Are your team’s workflows feeling chaotic or unclear? When crucial steps are missed and bottlenecks slow down progress, it’s often a sign that the process itself isn't well understood. This is where process mapping tools come in. These powerful process mapping applications help you transform complex processes into clear, visual diagrams that everyone on your team can understand and follow.
By creating a visual representation of your workflow, you can quickly identify inefficiencies, streamline operations, and foster better collaboration among stakeholders. The right process mapping tool not only helps you draw a flowchart but also serves as a central hub for communication, process documentation, and continuous improvement.
In this guide, we'll explore the fundamentals of business process mapping and review the best process mapping tools available. We aim to help you find the perfect process mapping tool to bring clarity and efficiency to your business processes, whether you're a project manager, a business analyst, or a team lead.
Best process mapping applications at a glance
Finding the right process mapping tool is the first step toward improving your workflows. Here’s a quick overview of our top picks for the best process mapping tools, each with a unique strength to fit different team needs.
Lark: An integrated platform for visual workflow design and collaboration.
Miro: An online whiteboard perfect for collaborative brainstorming and diagramming.
Lucidchart: An intelligent diagramming tool for creating detailed process flowcharts.
Microsoft Visio: A professional standard for technical and business process modeling.
Atlassian: A project management tool with powerful workflow mapping capabilities.
Mural: A digital workspace for visual collaboration and team alignment.
Celonis: A process mining application for discovering and analyzing workflows.
Creately: An easy-to-use canvas for diagrams, flowcharts, and mind maps.
Draw.io: A free, open-source tool for creating simple diagrams quickly.
Smartsheet: A work management platform with flowchart and process visualization features.
What is process mapping?
At its core, process mapping is the act of creating a visual representation of a workflow. Think of it as a detailed process map that illustrates every step, decision, and action required to get from a starting point to a final outcome. This visual diagram, often called a process map or flowchart, provides a clear, shared understanding of how a business process actually works.
The primary goal of business process mapping is to communicate a process in a way that is simple, concise, and easy for all team members to understand. Instead of relying on lengthy text documents or word-of-mouth instructions, a process map uses standardized process mapping symbols and shapes to depict tasks, decision points, inputs, and outputs. This clarity helps align everyone involved, from new hires to senior stakeholders.
Process mapping is not just about process documentation; it's a foundational tool for analysis and process improvement. By laying out the entire process, you can step back and see the bigger picture. This perspective makes it much easier to spot redundancies, identify bottlenecks, and pinpoint areas where you can make meaningful improvements to boost efficiency and quality.
Why is process mapping important?
Implementing process mapping offers significant benefits that can transform how your organization operates. By visualizing workflows, you move from abstract ideas to a concrete, shared reality. This clarity is the foundation for a more efficient, agile, and collaborative team. Let's explore the key advantages of streamlining workflows through this practice.
Enhances clarity and understanding: A process map serves as a single source of truth. It eliminates ambiguity about roles, responsibilities, and sequences of tasks. When everyone can see the workflow, it reduces confusion and ensures team members understand how their contributions fit into the bigger picture.
Identifies inefficiencies and bottlenecks: Laying out a process visually makes it much easier to spot pain points. You can quickly see where tasks get stuck, where redundant steps exist, or where resources are being wasted. This insight is the first step toward meaningful process improvement and optimization.
Improves standardization and consistency: Process maps provide a clear blueprint for how tasks should be performed. This promotes consistency in output and quality of work. For example, using a tool like Lark Base, you can build a standardized workflow and save it as a process mapping template that ensures every team member follows the exact same proven procedure.
Facilitates communication and collaboration: A visual map is a powerful communication tool. It provides a common language for stakeholders from different departments to discuss and analyze a process. When teams need to collaborate on improvements, a shared document allows them to leave comments and suggest changes in real-time, ensuring everyone's input is captured directly within the context of the workflow.
Streamlines training and onboarding: New employees can get up to speed much faster when they have a clear visual guide to follow. Instead of relying on long text documents or shadowing colleagues, a process map provides an intuitive and efficient way to learn new responsibilities.
Ultimately, process mapping isn't just about drawing diagrams; it's about building a culture that helps promote continuous improvement. By integrating process maps into your daily operations with a process mapping tool like Lark, you can turn visual plans into automated, actionable workflows that drive productivity.
Top 10 process mapping applications reviews
Choosing the right process mapping tool depends on your team's specific needs, from simple diagramming to complex workflow automation. Here’s a detailed look at our top 10 picks for mapping tools to help you decide.
1. Lark: An integrated platform for visual workflow design and collaboration
Overview:
Lark is an all-in-one collaboration suite that integrates process mapping directly into your team's daily workspace. It goes beyond simple diagramming by connecting visual workflows to data, tasks, and communication channels. This allows you to not only design business processes but also execute, automate, and monitor them from a single, unified platform, making it a powerful choice for holistic work management.
Key features:
Versatile visual tools: Create everything from detailed flowcharts and swimlane diagrams to mind maps using an intuitive drag-and-drop interface. Lark provides customizable process mapping templates for various scenarios, allowing you to map out processes and share ideas in real-time.
👉Use this template – Project Roadmap Gantt Chart
No-code process automation: Transform your visual maps into active workflows. The no-code automation builder lets you design and automate repetitive tasks, create custom approval chains, and trigger actions across different applications without any coding. This supports full process automation.
Integrated project management: Manage projects directly within the platform where you design your workflows. Lark Base offers multiple views like Gantt and Kanban, real-time dashboards, and automated task tracking to keep project managers and teams aligned.
Centralized process documentation: Embed your process maps directly into shared documents, presentations, or a centralized wiki. With built-in tools for word processing and spreadsheets, you can create and manage all your process documentation in one place.
Unified collaboration suite: Enhance teamwork with a full suite of integrated collaboration features. Discuss a process map in Lark Messenger, jump into a video call with Lark Meetings, or schedule a review session in Lark Calendar, all without switching apps.
AI-powered assistance: Leverage AI to streamline your work. Features like smart extraction in Base, automatic summarization of meeting minutes, and AI-powered content generation help manage your processes more efficiently, freeing your team to focus on strategic improvements.
Pricing:
Starter: Free for up to 20 users, including 100 GB of storage and 1,000 automated workflow executions per month.
Pro: $12 per user/month, with unlimited message history, 15 TB of storage, and 50,000 automated workflow executions.
Enterprise: Custom pricing for larger organizations, offering advanced security, single sign-on (SSO), and enhanced support.
Best for:
Teams seeking a unified platform to design, execute, and automate their business processes without relying on multiple disconnected mapping tools.
2. Miro: An online whiteboard perfect for collaborative brainstorming and diagramming
Image source: miro.com
Overview:
Miro is an online collaborative whiteboard designed for brainstorming and visual project management. Its infinite canvas makes it one of the most flexible mapping tools for free-form process mapping sessions where teams can build diagrams together in real-time.
Key features:
Infinite canvas for free-form brainstorming and ideation.
Extensive library of pre-built templates for various use cases.
Real-time collaboration features allowing multiple users to work on the same diagram with live cursors and comments.
Pricing:
Free: $0 for unlimited members
Starter: Starts from $8/member/month
Business: Starts from $16/member/month
Enterprise: Custom pricing
Best for:
Creative teams and workshops that need a flexible, collaboration tool for brainstorming and initial process design.
3. Lucidchart: An intelligent diagramming tool for creating detailed process flowcharts
Image source: lucidchart.com
Overview:
Lucidchart is a dedicated, intelligent diagramming application that helps teams create detailed process maps, flowcharts, and org charts. It stands out as one of the leading process mapping tools for its extensive shape libraries and data-linking capabilities, which allow for creating dynamic, data-driven visuals.
Key features:
Advanced features like intelligent diagramming with data-linking capabilities.
Large library of professional templates and shape libraries for various types of process maps.
Seamless integration with Microsoft Office tools, Google Workspace, and other platforms.
Pricing:
Free: $0
Individual: Starts from $9.00/user
Team: Starts from $10.00/user
Enterprise: Custom pricing
Best for:
Businesses and technical teams that need to create detailed, professional, and data-driven diagrams.
4. Microsoft Visio: A professional standard for technical and business process modeling
Image source: microsoft.com
Overview:
Microsoft Visio is long-standing and powerful process mapping software for creating a wide range of professional diagrams, including detailed process maps and technical flowcharts. It is deeply integrated into the Microsoft ecosystem, making it a natural choice for organizations that rely on Microsoft Office.
Key features:
Industry-standard stencils and shapes for technical diagrams.
Seamless integration with the Microsoft 365 ecosystem.
Enterprise-grade security and compliance features.
Pricing:
Visio in Microsoft 365: Included
Visio plan 1: Starts from $5/user/month
Visio plan 2: Starts from $15/user/month
Best for:
Enterprises that are heavily invested in the Microsoft ecosystem and require advanced diagramming capabilities.
5. Atlassian: A project management tool with powerful workflow mapping capabilities
Image source: atlassian.com
Overview:
While known for Jira and Confluence, Atlassian provides robust process mapping capabilities through its ecosystem. Teams can use Confluence's whiteboards for diagramming or integrate with marketplace apps to create detailed process maps that connect directly to Jira projects.
Key features:
Native integration with Jira for task and project tracking.
Collaborative whiteboards and real time collaboration features within Confluence.
Access to a wide range of marketplace apps for extended functionality.
Pricing:
Free: Up to 10 users.
Standard: Starts from $8/user/month.
Premium: Starts from $14/user/month.
Enterprise: Custom pricing
Best for:
Agile development and IT teams that use Jira and want to align their process maps with their project execution to streamline operations.
6. Mural: A digital workspace for visual collaboration and team alignment
Image source: mural.co
Overview:
Mural is another digital whiteboard platform focused on facilitating visual collaboration. It stands out among collaboration tools for helping teams align and brainstorm through guided activities and a rich set of templates for workshops, project planning, and process mapping.
Key features:
Specialized tools and features for facilitating workshops.
Rich template library for guided collaboration activities.
Integrations with popular tools like Jira and Microsoft Teams.
Pricing:
Free: $0 for unlimited members
Team+: Starts from $9.99/member/month
Business: Starts from $17.99/member/month
Enterprise: Custom pricing
Best for:
Remote or hybrid teams that need a structured environment for collaborative workshops and design thinking sessions.
7. Celonis: A process mining application for discovering and analyzing workflows
Image source: celonis.com
Overview:
Celonis takes a different approach by offering process mining software. It's a unique type of process mapping software that, instead of requiring you to manually map a process, uses data from your existing systems to automatically discover, visualize, and analyze how your business processes actually perform, helping you optimize processes effectively.
Key features:
AI-powered discovery to automatically map existing processes.
Data-driven analysis of process performance and inefficiencies.
Conformance checking to identify deviations from ideal workflows.
Pricing:
Pricing is customized based on enterprise needs and is available upon request.
Best for:
Large enterprises that want to analyze and optimize complex, data-heavy business processes like supply chain or finance.
8. Creately: An easy-to-use canvas for diagrams, flowcharts, and mind maps
Image source: creately.com
Overview:
Creately is a user-friendly and versatile visual workspace designed for simplicity and speed. It has become a popular choice among process mapping tools because it offers a clean interface and smart diagramming features that make it easy for anyone to create professional flowcharts, mind maps, and other process diagrams.
Key features:
Intuitive interface with thousands of pre-made templates.
Real-time collaboration on a shared visual canvas.
Smart connectors and automated diagramming features, including simple drag and drop functionality, to speed up creation.
Pricing:
Free: $0
Personal: Starts from $5/month
Personal: Starts from $5/user/month
Personal: Starts from $89/month
Best for:
Individuals and small teams looking for an intuitive, all-purpose diagramming tool that is easy to learn and use.
9. Draw.io: A free, open-source tool for creating simple diagrams quickly
Image source: drawio.com
Overview:
Draw.io (now diagrams.net) is a completely free, open-source diagramming tool. It offers a surprising amount of functionality for a free process mapping tool and can be integrated with Google Drive, OneDrive, and other cloud storage services.
Key features:
Completely free and open-source to use.
Wide selection of shapes and industry-specific symbol libraries.
Integration with Google Drive, OneDrive, GitHub, and other services.
Pricing:
Free: Up to 10 users
Advanced: Starts from $37/month
Best for:
Users who need a straightforward, no-cost solution for creating simple to moderately complex diagrams.
10. Smartsheet: A work management platform with flowchart and process visualization features
Image source: smartsheet.com
Overview:
Smartsheet is a powerful work management platform that combines the familiarity of a spreadsheet with project management features. While not dedicated process mapping software, it allows users to create flowcharts and process maps, which is useful for streamlining workflows within their projects.
Key features:
Combines project management with basic diagramming capabilities.
Workflow automation based on rules and triggers within sheets.
Multiple project views including Gantt, Kanban, and calendar.
Pricing:
No free plan; offers a free trial
Pro: Starts from $9/member/month
Business: Starts from $19/member/month
Enterprise: Custom pricing
Advanced work management: Custom pricing
Best for:
Teams that are already using Smartsheet for project management and want to add a visual layer to their workflows.
Practical tips for creating a process map
Creating an effective process map is more than just drawing shapes and lines. It requires careful planning and collaboration to ensure the final diagram is accurate, clear, and useful. Here are some practical tips to guide you.
Define the scope clearly: Before you start to create a process map, determine the beginning and end points of the business process you want to map. A clear scope prevents the map from becoming too complicated or vague. Decide on the level of detail needed to achieve your goal.
Involve the right stakeholders: The people who actually perform the work are your best source of information. Involve team members from every stage of the process to ensure your map reflects the reality of the workflow, not just how you think it works. Using a collaborative platform like Lark allows multiple users to share a draft, gather feedback, and edit process maps directly in a document or chat.
Use standardized symbols: Stick to standard flowchart symbols (like ovals for start/end points, rectangles for tasks, and diamonds for decisions). This creates a common visual language that makes the map easy for anyone in your organization to read and understand.
Keep it simple and focused: Avoid cluttering your map with unnecessary details. Focus on the core steps and decisions. If a sub-process is particularly complex, like in value stream mapping, you can create a separate, more detailed map for it and link to it from the main diagram.
Analyze and iterate: The first draft of your process map is rarely the final one. Review it with your team to identify gaps, bottlenecks, or confusing steps. This iterative process is crucial for continuous improvement. Don't be afraid to revise it multiple times until it accurately represents the ideal future state of your workflow. For instance, after finalizing a map, you can make it accessible to everyone by embedding it in a centralized knowledge base like Lark Wiki.
By following these tips, you can create a process map that is not only accurate but also a powerful catalyst for positive change. A platform like Lark can further support this journey by providing the mapping tools to map, communicate, and refine your processes all in one place.
Conclusion
Adopting process mapping is a transformative step toward operational excellence. By visualizing your workflows, you empower your team with the clarity needed to identify bottlenecks, streamline tasks, and foster a culture of continuous improvement. The journey from a complex, inefficient process to a smooth, optimized one begins with a single map, which serves as a shared blueprint for business success.
However, the true power of process mapping is unlocked when you choose the right application. The choice of which process mapping tool depends on finding one that moves beyond simple diagramming. The best process mapping tools are those that integrate seamlessly into your team's daily work, connecting visual plans to actionable tasks, data, and collaboration. An integrated platform ensures that your process maps are not just static documents but living guides that drive real-world execution and automation.
This is where a unified solution like Lark truly shines. As one of the leading process mapping applications, it brings together process mapping, project management, communication, and automation, providing a holistic environment to design, execute, and refine your workflows all in one place.
FAQs
What is process mapping software?
Process mapping software is a digital tool designed to help you create visual diagrams of workflows, often called process maps or flowcharts. It typically provides a drag-and-drop interface, pre-built templates, and collaboration features, making it easier to document, analyze, and improve business processes compared to manual methods. These software applications help enhance efficiency.
What apps to use for process mapping?
The best app depends on your needs. For simple diagramming, tools like Draw.io are great. For collaborative brainstorming, Miro is a popular choice. However, for an all-in-one solution, an application like Lark is ideal. Such comprehensive process mapping tools integrate process mapping with task management, automation, and collaboration tools.
What is the best Microsoft tool to create a process map?
The best Microsoft tool for this purpose is Microsoft Visio. It is specialized process mapping software designed for creating detailed and professional process maps, flowcharts, and technical diagrams. Microsoft Visio integrates deeply with the Microsoft 365 ecosystem, making it a natural choice for organizations already using Microsoft Office products.
What is process mapping with an example?
Process mapping is visualizing a workflow. For example, mapping a "customer order" process would show every process step: the customer places an order (start), the order is received, payment is verified (decision), the product is packed and shipped (tasks), and the customer is notified (end).
What are the basic steps of process mapping?
The basic steps include:
1) Identifying the process you want to map and defining its scope.
2) Gathering information by involving the team members who execute the process.
3) Creating a draft of the map using standard symbols.
4) Analyzing the map with stakeholders to find improvements and then refining it.
