT diagrams visualise the dependencies between tasks and help estimate the time required to complete a process.
Key Features
- Visualises task dependencies and the sequence of activities.
- Helps estimate project or process durations.
- Useful for managing complex processes with multiple interdependent tasks.
– Use Case: A marketing team might use a PERT diagram to plan a multi-phase campaign, identifying the dependencies between creative development, ad placement, and customer outreach.
Top 7 Business Process Modelling Software Platforms
Pipefy
Pipefy is a cloud-based platform designed to help teams model, automate, and optimise their workflows. It provides a user-friendly interface and a variety of features for managing processes across different departments.
Key Features
- Customisable workflows and templates for different industries.
- Integration with popular tools like Slack and Google Drive.
- Automation capabilities for repetitive tasks.
Use Case: A customer support team could use Pipefy to create automated workflows for handling inquiries, ensuring that tickets are resolved promptly.
Bizagi
Bizagi is a comprehensive business process management (BPM) platform that offers advanced features for process modelling, simulation, and optimisation. It is particularly suited for large organisations with complex processes.
Key Features
- Provides a drag-and-drop interface for creating process models.
- Offers process simulation and analytics tools.
- Supports collaboration and real-time monitoring of processes.
– Use Case: A multinational corporation could use Bizagi to model its procurement process, ensuring compliance with regional regulations while optimising efficiency.
Kissflow
Kissflow is a cloud-based platform known for its user-friendly interface and flexibility in managing business processes. It offers tools for process modelling, task automation, and collaboration, making it ideal for teams of all sizes.
Key Features
- Intuitive drag-and-drop process designer.
- Integration with popular business tools like Salesforce and Dropbox.
- Automation features for repetitive tasks.
– Use Case: A sales team could use Kissflow to automate lead tracking and follow-up processes, ensuring that no potential customer falls through the cracks.
Appian
Appian is a low-code platform that allows users to create custom applications and workflows. It offers powerful process modelling capabilities, along with features for automation and integration with other systems.
Key Features
- Low-code development for creating custom applications.
- Workflow automation and process monitoring tools.
- Integration with legacy systems and cloud-based platforms.
Use Case: An IT department could use Appian to model and automate its incident response process, ensuring that issues are resolved quickly and efficiently.
ProcessMaker
ProcessMaker is a flexible BPM platform that supports process modelling, automation, and case management. It offers a variety of features and integrations, making it suitable for a wide range of industries.
Key Features
- Visual process designer for creating detailed models.
- Automation tools for repetitive tasks.
- Support for complex workflows and case management.
– Use Case: A legal team could use ProcessMaker to automate the contract review process, reducing the time needed to approve agreements and improving compliance.
Nintex
Nintex is a leading provider of process automation solutions, including tools for process modelling. It integrates with popular business applications like SharePoint and Office 365, making it a versatile choice for organisations using these platforms.
Key Features
- Integration with popular business tools like Office 365 and Salesforce.
- Powerful workflow automation and process monitoring tools.
- Drag-and-drop interface for designing workflows.
– Use Case: A finance team could use Nintex to model and automate its invoice approval process, reducing the time and effort required to process payments.
Lucidchart
Lucidchart is a popular diagramming tool that can be used
for process modelling as well as other types of diagrams. It offers a free version with limited features, as well as paid plans with more advanced capabilities.
Key Features
- Easy-to-use drag-and-drop interface.
- Integration with tools like Google Drive, Slack, and Atlassian products.
- Collaboration features for real-time editing and commenting.
– Use Case: A product development team could use Lucidchart to map out its design and development processes, ensuring that all stakeholders are aligned on the workflow.
Free Business Process Modelling Tools
Many organisations, especially smaller ones, may not have the budget for premium business process modelling software. Fortunately, there are several free options available that can still provide valuable process modelling capabilities:
- Draw.io: A web-based diagramming tool that offers a variety of templates and shapes for creating process models. It’s free to use and integrates with platforms like Google Drive.
- Dia: A free, open-source diagramming tool that works on Linux, Windows, and macOS. It offers basic process modelling features and can be used for simple workflows.
- LibreOffice Draw: A component of the LibreOffice suite that allows users to create diagrams and flowcharts. While not as feature-rich as some premium tools, it’s a solid option for small teams.
Process Modelling Tools Comparison
Choosing the right process modelling tool requires careful consideration of your organisation’s specific needs. When evaluating options, consider the following factors:
- Features: Does the tool offer the necessary features, such as support for BPMN, process simulation, and workflow automation?
- Ease of Use: Is the tool user-friendly and intuitive, or does it require extensive training?
- Scalability: Can the tool handle your organisation’s current and future process needs?
- Integration: Does the tool integrate with your existing systems, such as CRM or ERP software?
- Cost: What is the pricing model? Are there hidden fees or limitations on features?
By assessing your organisation’s requirements in each of these areas, you can select the most suitable process modelling tool for your workflows.
Conclusion
Business process modelling tools are critical for organisations that want to streamline operations, reduce inefficiencies, and improve overall performance. From widely-used standards like BPMN to more specialised tools like Value Stream Mapping, these tools offer powerful ways to visualise, analyse, and optimise business processes.
Selecting the right tool depends on your specific needs, including the complexity of your processes, the size of your organisation, and your budget. Whether you’re a small business looking for free options or a large corporation in need of an enterprise-grade solution, there’s a process modelling tool out there to help you achieve your goals.
With the right process modelling tool in place, your organisation can foster a culture of continuous improvement, driving success and growth for years to come.