Summary
This article provides tips and best practices for creating Business Process Maps (BPMs) in Microsoft Visio. BPMs help visualize processes clearly and simply so they are easy for all users to understand.
Instructions
UTHSC faculty and staff should use Visio to create BPMs. A standard template is available for download from the UTHSC website.
General BPM Guidelines
- Every BPM must have a clear start and end. The end may link to another page or process.
- BPMs should flow left to right. Parallel actions may occur if different people or departments are involved.
- Each process step should include who performs the step and an action verb.
- Use the customer’s or user’s exact words when describing steps.
- Identify pain points and issues within the process.
- Keep it simple: Use as few shape types as possible.
Basic Shapes
| Start/End |
Indicates the beginning and end of the process. |
| Process Step |
Represents a manual step in the business process. |
| Decision |
Used when a choice must be made (e.g., Yes/No). |
| Off‑Page Connector |
Indicates continuation on another page. Label connectors clearly. |
| Database |
Represents electronic data storage. |
| External Data |
Indicates data from an outside source. |
| Document |
Represents a paper document or multiple documents. |
| Pain Points / Issues / Risks |
Highlights where problems occur. Use codes such as “P1.” |
Shape Tips
- Keep shape sizes consistent.
- Split shapes if text becomes too long.
- Add notes outside shapes when clarification is needed.
- Align shapes for readability and maintain consistent spacing.
- Use Arial, 10 pt font for all text.
- Use clear, concise language with action verbs.
- Use roles/titles, not individual names.
- Use upper/lowercase text; avoid ALL CAPS except for buttons or proper names.
- Decision boxes must have at least two exits, labeled appropriately.
Connectors, Lines & Arrows
- Keep line lengths consistent.
- Use straight arrows whenever possible.
- Use Visio’s green alignment guides.
- Avoid crisscrossing arrows to maintain readability.
Additional Notes
Contact the Service Desk at 901.448.2222 or visit the 6th floor of the Lamar Alexander Building for assistance.
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