Brown Paper

Process Mapping
Gemini Skills Workshop
July 1998

Gemini Consulting Limited Proprietary and Confidential

BP process v3.ppt

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Outline of Session
Purpose of a Brown Paper
Elements of a Brown Paper
Building a Brown Paper
Appendix
What to include
Practical hints
Preparing for presenting at a Brown Paper Fair

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BP process v3.ppt

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PURPOSE OF A BROWN PAPER

The Brown Paper helps identify and gain support for

Opportunities
The Brown Paper...
...describes the process as it works today from start to end
...may be used to describe the process as it should be
...shows the big picture
...is high touch, low-tech
...identifies strengths and opportunities
...captures the complexity and disconnects of operational issues
...quantifies elements of timing, volume, resource requirement
...develops enthusiasm and ownership of issues
...builds project momentum
...is self-explanatory
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PURPOSE OF A BROWN PAPER

Why Do We Use Brown Papers?

For Gemini...

. . . and the Client

The Gemini Team . . .

The Brown Paper map . . .

. . . describes the process as they
use it today and identifying who gets
involved, how, and where
. . . identifies strengths and
opportunities as they see them
. . . provides the basis for further
data gathering / studies
. . . helps to mobilise the client and
allows them to focus on the
opportunities without blame

. . . often has limited time to gather

information
. . . understands the generic
process, but not the process
specific to the client
. . . has hypotheses of potential
opportunities - based on limited data
and past experience, which need to
be tested
. . . needs to surface the politics
and emotions involved in the current
situation

The
Thetechnique
techniqueis
issuperb
superbat
atbreaking
breakingdown
downhierarchical
hierarchicalboundaries
boundariesand
and
developing
broad
client
ownership
developing broad client ownership
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ELEMENTS OF A BROWN PAPER

What Does a Brown Paper Process Map Look Like?

Title

Brown Paper
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Red Flags
Summary
Task
Strength
Link to Another
Live
Highlighting
of
(Typically
Process
Sign-in
Documents
Key Opportunities
Strengths
Green)
Sheet
Summary
Decision
of
Opportunity
Clarification
Opportunities
(Typically
(Typically
Pink)
Yellow)
But
Butfor
forevery
everystandard
standardthere
thereare
areexceptions
exceptions
check
checkwhats
whatspreferred
preferredby
by
the
client
or
the
project
manager!
the client or the project manager!
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BP process v3.ppt

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ELEMENTS OF A BROWN PAPER

Use the following symbols for activity, decision and

link to another process

Task

Describes activity/task performed

Starts with an action verb
Use few words (less than 5)
e.g. Receive order, Dispatch sales person, Give feedback to
customer etc.

Include organisation unit/person who does the task today

Both official and daily life names

Yes
xx%

Describe decision as a yes/no question

e.g. Fault found in local loop?, Found OK?etc
Write English translation in brackets underneath

Question

Quantify outcome (volume, percentage)

Link to another process flow outside this Brown Paper

Describe required input/output

No
xx%

Process
Name
Comments

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ELEMENTS OF A BROWN PAPER

Use the following symbols for comments and to flag an

opportunity
Comment

Comment on activity, process flow etc.

Include valuable information, e.g:

man-years used for activity

number of iterations (rework)
dwell times
etc.

Flag an
Opportunity
#

Highlights an opportunity to improve

Number flag to reference it

Name of
IT system

Shows that an information system is involved

Include valuable information, e.g:

name of systems
responsible persons
link to other IT support system s
etc.
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ELEMENTS OF A BROWN PAPER

Connect activities with lines and arrows

Standard activity connection with flow direction

Indicates that flow lines cross each other

Indicates telephone or other electronic

transmission
Draw
Drawthe
thelines
lineson
onthe
thebrown
brownpaper
paperitself
itself--first
firstwith
withaapencil
pencil(draft),
(draft),then
then
with
a
thick
black
pen
with a thick black pen
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ELEMENTS OF A BROWN PAPER

Placement of Panels on Brown Paper

To the far left: introduction to the
BP, who made the BP and sign in
sheet.

To the far right: summary of

findings, strengths and
opportunities

PANELS ATTACHED TO BROWN PAPER

Findings

BROWN P
APER ST
AND
ARDS

Process Name
Start point:
End Point:
Assumptions:

Finding one

Created By:

Organisation/ Unit:

Findings

Finding two

Phone:

Fin

(Flagged)

Location:
19:09
20-10-94

etc.

Date:

PROSJEKT 98

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Tools - (042) Brown Paper Standards

4 :3 1 a m
1 9 /1 0 /9 4

PANELS ATTACHED TO BROWN PAPER

PROSJEKT 98
o o ls -(0 4 2 )B ro wn P
T
a p e rS ta n d a rd s

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Strengths

BROWN P
APER ST
AND
ARDS

What is a Brown Paper?

Strength one

Brown Papers are used to illustrate process flows in a

high - touch, low - tech way. By incorporating the views
of a broad cross-section of employees who participate
or are affected by the processes, Brown Papers provide
insights into strengths and opportunities, and highlight
focus areas for improvement

Strength two
Str

YOUR PARTICIPATION

Please add your

Red
Green
Yellow

Highlights an opportunity to improve

Highlights a strength to be preserved
Comments on process flow

etc.

Please sign the list below when you have gone through the Brown Paper
THANKS FOR YOUR HELP!
19:12
20- 10-94

PROSJEKT 98
Tools - (042) Brown Paper Standards

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4 :3 1 a m
1 9 /1 0 /9 4

PANELS ATTACHED TO BROWN PAPER

Strengths

PROSJEKT 98

o o ls -(0 4 2 )B ro wn P
T
a p e rS ta n d a rd s

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Opportunities

BROWN P
APER ST
AND
ARDS

Reviewed by

Opportunity one
Opps two
Opp

etc.
19:14
20-10-94

PROSJEKT 98
Tools - (042) Brown Paper Standards

43
: 1am
1 91
/ 09
/ 4

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BP process v3.ppt

PROSJEKT 98
o o ls -(0 4 2 )B ro wn P
T
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ELEMENTS OF A BROWN PAPER

Use different coloured Post-it notes for comments

Red

To point out an area of improvement

Green

To point out a strength

Yellow

To comment on process flow

e.g. disagreement with the way the process has been
mapped

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BP process v3.ppt

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BUILDING A BROWN PAPER

The Brown Paper process includes more than the

actual mapping of the process flow
Plan
Prepare

Hypothesize
about todays
process
Think about
what
information
you need to
validate
hypothesis

Do
Logistics

Build

Invite the
Map the As
right people
Is process
to build the
flow
process flow
Gather as
Logistics
much
information
around the
process as
possible

Review
Review

Invite people
to give
comments to
the Brown
Paper
Validate the
Brown Paper
with staff and
management

Analyse

Analyse for
root causes
Try to
understand
costs, cost
drivers and
key
performance
indicators

Arrange
Brown Paper
Fairs

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BUILDING A BROWN PAPER

How do I start?
Prepare
Be clear about the objective and scope
Hypotheses about the process today
and about benefits, opportunities, data

PPlla
ann

Create a draft of the process

Decide appropriate level of detail
given the potential opportunities and time constraints

Set-Up Logistics
People to make it (owner, credible experts & users, facilitator/helper)
Prepare materials (cut/taped brown paper, post-its, icons)
Location (wall space, strong wall-paper)
Time contract
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BUILDING A BROWN PAPER

How do I create a Brown Paper?

Build the Brown Paper
Reiterate objectives and expectations

DDoo

Clarify scope - start and end points, interfaces

Provide some guidance on level of detail
Just-do-it its easy to course correct, but its painful to procrastinate
Identify where you need further details and arrange next steps to get them
Capture strengths and opportunities as you progress
Ask the participants at the end what they think the key opportunities
and concerns are
Allow time for client to air complaints and frustrations

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BUILDING A BROWN PAPER

What do I do next?
Review
Follow-up next steps
Smarten up the paper as necessary

R
Reevvi
ieew
w

Capture/review builds from review group(s)

Highlight and validate key strengths and weaknesses
Analyse
Design necessary in-depth studies
Identify Early Wins
Identify root causes
Look at the process from a customers point of view
Use the BP as a starting point to understand costs, cost drivers and key
performance indicators
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BP process v3.ppt

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Appendix
What to include
Practical hints
Preparing for a Brown Paper Fair

Gemini Consulting Limited Proprietary and Confidential

BP process v3.ppt

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WHAT TO INCLUDE

The Brown Papers should include facts to enable a

comprehensive evaluation of the process
Person/function carrying out each activity (who does what)
How many people involved
How much time is spent in the process/activity (man years used)
Volumes, Values of flows
Backlogs
Touch times
Time in system
elapsed time, cycle time

Dwell times & reasons

e.g. rest time on a desk before being processed

Errors
how often

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WHAT TO INCLUDE

The Brown Papers should include facts to enable a

comprehensive evaluation of the process (cont.)
(Cont:)
Rework - N of iterations
Checking
when, by whom, how much time, why

Approval points & funding gates

Authority level needed to take decision, sign document etc.
Interface traffic & hand offs
mail, telephone, office system, E-mail etc.

Input/output that are required

Duplication of work at boundaries
Information about the IT systems used in the process

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WHAT TO INCLUDE

Get as much written information around the process as

possible
Attach copies of actual documentation used, e.g. forms
Obtain copies of all working documents
Get documents/reports describing process
Get information on past and present initiatives that address the
process
Project Plan
Names, org. unit and phone numbers of key persons involved in the initiative
Preliminary reports etc.

IT systems supporting the process should be clearly shown on the

Brown Paper
indicate along the process where the different IT systems are used (e.g. use different icons
for different systems)
have a separate section on the Brown Paper describing the different IT systems

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PRACTICAL HINTS

Some practical hints

Have complete supply kit
Keep a spare set of icons - you never have enough

Strengthen the edges of the Brown Paper with tape

Use yellow or white Post-it notes first for each activity/task before
rewriting them on white rectangles
Make sure hand-written text is easy for others to read
Draw connections with a soft pencil first, to enable adjustments
Initially attach papers in a way that they are easy to move around
Dont glue down any papers until the Brown Paper has been reviewed

Make sure you use glue that will last

Tape post-its on with small tape

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PRACTICAL HINTS

Some process hints

Prepare a rough draft (high level flow)
Based on preliminary discussions and knowledge on a separate sheet and integrate with
content experts

Clearly define the start and stop points in the process

Manage the scope
Do not try to depict a lengthy/complex process Flow in a single session

Clear objectives
Get creators to do the work while joint team member facilitates
When they get involved they will really feel ownership for the outcome

Focus on what really happens - not what is supposed to happen

Keep participants focused on the As Is - not the To Be
To maintain continuity try to have a team of people that can be there
for the whole session when constructing the Brown Paper

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PRACTICAL HINTS

Some process hints (cont.)

Continue probing, what else?, what happens next?, how often?
Keep them moving; dont let them deliberate too much (maintain
focus)
Remember the 80:20 rule when driving the detail
Integrate presenting back what is on paper
This helps clarify the process and facilitates knowledge transfer

Never leave the Brown Paper to be done by people who do not have
the proper training
Always ask: who else should see this, or who else is involved in the
process?

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PREPARE FOR A BROWN PAPER FAIR

How Do I Prepare for a Brown/White Paper Fair

1. Schedule Time(s)
There will never be a perfect time - be
brave and pick one - with interest, people
will make time
May need a few events e.g. night shifts;
different sites/offices; management &/or
others

3. Communicate Expectations
& Promote the Event
Use all available methods of
communication (meeting cascade, E-mail,
1-2-1s)
If necessary create concern / intrigue to
ensure participation
Pre-position key clients to be there
and be interested
Discuss behavioural norms

2. Plan the Logistics

Client owner / champion - at /near the top
Coordinator with time and
accountability(client & Gemini involvement
needed)
Agenda
Room & layout
Appropriate running order of the papers
Extraordinary needs - popcorn in America,
Oompah bands in Europe!
Launch / instructions by a (client) leader
Hand-out for guidance and to collect
feedback

4. Prepare the Papers

. . . And prepare the people to man them
Too perfect and people wont want to
criticise

5. Do It
Welcome and sign-in at entrance
Keep the atmosphere up beat
Role-model listening and post-it issues
capture, and coach people to do it

6. Follow-up
- 22 Expect, plan for, and fulfill/manage the

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PREPARE FOR A BROWN PAPER FAIR

How do I Present the Brown Paper?

Define the work process flow:
Purpose of the flow
Legend describing brown paper icons

Describe the client involvement:

Participation from people in various functions

Describe the process analyzed:

Identify the process
Describe the beginning and end point of the process
Describe major blocks of activity in the process

Describe activities and decisions

Capture vital details (ratio, # of times, etc.)
Understand decision dynamics
Made alone/group
Importance/frequency
Individuals involved

Describe overall strengths and opportunities:

Key comments and anecdotes made by client participants
Solicit input from the audience
Summarize strengths and opportunities
Presentation
Presentationof
ofthe
theprocess
processcan
canbe
beanywhere
anywherefrom
fromfive
fiveminutes
minutesto
toone
onehour
hour
depending
on
the
objectives
of
the
presentation.
depending on the objectives of the presentation.
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