This short slide set are the workshop instructions for how to conduct a Brown Paper Process Mapping. It contains the rules and the material you will need to hold a sucessful workshop - enjoy

1. Brown Paper Processing
How to do a Brown Paper Process Mapping
See more of my content and methods at my site
RoyMogg's Business Blog

2. Topics to cover
• What is it?
• Why use it and how is it different from other process flows?
• How to build a Brown Paper Process Flow
• Summary
• Breakout exercise
Brown paper workshop instructionsSlide 2

3. A Brown Paper is a pictorial representation of a process, detailing actual steps taken,
and highlighting all applicable interfaces, decision points, and information sources
Objective
- To provide a visual snapshot of an entire operating process that highlights:
all applicable operating interfaces (systems, departments, etc.)
documentation, record-keeping, logs and reports
data sources
customers (internal and external)
resources
workflow efficiencies and inefficiencies
the critical activities according to those involved
opportunities for improvement
- … while focusing on indicators such as time, manpower, quality and
quantity.
Brown paper workshop instructionsSlide 3

4. Why use process flow modeling and Brown Papers?
• Shows the “big picture” - the “forest and the trees”
• Describes the process as it works today
• Promotes common understanding - increased cross-department learning and fewer
knowledge gaps
• Integrates input/feedback to build validity and develop ownership of issues
• Identifies strengths and opportunities
• Captures the complexity and disconnects of key operational issues
• Ties to specific measurable elements of timing, volume, resource requirements
• Provides a presentation/story telling tool
• Is high touch, low-tech
• Is a platform from which we can develop the most logical ‘To Be’
roymogg.comBrown paper workshop instructionsSlide 4

5. Brown Papers differ substantially from conventional process flow charts
Brown Papers
• Document a business process from end-to-end
• Are self-explanatory
• Use illustrations/icons
• Include “live” documents
• Capture important data, such as:
- Volume
- Cycle time
- Quality (i.e., yield)
- Quantity
• Elicit high client involvement and ownership
Brown paper workshop instructionsSlide 5 roymogg.com

6. There are six steps to developing a Brown Paper
1. Identify processes (beginning and end of each)
2. Recruit builders/owners
3. Construct the paper
4. Validate and obtain comments from those involved in the process
5. Stand back and look at the forest, study the trees, and determine what works and
where there are opportunities for improvement
6. Present to management
Brown paper workshop instructionsSlide 6 roymogg.com

7. Constructing Brown Paper process flows
Before you start creating a Process Flow:
• Secure a conference room or working area that lets you roll-out or hang paper from
a wall
• Ensure key content experts can participate
• Schedule working sessions for 2-4 hour time frame
• Obtain supplies (yellow, green, and blue post-its, scissors, glue stick, masking tape,
brown paper, pencils, markers, ruler, etc.)
Brown paper workshop instructionsSlide 7 roymogg.com

8. Constructing Brown Paper process flows (cont.)
When creating a Process Flow:
• Determine the start and stop points of the process to be flowed out; only flow out
one process at a time
• Prepare a rough draft on a flipchart based on preliminary discussion and team’s
knowledge. Integrate with all content experts.
• Get “creators” to do the work while Core Team members “facilitate”
• Capture how system really works, not just how it is supposed to work
• Continue probing, “what else?”, “what’s next?”, “how often?”
• Keep them moving; don’t let them deliberate too much (remember the 80/20 rule)
• Always ask: who else should see this, or who else is involved in the process?
• Integrate “presenting back” what is on paper; this helps clarify the process and
facilitates knowledge transfer
Brown paper workshop instructionsSlide 8 roymogg.com

9. Constructing Brown Paper process flows (cont.)
When creating a Process Flow (cont.):
• Include a title of the process in the upper left-hand corner
• Have a list of creators/reviewers in the lower left-hand corner
• Use live documents:
- Screen dump with data fields completed
- Memos
- Reports
• Use small piece of scotch tape or glue stick to attach all items first pass; they may
need to be moved later
• Use creative icons/graphics
• Strictly state the facts; do not pass a value judgment
Brown paper workshop instructionsSlide 9 roymogg.com

10. Brown Paper icons
Live Document
Task
Link to
another Process
Decision
Shows actual documents used in the process
• e.g. - computer screen printout, report, shipping
ticket, snapshot of blackboard with number
tracking
Describes task performed
• Starts with an action verb (try to stay to five words
or less)
Describes link to another process
• e.g. out of scope, separate process flow
Describes the decision
• Stated to require a yes or no answer
• Quantifies both routes (e.g., %, raw numbers)
Major Findings/
Opportunities
Indicates where on flow major opportunities exist
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Brown paper workshop instructionsSlide 10 roymogg.com

11. Brown Paper shopping list
Room Requirements
• Big table
• Large continuous wall space
• “Tackable" or "tape-able" wall
Supplies:
• Brown paper or butcher Paper - 3 ft
width./50lb. (or tape two+ flip chart sheets
together)
Markers:
• Thick and medium
• Permanent, non-bleeding, non-toxic
(Sanford, "Mr. Sketch®") Masking tape
Stickies etc.
• Scotch tape, PritStick, and "Tack a Note” stick
• Scissors
• Post-it® Pads (3x3):
- Green, yellow, and blue
• Icons (including boxes and diamonds)
• Push pins
• Live documents
• Blank paper
Brown paper workshop instructionsSlide 11 roymogg.com

12. Helpful hints about Brown Paper construction
Upon completion of a Process Flow:
• Post in an informal place so more people can see paper and participate
• Walk several people through the brown paper to add their post-it note
comments
• Summarize findings, strengths, and opportunities in slide form.
- Post slides at end of brown paper
• Re-present, re-present, re-present
• Validate, validate, validate
• Reference opportunities with alpha/numeric code and generate opportunity
book (Results Delivery, optional)
Brown paper workshop instructionsSlide 12 roymogg.com

13. Remember the Elements of a Good Process Work Flow!
• Involves client
• Captures process: formal, informal, emotional
• Highlights opportunities for improvement
• Documents gaps and areas of conflict
• Details all critical activities
• Flows in a simple/self explanatory manner
• Shows “live” documentation
• Captures all perspectives
• Identifies important data elements/systems
• Communicates with the help of icons and humour
Brown paper workshop instructionsSlide 13 roymogg.com