Orientation to mapping group processes to the Virtual WINs platform's facilitation tools.

1. Process Mapping Guide
Creating Your Own Team Maps
Orientation to mapping processes to the Virtual WINs
facilitation tools

2. Process Mapping Guide
Creating Your Own Team Maps
Orientation to mapping processes to the Virtual WINs
facilitation tools
1. Process Flow – Risk Assessment
2. Activity Setup

3. Risk Assessment – Process Mapping
Identify Risks Identify and Discuss Potential risks
Evaluate Risks Evaluate Severity, Probability, and Visibility
Discuss Results Reveal disconnects – edit risks as needed
2nd Evaluation If needed, evaluate update risks

4. Risk Assessment – Process Mapping
Discuss Results
Confirm priority of risks
2nd Evaluation
Add causes, effects, controls, actions, and
Detail Top Risks contingencies
Action Planning Identify who, when, and assignments.
Process What worked well and what can be done
Evaluation better next time.

5. Begin by adding a new Workplace

7. Give it a name, description and
check if it will be open to everyone in
the community or remain private.

8. Click on the new Workplace

9. Add a photo if you want

10. Click to add a new Process Session

12. Give it a name, description or
instructions, and click to submit.

13. Click Design

14. Hover over “Add New Session
Activity” and click “Add List Activity”

16. The Activity Setup page is the same for all Activities.
Begin by giving the Activity a name and add any
notes and instructions. Click Submit to keep all of the
defaults, or scroll down to tweak them.

17. Select a color...

18. And set the attribution...here
selecting Anonymity

19. And review the default permissions...

20. And click to Submit.

21. Returning to the Design screen to
select “Add Weighted Criteria Activity”

23. Keep the default setting of “NO” for
“Activity Open To Viewing” until the risks
are identified, select to Inherit from
“Identify Risks” and choose a color.

24. Scroll down to set to “Make selections
of others Anonymous”

25. …and click the light bulb to set the
three criteria.

26. Click “Edit Criteria Set #1”

28. Enter a scale with weights or keep it simple
such as “Low, Medium, and High”

29. Repeat for the other criteria, Probability
and Visibility, and then click Submit.

30. Now, click to Add List Activity to be
prepared if the team needs to edit the
list of Risks

32. …and change the default so this activity
is invisible to participants. Set to
inherit from the evaluation activity.

33. …scroll down to check “Inherit Sort
Order” so the list of lists will be
inherited in priority order.

34. Next, create a second evaluation
activity as we often find that the first
evaluation leads to some great
discussions and changes.

36. Next, click to “Add Categorized List
Activity”.

38. …to create an activity for participants to
provide detail for the top priority risks.

40. …and tweak the defaults as we will
create a template so that participants
will anonymously add the details.

41. Switch from the “Design” view by
clicking the “Activity List” tab

42. …and click “Open” for “Detail Top
Risks”
Notice that the participants view does
not show the invisible activities.

43. Either build the template within the
activity, or use the Clipboard

44. … and click “(Clip from External List)”

45. Copying from a Word document

46. …and pasting in the list, adding “^”
before each Risk to create the Category
headers and clicking “PUT on Clipboard”.

47. …and pasting in the list, adding “^”
before each Risk to create the Category
headers and clicking “PUT on Clipboard”.
Yes, this could just as easily been an
entire existing document from a prior
Risk Assessment.

48. …Preview to check the contents, and
click the “Activities” tab.

49. Hover over the light bulb and click
“Paste Clipboard”

50. …the Categories can then be edited
during the session by hovering over the
light bulb next to each Category header.

52. To complete mapping, click the
“Design” tab

53. …and click “Add a Task List”

54. …accepting most of the defaults as the
facilitator will use the clipboard to copy
the action items.

55. Next, click to “Add Categorized List
Activity”

56. …to create a Process Evaluation activity
to wrap-up the process.

58. Finishing by clicking “Add Publish a
Report”

59. …keeping this closed until ready to
publish.

60. …and scrolling down to confirm the settings,
the output format, and click to Submit.

61. …and the process is now mapped.
Here is the participant view with the first activity
Open for people to begin identifying risks.

63. Map your own process, or clip to copy and
tweak from a growing array of Virtual WINs
Team Maps