How to Use Map Parts

Contents of This Page

Training update June 2024:  First look at examples on this page:
ActionMap Process Map Examples

How to Use Map Parts

• Important Notes
• The Main Page - Map and List
• Differences Between "Active Process Parts" and "Comments"
• Why Is This Difference Important?
  • Common Sense Cause and Effect Logic
  • What Everyone Can Agree On?
• Map Parts
  • Basic Guidelines for Using Map Parts
  • Each Type of Map Part Is Labeled in a Particular Way and Has a Focused Meaning
  • Central Process - Overview
  • Boundaries - Overview
  • Stores - Overview
  • Sub-Processes - Overview
  • Flows - Overview
  • Summary of Map Part Uses
• Build the Map in Sequence
• Examples of Errors from Putting Comments on the Map
• Examples of Correct Maps
• Do a Quality Check
• Variations
  • Relaxing the Labeling Rules
  • Flow Connectors
  • Side Processes
  • Extended Part Labeling

How to Use Map Parts

Everything Revolves Around the Map 
 

Important Notes
Please note:  reading and understanding this page is critical to the successful use of the ActionMap Toolkit.

If you have existing process skills, then please look at this as training for how to support other people in doing their process work.

The Map is the Foundation of the Main Cycle Everything revolves around the Map To better understand the role of Maps in ActionMap, please review this video first:   ActionMap "How It Works" Video

The Main Cycle (This is the Process Improvement Cycle)

Starting Points

The Main Page  -  The Map and List

• All work is done on the Main Page.
• The Main Page has a Map and a List.   
• The information about the process goes on the Map and the List.
• A schematic of the Main Page is shown here.

	The Map	The List
	The Map provides a focus of attention. It gives you a picture of the process you are working on. The Map Part labels identify the graphics on the Map.	The words written on the Map will automatically appear on the List. All other information is added to the List.

This is one of the most important things to understand about ActionMap ! 

ActionMap divides everything into two buckets:

1.  Active Process Parts
2.  Comments (about the Active Process Parts)

So what is the difference between the two?
 

Differences Between "Active Process Parts" and "Comments"

1.  Active Process Parts

Activities	Interconnected Actions or Events Processes, Functions, Networks of events
Actors	Things that perform the Activities People, groups, organizations, organisms, machines,technical and natural systems
Actions	The Arrows indicate the movement of "Stuff" Motion, flow, transaction
"Stuff" that is Moved	Things that are moved from one place to another in the process (on the arrows) Information, goods, money, energy, raw materials, etc.

2.  Comments about the Active Process Parts

Results, goals, issues, ideas, opinions, milestones, measures, qualities, properties, conditions, states, etc.

Examples 20% Increase Delivery is slow Product delivered 100/week Blue with white trim Needs adjustment Arrived at warehouse

 Test Yourself:

Word / Phrase	Is It an Active Process Part?	Or a Comment?
It's wet out
The weather
We need more productivity
Staff
The part is late
Motion of part
The part has been sent
Departure Processing

Basic Rule for Using the Map and the List

• The Map contains only Active Process Parts
• The List contains both Comments and Active Process Parts

 

	MAP	LIST
1. Active Process Parts	YES	YES
2. Comments         (about Active Process Parts)	NO	YES

Why Is This Difference Important?

Active Process Parts track common sense cause-and-effect logic.  

Common sense cause and effect logic:

• is how people understand how things work.
• allows you to trace the effects back to causes to find points for change.

Comments do not follow any particular logic. 

If you try use Comments as Active Process Parts,
you will create an unclear understanding of how the process operates. 

Ask yourself, "how can I use Comments to trace cause and effect?"

Test Yourself:

Comments	Is it an activity?	Is it an actor?	Is it an action?	Is it  "Stuff"
Milestone 1 Achieved
Increase by 20%
Reduce waste by 10%
Customer is satisfied
Document needs editing

 

(Training update June 2024:  this is too abstract, skip it on your first self-training pass.)

Activating the "Cause and Effect Tracing Mind"

Your subconscious mind is very good at tracing cause and effect.  It knows when something doesn't make sense. 

If you label the Map correctly, you activate your subconscious "cause and effect tracing" mind.

And if you are creating the Map for other people, a correctly created Map will activate THEIR subconscious "cause and effect tracing" minds.

This creates a powerful environment for learning, development, improvement, problem solving, planning, communication and decision-making.

If you do NOT label the Map correctly, you will NOT fully activate these powerful subconscious capabilities, and the Map will have MUCH LESS benefit.

In addition, you can actually create CONFUSION and RESISTANCE if the Map is drawn with too many labeling mistakes.

So, it is VERY IMPORTANT to draw and label the Map correctly.

What  Everyone Can Agree On

Another major difference between Active Process Parts and Comments is that:  It is easier to get people to agree about Active Process Parts.  Active Process Parts are things that happen; they are real.  They either exist or they don't exist in the activity you are focused on.  You can go examine them and measure them. People can easily disagree about Comments.  While some Comments represent measurements, many are subjective, based on people's interests or interpretations.

Again, the basic rule for using the Map and the List Both Active Process Parts and Comments go on the List. Only Active Process Parts go on the Map.

The lesson here is: Maps provide a strong basis for shared understanding and agreement. If you add Comments on the Map, you weaken that basis for understanding and agreement.

Quick Note About Comments Comments are a very important part of ActionMap.  Comments provide motivation and direction for changing the process. This motivation and direction happens inside the minds of the process stakeholders, not inside the process. For that reason, Comment should not be PART OF the process that is being changed. Comments go on the List.

Comments are captured starting in the Evaluate stage of the ActionMap Main Cycle:

Map Parts

So now, let's focus just on Map Parts.
Starting with:  WHERE do the Active Process Parts go on the Map?

Basic Guidelines for Using Map Parts

• There are several basic guidelines that help in the use of Map Parts.

  • 1. Only Five Types of Map Parts
  • 2. Standard layout (controlled by the software)
  • 3. Types of Map Parts Only Go in Certain Locations (controlled by the software)
  • 4. Each Type of Map Part Is Labeled in a Particular Way and  Has a Focused Meaning
    

1. Only Five Types of Map Parts

Another feature of ActionMap process maps is that they have only five types of Map Parts, as shown here:

2.  A Standard Graphic Layout

The Maps always have the same general graphic layout, shown here:  (Please note that this is just an example:  the number of shapes can differ.) The software will control the general locations of the graphic shapes.  So you will  not need to position the graphics.

3.Types of Map Parts Only Go in Certain Locations

And to make it even simpler, the Map Parts only go in certain places on the Map, and the software enforces the locations, so you can't do that wrong.

Quick Recap:

So at this point we know that:

• Maps only show Active Process Parts.
• 1. There are only five types of Map Parts.
• 2. The Maps all have the same basic layout.
  
• 3. The Parts only go in certain places.

So the "hard part" in creating ActionMap Process Maps gets down to the remaining question.

How to label the Map Parts correctly?
..to describe the specific Active Process Parts
of the process you are mapping

The answer to that is:
 

4. Each Type of Map Part Is Labeled in a
Particular Way and Has a Focused Meaning

Central Process - Overview 

 

Rules for the Central Process

Central Process is represented by a tall rounded rectangle. 

Keyword = "Focus"  The Central Process should always be labeled with the name of an Activity or a thing that performs Activities (e.g. people,  groups, organizations, machines, technical or natural systems and so on.) The Central Process is always in the center of Maps. The Central Process is the part of the Map that we have the most interest in learning about and possibly changing.

Boundaries - Overview

Rules for Boundaries

Boundaries are represented by simple rectangles.

Keywords = "Limit" and "Less Controllable" Boundaries are always on the sides of the Map. Boundaries should always be labeled with the names of activities or things that perform activities (e.g. people, groups, organizations, machines, technical or natural systems and so on.) Boundaries are generally outside the scope of what the group can change or intends to try to change.    The most important thing to understand about Boundaries is that: Boundaries are separate from and outside the Central Process, and  they interact with the Central Process via Flows So: do not use Boundaries to describe things that happen inside the processes in the middle of the page.

  Stores - Overview

Rules for Stores

Stores are represented by simple rectangles with a double left side

Keyword = "Hold" Stores are special types of Activities in which the activity is to "store things", and "keep things the same".  Stores should be labeled with the names of things that store things (e.g. file cabinet, storeroom, database, etc.) Stores are always on the sides of the Map. Stores interact with the processes in the middle of the page via Flows. Stores can be considered either part of the Central Process or things that are separate from and used by the Central Process.

Flows - Overview

Rules for Flows

Flows are represented by arrows.

Keyword:  "Move" The "Activity" of the Flow is shown by the combination of the arrow and the label. Flows should always be labeled with names of physical things that are moved (even if the "physical thing" is a document or an electronic message or signal.) This means label flows with nouns or noun phrases.   Key Rules for Flows: Flows do not mean "go to" or "do next". Flows do not mean "complicated action". Flows do not mean "modifies the 'Stuff'". Only label flows with nouns and noun phrases. Do not label Flows with verbs or actions.   Flows are NOT whole activities that "do things" within the Side Parts or the Central Process. They are only the movement of things between the side parts and the Central Process.  Within the above understanding: "Stuff" can also be bundles of stuff, as in bundles of communications, e.g.: "negotiation communications". "Stuff" can also include physical perceptions and forces, e.g. "view of product color" (from product to eye) and "adjustment of control knob" (by the motion of a hand").   Anything that can be seen as moving from one place to another.

 
Sub-Processes - Overview

Rules for Sub-Processes

Sub-Processes are represented by rounded rectangles

Key words:  "Change", "Transform"   Sub-Processes are in the center of the Map, inside the Central Process.   Anything activity that is part of the Central Process should be inside the Central Process; it should not be a Boundary outside of the Central Process. Sub-Processes should be labeled with the names of activities or things that perform activities (e.g. people, groups, organizations, machines, technical or natural systems and so on). Sub-Processes can form an "outline" that divides the Central Process. When possible Sub-Processes should be named as activities instead of Roles or Organizations. It is often useful to have the Sub-Processes listed in a sequence of how they occur (if they occur in sequence).

Summary of Map Part Uses

Map Parts Meanings - Summary

 

Positions of the Map Parts - Summary

Map Parts ONLY go in the specific locations show in the example below.

The Map Panel on the Main Page automatically enforces these positions.

Build the Map in Sequence 

One way to help you label the Map Parts correctly is to follow a particular sequence in adding the Map Parts. That sequence is shown here:

__________________________________________________

1) Draw and Label the Central Process

Ask: 

• What is the focus of attention for this Map?  
• What is the area of activity we want to most learn about in this situation?
• What is the area of activity that we might want to change in this situation?
• What is the area of activity that we might have the most control over in this situation?
• Who and what is inside the Central Process?
• Who and what makes the Central Process "go"?

2) Add the Boundaries and Stores

2a) Ask:

• What is the primary focus of the map versus the periphery of the map?
• What is outside versus inside the Central Process?
• What are the less controllable parts of the area of activity?
• Who and what interacts with the Central Process?
• What parts of the area of activity are NOT inside the central process?

2b) Ask:

• Is this side box an actor, like a person, organization or system?
  • If so, then it is a Boundary.
• Is this a storage unit, like a file folder or a database?
  • If so, then it is a Store.
    

3) Add the Flows  

It is often very helpful to NOT start adding Flow arrows until you have added Boundaries

Ask:

• What are things that actually move between to the Boundaries and Stores from the Central Process? 
  • Information, goods, money, simple actions and so on.
• Are these named with nouns or noun phrases? 
  • Because they should NOT be named with verbs, activities and complex actions.
• Are they NOT used to mean "go to" or "do next"?

Because they should NOT be used for those things

4) Add the Sub-Processes

Ask:

• What are things that happen inside the Central Process?
• How would you divide the Central Process into three major sub-activities?
• How would you then divide those smaller activities into a total of about seven sub-activities?
• Do these Sub-Processes extend outside the Central Process?
  • Because they should NOT.
• Do these Sub-Processes overlap with each other?
  • Because they should NOT.
• Do these Sub-Processes account for all the Flows that come and go to and from the Central Process?
  • Because they SHOULD do that.

5) Check for Comments on the Map

Ask (and check one more time):

• Have you labeled any of the Boundaries or Stores with Comments, that do not have the power to DO anything?
  • Because you should very definitely NOT do that.

Examples of Errors from Putting Comments on the Map



THE FOLLOWING ARE MISTAKES THAT CAN CAUSE CONFUSION:

• Flow with actions and outcomes on them.
• Boundaries with goals, evaluations and milestones on them.
• A Store with an evaluation on it. 
• Sub-processes with outcomes on them.
  
  

 All of the labels on the example map above can be considered Comments. 

(All of these labels could be captured as Comments on the List.)

Few of these labels contribute to understanding how the process works.
All of these incorrect labels interfere with:

• Understanding cause and effect relationships
• Creating an objective view of what happens.

So Remember:

You have learn to separate Activities (on the Map) from
Comments (on the List).
It's the basic skill of process thinking.

Examples of Correct Maps

Do a Quality Check

While you are creating a Map, or after you have completed a first draft, you can do a quality check.

Ask yourself these questions:

• "Are all the Map Parts Active Process Parts, and Not Comments?  Or, Are any of the Map Parts actually just Comments?"
• "Are the Boundaries truly separate from the Central Process, or do they belong inside as part of the Central Process as Sub-Processes?"
• "Are the Sub-Processes truly part of the Central Process, or do they belong outside the Central Process as Boundaries or Stores?"
• "Do the Flows show the actual movement of some "Stuff" between the sides and the Central Process?"
• "Do the Flows describe a whole activity, instead of just a simple movement of "Stuff"?"

Variations

Relaxing the Labeling Rules

After you have learned and practiced the labeling rules, you can sometimes relax their use.  

• Flows don't need to be strictly labeled with nouns, as long as the label describes the movement of something from one place to another.
• A person can occupy multiple roles on a Map. 
  • A person can be both an employee inside the Central Process and a recipient of  company benefits outside the Central Process.
  • A person could be a prospect in one Boundary and Customer in another Boundary.
• (Other examples to be added.)

Flow Connectors

In some cases it is useful to show that Flows go between specific side parts or to and from specific sub-processes, instead of only to and from the Central Process.

These situations can be indicated using Flow Connectors (or simply "Connectors").

Connectors are short text codes that can have a variety of formats, for example:

• "(P3)"
• "(B05)"
• "[S6]"
• {X5}
• " / 1.0"

More details on Flow Connectors can be found at this page:
"Flow Connectors".

Side Processes

The software also allows you to put rounded rectangles on the sides of the Map.  These are called "Side Processes".  They are Activities that are closely associated with the Central Process, but not directly inside inside of it.

Side-Processes are typically used to represent parts of a larger organization or system than contains both Central Process and Side-Process.  

Extended Part Labeling

Flow labels can also include sequence number (1- , 2- , 3- ).

Part labels can also include measures:

• (50 per day)
• (5 staff)

There are no fixed rules for these label variations; you can use whatever format works best for you.

STRONGLY Suggested Next Pages

ActionMap Process Map Examples
Naming the Central Process
Help Table of Contents

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