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4 min read

What is Business Process Model and Notation - BPMN?

4 min read

What is Business Process Model and Notation - BPMN?

When it comes to mapping business processes, many find themselves in a dilemma about which methodology to use. Although drawing a workflow may seem simple, the truth is that there are many ways to represent it, and without the right tool, the process can become confusing and laborious. For those just starting out in process analysis, the variety of options offered by tools like Microsoft Visio can be overwhelming, and unfamiliarity with technical terms makes the decision even more difficult.

An outstanding option that emerges in this context is BPMN (Business Process Model and Notation). Unlike other methodologies, BPMN is specifically designed to represent business processes in a clear and standardized way. What does this mean? It means that whether you are a business analyst, a software developer, or a project manager, BPMN offers a visual language that is understandable to everyone. However, if you’ve never heard of BPMN before, it’s natural to wonder if it’s really the right tool for you.

This article aims to clear up those doubts. Here, I will explain what BPMN is, how it differs from other process mapping techniques, and, most importantly, when and why you should consider it the best option to visualize and optimize your workflows. If you’ve tried mapping processes before and haven’t achieved the expected results, this methodology might be exactly what you need.



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What is BPMN?

BPMN, or Business Process Model and Notation, as previously mentioned, is a widely used methodology for the graphical representation of business processes. Its main objective is to provide a standard and understandable way to model and communicate business processes, both on a technical and business level. The advantage of BPMN lies in the fact that it provides a visual notation that is easily understandable for all project participants, whether they are business analysts designing the process, developers implementing the solution, or even executives needing to understand the organization’s workflow.

The BPMN diagram is composed of various graphical elements that represent different aspects of a process. These elements include activities, decisions, events, and flows, like what happens with flowcharts.


The Symbolism of BPMN

Unlike other process mapping symbols, BPMN is characterized by being very simple and standardized, ensuring that the learning curve to adopt it is short. Each symbol in BPMN has a specific meaning. For example, activities are specific tasks or jobs carried out within a process. Events indicate what triggers or ends a process. Flows, in turn, show the sequence in which activities occur and how they relate to each other. Additionally, BPMN incorporates additional elements, such as gateways and participants, allowing for modeling of more complex and interactive scenarios.

Most Used Symbols in BPMN

Below are the most used symbols in this methodology.


ICX_Symbols in BPMN


Comparison of BPMN with Other Methodologies

BPMN, or Business Process Model and Notation, stands out from other process mapping methodologies because of its focus on standardization and its ability to be understood by different actors within an organization. Unlike other process mapping techniques, such as traditional flowcharts, process maps, or data flow diagrams (DFDs), BPMN offers a richer and more precise notation specifically designed to represent business processes in a formal and detailed way.

Conventional flowcharts, for example, are simpler and easier to understand for users who are not familiar with specialized notations. However, these diagrams lack the ability to represent complex events, decision conditions, or interactions between different participants—something that BPMN handles with precision. While flowcharts are useful for simple, linear processes, BPMN is better suited for modeling complex processes involving multiple participants, decisions, and interrelated events.




>> Process improvement using As Is & To Be <<





Conventional Flowchart



ICX_Conventional Flowchart


Another common methodology is the data flow diagram (DFD), which focuses more on the flow of information within a system than on specific activities or tasks. DFD is useful for mapping how information moves between different entities in a system, making it especially suitable for systems analysis or IT processes. In contrast, BPMN not only shows the flow of information but also the activities, events, and decisions that occur within the process, making it a more comprehensive tool for action-oriented business processes.

Process maps, on the other hand, are a more abstract representation of business processes. They typically focus on the key steps of a process without going into too much detail about conditions or alternative flows. While they are useful for getting an overview of the process, they lack BPMN’s ability to model complex situations or detailed scenarios. BPMN is superior when a deep and technical understanding of the process is required, whereas process maps may be better for executive presentations or for communicating the general aspects of a workflow.




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Process maps




ICX_Procees map

 

 

When to Use BPMN

In terms of choice, BPMN is the best option when a precise and standardized notation for complex processes is required, especially in environments where it is important for both technical and business teams to understand and collaborate in defining the process. It is also ideal when business processes need to be automated, given that its level of detail allows these processes to be easily implemented in business process management systems (BPMS). On the other hand, methods such as traditional flowcharts or process maps may be more appropriate for simpler projects, for basic teaching, or when a quick and general understanding of the workflow is sought, without needing to delve into operational or technical details. Below is an example of a simple BPMN diagram.



ICX_Use BPMN

 

Advantages of Using BPMN

The main advantage of BPMN is that it allows the standardization of how business processes are described. By doing so, it facilitates collaboration between different areas of an organization, as all involved parties work with a common visual language. This not only improves communication but also helps to identify inefficiencies, optimize processes, and align operations with the company’s strategic objectives.

Additionally, BPMN is widely used in process automation. By representing workflows accurately and clearly, this helps implement these processes in automated systems, such as business process management platforms (BPMS), which improve efficiency and reduce human error.


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As we’ve seen, BPMN is a powerful tool for those looking to map and optimize their business processes in a clear and structured way. Its ability to standardize the representation of workflows not only makes it easier to understand and collaborate among the various actors in an organization but also allows for identifying areas of improvement and boosting efficiency. Throughout the article, we’ve explored how BPMN differs from traditional methodologies like flowcharts or data flow diagrams, providing a level of detail and flexibility that makes it ideal for complex and dynamic processes.

For those who want to implement a solution that can be used both on a technical and business level, BPMN offers the perfect balance. Its adoption is especially recommended in projects where process automation is sought or where collaboration between different teams is indispensable to achieve the desired results. By understanding and applying BPMN correctly, you can better align your operations with your strategic goals, reduce costs, improve communication, and achieve greater organizational agility. If you are evaluating how to improve the management of your processes, BPMN should be among your top considerations.


Sources

The illustrations were taken from Lucidchart https://www.lucidchart.com/ and from Interfacing https://www.interfacing.com/ which are tools where you can create BPMN models.

 

 

 

 

 

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