Business process notations are a kind of language used by the customer and the contractor: the former formulates the need, the latter offers a solution based on a description that both parties understand.
At the same time, the customer and the contractor are not necessarily different companies. They can be representatives of different departments in the same organization: managers, analysts, developers. To ensure that automation is effective, the parties agree on the notation used to describe business processes at the start. This reduces the time for approval, speeds up implementation, and reduces the risk of misunderstandings.
The notation allows:
- structure the process;
- clearly convey its logic;
- avoid misinterpretations;
- speed up the approval and implementation stages.
The customer can describe the process in words, but for further work, it needs to be translated into a visual or formalized form. This will make it easier to verify the result, restructure it, and automate it.
Main types of business process notations
1. Text description
The easiest way is to describe the process in words in the form of an instruction.
Advantages:
- requires no special training;
- easy to read.
Disadvantages:
- it is difficult to track the sequence of actions;
- there is no visualization of roles and conditions;
- difficult to edit and scale.
This approach is suitable only at the initial stages - for preliminary understanding.
2. Arbitrary scheme
This is a graphic representation of the process "by hand" or in any graphic editor without clear rules.
Advantages:
- the first visualization appears;
- you can see the branching and logic of actions.
Disadvantages:
- There is no standardization;
- it is not always clear who the performer is;
- unclear transition conditions.
3. Flowchart.
A formalized way to describe a process using standard shapes (oval - start/end, rectangle - action, diamond - condition).
Advantages:
- clear process structure;
- the sequence of steps is clearly visible;
- easy to read even without training.
Disadvantages:
- does not show who is responsible for each action.
4. Functional block diagram
An improved version of the classic flowchart with roles (for example, "manager", "client", "lawyer") highlighted in the form of horizontal or vertical "swim lanes".
Advantages:
- You can see who is responsible for what;
- conveniently analyze the workload by role;
- suitable for cross-functional processes.
Disadvantages:
- is more complex to build than a classic flowchart.
5. BPMN (Business Process Model and Notation)
One of the most popular notations for automation. It is widely used in IT and consulting.
Advantages:
- supports parallel processes;
- contains special events, notifications, and gates;
- high level of detail.
Disadvantages:
- requires training to understand the conventions;
- is more difficult for visual perception.
BPMN is a universal standard for designing processes before implementing ERP systems.
6. 6.
This notation is suitable for modeling the structure of an enterprise at a high level. It shows not so much the sequence of actions as the connections between functions.
Advantages:
- provides a general picture of interdependencies;
- allows you to model complex control systems.
Disadvantages:
- does not show the order of actions;
- is difficult to read without preparation.
How to choose the appropriate business process notation?
The choice depends on the purpose of the description and the level of detail. If you only need to coordinate the basic steps, a text or flowchart will do. When it comes to interdepartmental automation, it is better to choose BPMN or a functional flowchart. For strategic planning, you should use IDEF0.
How to depict business processes?
After choosing a notation, the next question arises: what to draw in? There are dozens of special tools for this purpose - from simple online services to professional software. We recommend starting with solutions like Draw.io, Bizagi Modeler, Lucidchart, or even Odoo Studio - depending on your goals and the level of formalization of your processes.
Conclusion.
The description of business processes in the form of formalized notations is the basis of high-quality automation. This helps to avoid misunderstandings, speed up the implementation of solutions, and reduce the number of revisions. Choosing the right notation and tool to build it is an important step in a digital transformation project.
To-Do helps Ukrainian companies describe, model, and automate their business processes as part of Odoo ERP implementation. We work with different notations, adapt processes to the client, and deliver results that work.
