This week, we tapped back into a technique that’s been a cornerstone of our consulting toolkit for years: process mapping. It’s easy to overlook the value of this exercise, especially when you’re surrounded by technical documentation, project plans, and endless email threads. But when it comes to planning technology improvements with a client, nothing beats the clarity and alignment that comes from a live, visual walkthrough.
Beyond Boxes and Arrows: Creating Shared Understanding
Process mapping is so much more than just drawing boxes and arrows. It’s about creating a shared understanding—right there in the room or on a video call—of how all the moving parts of a business process fit together. Instead of sending clients pages of documentation or trying to explain complex workflows over email, we find that mapping out the process together brings instant alignment. You can see the “aha” moments as the client watches their business logic take shape on the screen. It’s a collaborative experience that invites questions, sparks ideas, and often uncovers hidden pain points or opportunities for improvement.
A Real-World Example: EDI Integration with Odoo
A recent example really brought this home for us. We were working with a client who was considering how SPS Commerce could integrate with Odoo for their EDI (Electronic Data Interchange) needs. At this early stage, they anticipated a low volume of EDI orders, so full automation wasn’t necessary or cost-effective. Rather than overwhelming them with technical jargon or future-proofed solutions, we suggested we map out a phased approach. The process map illustrated how SPS Commerce could work with Odoo in an initial, semi-manual phase, showing exactly where human intervention would be needed and how the data would flow between systems.
Empowering Clients Through Visualization
This visual approach empowered the client to make an informed decision about their EDI strategy. They could see the trade-offs, understand the workflow, and ask targeted questions—all in real time. It turned what could have been a confusing technical conversation into a collaborative planning session. The client left the meeting with a clear picture of their options and the confidence to move forward with a solution that fit their current needs, while also understanding how they could scale up automation in the future.
Our Go-To Mapping Tool: draw.io
So, what’s our go-to tool for process mapping? We’ve always loved draw.io. It’s completely free, lightning-fast, and produces professional-looking maps that are easy to share and update. Whether we’re working solo or mapping live with a client, draw.io keeps the focus on the process, not the software. Its intuitive interface means we can make changes on the fly, experiment with different scenarios, and instantly visualize the impact of each decision.
Making the Invisible Visible
In the end, the best way to communicate needs and requirements when planning technology improvements is to make the invisible visible. Process mapping does exactly that. It bridges the gap between business and technology, ensuring everyone is on the same page before a single line of code is written. If you haven’t tried it live with your clients, we highly recommend giving it a shot. You might be surprised at how much clarity, engagement, and momentum it brings to your projects—and how much your clients appreciate being part of the process from the very beginning.