Are you a process modelling master?

In business, clarity is everything. Without clear processes, teams struggle with inefficiencies, miscommunication, and wasted effort. That’s where process modeling comes in—a structured way to document how work gets done, ensuring consistency and improving decision-making.

In this guide, we’ll explore two widely used process modelling approaches—BPMN (Business Process Model and Notation) and UPN (Universal Process Notation)—and how you can use them to map out your business processes effectively.

Why Process Modelling Matters

Every organisation, no matter its size, runs on processes. From hiring employees to managing projects, having a visual representation of these processes helps:

✅ Improve efficiency – Identify bottlenecks and remove unnecessary steps.
✅ Enhance communication – Ensure everyone understands their roles.
✅ Streamline decision-making – Clearly define workflows and responsibilities.
✅ Standardise operations – Create consistency across teams and locations.

But where do you start? Let’s break it down.

Introduction to BPMN: The Industry Standard

What is BPMN?
BPMN (Business Process Model and Notation) is one of the most widely accepted process modelling techniques used in business. It provides a structured way to map processes using standardised symbols, making it easy to communicate workflows across teams and organisations.

Key Elements of BPMN:
1️⃣ Start Event – Marks the beginning of a process.
2️⃣ Tasks – Actions that need to be performed (e.g., “Issue Invoice”).
3️⃣ Gateways – Decision points that direct the flow (e.g., “Approved?” Yes/No).
4️⃣ End Event – Indicates the process is complete.
5️⃣ Pools & Lanes – Define roles and responsibilities.

Example: A Simplified Hiring Process in BPMN

📍 Start Event → 📝 Create Job Description → 📢 Post Job Ad → 🔎 Review Applications → ✅ Interview Candidates → 📩 Send Offer Letter → 🎉 Hire Employee (End Event)

By mapping this visually in a tool like Camunda, you gain a clear understanding of the hiring workflow, helping teams align on responsibilities and streamline execution.

Best Practices for BPMN

✔️ Keep it simple – Avoid unnecessary complexity.
✔️ Use standard shapes – Ensure consistency across models.
✔️ Label everything clearly – Every task and decision should be easy to understand.
✔️ Focus on communication – The goal is clarity, not complexity.

Introduction to UPN: A Simpler Alternative

While BPMN is powerful, it can be too technical for some teams. That’s where UPN (Universal Process Notation) comes in.

UPN is a more intuitive approach that uses just two basic shapes:
🔳 Why Box – Captures the trigger or reason for a process.
🔲 What Box – Defines the specific task being performed.

Example: Hiring Process in UPN
🔳 New Role Required → 🔲 Create Job Description → 🔲 Advertise Job → 🔲 Review Applications → 🔲 Interview Candidates → 🔲 Send Offer → 🔳 Hire Employee

Why Use UPN?

✔️ Easier to understand – No complex symbols or gateways.
✔️ More flexible – Can be used by non-technical teams.
✔️ Faster to implement – Simple enough for quick documentation.

For teams that want a lightweight alternative to BPMN, UPN offers a practical way to quickly document workflows without extensive training.

Bringing It All Together: Using RACI for Clarity

A common challenge in process modeling is defining responsibilities—who does what, and who needs to be informed. That’s where the RACI framework helps.

📌 RACI Explained:

• R (Responsible) – The person who does the task.

• A (Accountable) – The person who owns the outcome.

• C (Consulted) – Someone who provides input.

• I (Informed) – Someone who needs to be updated.

Example: RACI for the Hiring Process

Using RACI alongside BPMN or UPN ensures that each step in a process has clear ownership, reducing confusion and increasing accountability.

Next Steps: Start Mapping Your Own Processes

Now that you understand the power of process modelling, it’s time to put it into action.

🔹 Step 1: Pick a process – Choose a key workflow (e.g., hiring, onboarding, customer service).
🔹 Step 2: Decide on a method – Use BPMN for detailed modelling or UPN for a simpler approach.
🔹 Step 3: Define roles – Apply the RACI framework to clarify responsibilities.
🔹 Step 4: Use a tool – Try platforms like Camunda, Lucidchart, or even Excel for documentation.
🔹 Step 5: Share and refine – Get feedback from your team and continuously improve your processes.

Want to discuss your process models? Join the conversation in our community and share your insights! 🚀

Final Thoughts

Process modelling isn’t just about documentation—it’s about improving how your business operates. Whether you choose BPMN for structure or UPN for simplicity, mapping your workflows will help you:

✅ Reduce inefficiencies
✅ Improve communication
✅ Standardise operations
✅ Make better business decisions

Ready to optimise your processes? Start mapping today and see the impact!

👋 Hey, I’m Mike and I love creating processes that are efficient and worthwhile.

You can follow and engage with me in other platforms!