In today’s fast-paced business world, speed and efficiency are everything. And yet, one key element often makes or breaks an organization’s ability to improve: choosing the right method for modeling its processes. With more options than ever before, companies often find themselves asking: Should we stick with a standard like BPMN 2.0? Or opt for a more flexible approach like process tables? Is there a “best” method at all? And how can we find the one that truly fits our needs?
Let’s start with the central question: How do I find the right approach for my company or my process?
The ideal modeling method depends on many factors—your industry, the complexity of your workflows, the goals you want to achieve, and the needs of the people who work with the model every day. That’s why the first step should always be a realistic assessment of your current situation. How do your processes actually run? What’s missing? What do employees need? And most importantly: What do you want to improve?
Modeling Methods at a Glance
There’s no shortage of options. From traditional prose-style documentation to visual methods like BPMN 2.0 or turtle diagrams, each has its strengths and weaknesses. Some methods are better suited to human readers; others are ideal for systems integration or workflow automation. The key is understanding what each method is good at—and where it might fall short.
The Most Important Question: What’s the Purpose of Your Model?
The core goal of process modeling is always the same: to make business processes transparent, understandable, and manageable. But depending on the context, the focus may vary:
This brings us to a crucial distinction: human-centered vs. technology-centered process modeling.
Human-Centered Modeling
This approach puts people first. It’s about helping employees navigate their daily tasks with clarity and structure. Think of it like a recipe book—simple, reliable, and easy to follow. This style is particularly common in quality management, where the aim is to improve work quality and reduce errors through clear instructions and guidance.
Key characteristics:
Technology-Centered Modeling
Here, the priority is automation. The goal is to model workflows so they can be executed by machines—often using systems like workflow engines or ERP platforms. This kind of modeling is precise and detailed, and often uses standardized notations like BPMN 2.0.
Key characteristics:
Different Camps, One Conclusion
In many companies, there are two camps: those who prioritize clarity for employees, and those who want to optimize for automation. But you don’t have to pick sides. The best results often come from combining both approaches.
What’s the Best Method? It Depends.
There’s no one-size-fits-all solution. The right approach depends on your goals. However, it’s worth understanding the difference between BPMN 2.0 and BPMN 2.0 Light:
By using BPMN 2.0 Light, companies can make even complex processes easier to follow—while still using a standard that works for both humans and systems.
Visuals vs. Tables: A Powerful Combo
Well-designed process graphics provide a clear overview of structure and dependencies. Tables, on the other hand, are often more practical for detailed execution, serving as a bridge between process management and knowledge management.
Bringing it All Together: The Document Pyramid in Practice
In quality management, the process documentation pyramid provides a great blueprint:
Each layer serves a purpose—and the format should match the users’ needs.
In the End, Ask Yourself This One Question: Am I modeling for people, or for machines? When you know the answer to that, everything else falls into place.
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