R - Real World Benefits of Business Process Automation

If your workflow feels like a relay race where no one’s sure who’s holding the baton, it might be time for a value-stream map.

At HI&I, we love a good map - not the kind that gets you lost in a corn maze, but the kind that shows where your time, energy, and resources actually go. A value-stream map takes every step in a process and lays it out visually. You see the whole journey from the moment work starts to the moment it’s delivered, with every handoff, approval, and delay in between.

Think of it like turning the lights on in a cluttered garage. You suddenly see where the holiday decorations are stacked neatly... and where a broken vacuum has been gathering dust since 2017. In workflows, that “broken vacuum” is the outdated approval step that no one remembers why you need, the double-entry of data in two different systems, or the extra review that’s there “just in case.”

Why value-stream mapping matters

Processes rarely break overnight. Inefficiencies creep in slowly. A new regulation comes along, and you add a form. A team member leaves, and you add a second approval for “safety.” A client requests a change, and you create a workaround. Over time, these patches turn your process into something more complicated than necessary.

A value-stream map helps you:

• Spot the actual bottlenecks. The ones slowing everything down are often different from the ones you suspect.

• See the handoffs clearly. Every time work changes hands, there’s a risk of delay or error.

• Measure time versus value. Some steps may be taking more time than the value they deliver.

How we do it at HI&I

When we help clients with value-stream mapping, we follow a practical and collaborative approach:

Discovery – We start by walking through the process with your team. Not just the “official” process, but the real one—the one people follow on busy days when deadlines are tight.

Documentation – Every step gets its place on the map. We include time estimates, who’s involved, and what tools or systems are used.

Reality Check – This is where the hidden waste appears. We look for:

• Delays between steps

• Rework caused by unclear instructions

• Duplicate data entry

• Steps added for convenience years ago that no longer make sense

Redesign – Using the map, we propose a future state. This version trims the waste, simplifies handoffs, and reduces unnecessary approvals.

Action Plan – We lay out the changes in an achievable way, so your team isn’t overwhelmed. Improvement doesn’t have to be disruptive - it just needs to be intentional.

Real-world example

One client came to us with a purchase order process that took an average of 18 days. Everyone assumed the holdup was in vendor approvals. But the value-stream map told a different story:

7 days were spent waiting for one internal review step

3 more were lost because the request sat in an inbox when the approver was out

The actual vendor approval? Less than 24 hours

By reorganizing review responsibilities and adding automated notifications, the process dropped to 6 days. Same people, same systems—just a clearer path.

When to consider a value-stream map

You don’t need to map every process you have. But it’s worth doing when:

• You hear “We’ve always done it this way” more than “Here’s how we can improve it”

• Your team feels like they’re constantly chasing approvals or clarifications

• You see high error rates or missed deadlines

• You’re preparing for compliance audits and need clarity in your workflow

Value-stream mapping is one of our favorite tools because it combines clarity with action. It gives you the big picture without drowning you in data, and it creates a shared understanding of how work really happens. From there, we help you design a process that works with your team’s strengths instead of against them.

If your business could use fewer “broken vacuums” in its workflow and a lot more open space for value, we’d love to help you chart the course.

-Marty Herbert