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BPMN stands for Business Process Model and Notation. It is a standard graphical notation used to describe how work flows through a business process. BPMN gives Business Analysts, process specialists, operational teams and technical professionals a common visual language for showing activities, decisions, events, hand-offs and interactions between participants.
A simple BPMN diagram can look familiar to anyone who has used a flowchart. The difference is that BPMN has defined symbols and rules, allowing a model to communicate more precisely as the process becomes more complex.
What does BPMN stand for?
BPMN means Business Process Model and Notation. Earlier versions used the wording Business Process Modeling Notation, but BPMN 2.0 uses the current name.
The specification is maintained by the Object Management Group (OMG) and is also represented by the international standard ISO/IEC 19510.
OMG describes BPMN as a graphical notation for specifying business processes. One of its goals is to provide notation that can be understood by business users while remaining precise enough for technical audiences.
Why use BPMN instead of an ordinary flowchart?
Basic flowcharts are useful, but organisations often use symbols inconsistently. One person's diamond might mean a decision, another person's might mean an event, and arrows may not make it clear whether they represent sequence, messages or information.
BPMN provides defined semantics. This can help when:
- several teams need to understand the same process
- work passes between departments or organisations
- there are multiple decision paths
- events can interrupt or trigger work
- parallel activities occur
- a process needs to be analysed before automation
- business and technical teams need a shared model
The notation can be used at different levels of detail. A high-level process can remain simple, while a detailed model can describe exceptions, messages and complex workflow behaviour.
What is business process modelling?
Business process modelling is the practice of representing how work is performed so it can be understood, discussed, analysed and improved.
A process model can answer questions such as:
- What triggers this process?
- Which activities occur?
- Who performs each activity?
- What decisions change the path?
- Where does work wait?
- Where are hand-offs between teams?
- What exceptions can occur?
- What outcome ends the process?
For a Business Analyst, the model is not simply documentation. Drawing the process can expose assumptions and disagreements that remain hidden in prose.
The main BPMN elements
BPMN contains many elements, but beginners can understand useful process diagrams by starting with a small core set.
Events
Events represent something that happens. They are generally shown as circles.
- Start event: indicates what begins a process.
- Intermediate event: represents something that happens while the process is underway.
- End event: indicates how a process or path finishes.
Events can also have specific meanings, such as receiving a message, reaching a timer or encountering an error.
Activities
Activities represent work being performed and are usually shown as rounded rectangles.
A simple activity might be:
- Validate application
- Check stock availability
- Approve expense claim
- Send joining instructions
BPMN also supports subprocesses, allowing complex sections of a process to be represented at a higher level and expanded separately when needed.
Gateways
Gateways control how sequence flow branches or joins and are usually shown as diamonds.
A common example is an exclusive decision:
Application complete?
- Yes → continue to assessment.
- No → request missing information.
BPMN also supports gateways for parallel paths and other more complex behaviour.
Sequence flows
Sequence flows show the order in which activities and events occur inside a process. They are typically represented by solid arrows.
Message flows
Message flows show communication between separate participants, such as a customer and a supplier. They are different from sequence flows because they represent interaction rather than the internal order of one participant's work.
Pools and lanes
Pools and lanes help show responsibility.
A pool represents a participant in a collaboration. A lane can divide the participant's process into roles, teams or other useful areas.
For example, one organisation's pool might contain lanes for Sales, Finance and Operations, while a customer is represented as a separate participant.
A simple BPMN example
Imagine an employee submits an expense claim.
A simple process could be:
- Start when an expense claim is submitted.
- Check whether the claim contains all required information.
- If incomplete, return it to the employee for correction.
- If complete, send it to the manager for approval.
- If rejected, notify the employee and end that path.
- If approved, send it to Finance for payment.
- Record the payment.
- End the process.
Even this simple example contains several BPMN concepts: a start event, tasks, gateways, sequence flows and end events. Lanes could show which work belongs to the employee, manager and Finance team.
What is a start event?
A start event identifies how a process begins. The trigger matters because processes do not simply start by themselves.
Examples include:
- a customer submits an enquiry
- a payment is received
- a scheduled date is reached
- a message arrives from another organisation
- a new employee's start date is confirmed
Defining the trigger clearly prevents process models from beginning with vague activities such as “Handle request” without showing where the request came from.
What is an end event?
An end event indicates a defined outcome or termination of a process path. A process may have several legitimate endings.
For example, an application process might end with:
- Application approved
- Application declined
- Application withdrawn
Showing distinct outcomes can help stakeholders understand what the process is designed to produce.
What are BPMN gateways?
Gateways are one of the most important areas to understand because they describe branching and merging logic.
Exclusive gateway
An exclusive gateway selects one path from several alternatives based on a condition. It is useful for decisions such as approved vs rejected.
Parallel gateway
A parallel gateway can create multiple paths that proceed at the same time. For example, after a new employee accepts an offer, HR might arrange payroll setup while IT prepares an account and Facilities organises building access.
Inclusive gateway
An inclusive gateway allows one or more paths to be followed depending on conditions. This is useful when several optional activities may apply simultaneously.
There are other gateway types, but understanding exclusive and parallel behaviour gives beginners a strong foundation.
What are pools and lanes used for?
Pools and lanes prevent a process model from showing only what happens without showing who is involved.
They are especially useful for identifying hand-offs. Every time work crosses from one lane to another, there may be:
- a delay
- a communication risk
- duplicate data entry
- an unclear ownership boundary
- a control or approval point
This makes responsibility modelling valuable for process improvement as well as documentation.
Sequence flow vs message flow
This distinction is fundamental in BPMN.
Sequence flow shows the order of work within a process.
Message flow shows communication between separate participants.
If a customer submits an order to a supplier, the interaction between the Customer pool and Supplier pool can be shown as a message flow. The supplier's internal sequence of checking stock, taking payment and arranging dispatch uses sequence flows.
Keeping the two concepts separate makes collaboration diagrams much clearer.
Current-state vs future-state BPMN models
Business Analysts commonly model both the current and desired process.
Current-state model
Often called the “as-is” process, this represents how work is performed today. It can expose:
- manual workarounds
- unnecessary approvals
- repeated data entry
- delays
- unclear responsibilities
- avoidable hand-offs
- process variation between teams
Future-state model
Often called the “to-be” process, this represents the proposed way of working after improvement or change.
The gap between current and future states can help identify requirements for systems, roles, training, data and procedures.
How do Business Analysts use BPMN?
BPMN can support several business analysis activities:
- Requirements elicitation: stakeholders can walk through the process and identify missing steps or rules.
- Process analysis: the model makes bottlenecks, hand-offs and duplication visible.
- Requirements definition: process steps can reveal capabilities a solution must support.
- Stakeholder communication: diagrams can provide a shared reference during workshops.
- Solution design: business and technical teams can use the process to discuss automation opportunities.
- Change impact analysis: current and future models show which roles and activities will change.
For an introduction to the wider discovery process, see What Is Requirements Gathering?.
BPMN and requirements
A process model can reveal requirements that might not emerge from a simple feature list.
Suppose a BPMN model shows that a manager must approve orders above £10,000 before they reach Finance. That can generate several requirements:
- the system needs access to the order value
- orders above the threshold must enter an approval path
- the appropriate manager needs to be identified
- the approval decision must be recorded
- Finance must not process the order before approval
- exceptions may need escalation when the manager is unavailable
Process modelling therefore provides context for requirements rather than replacing requirements.
BPMN vs flowcharts
A basic flowchart may be sufficient for simple internal communication. BPMN becomes more valuable when consistency and precision matter.
| Flowchart | BPMN |
|---|---|
| General-purpose diagramming approach | Standard specifically designed for business processes |
| Symbol meanings may vary by organisation | Symbols have defined meanings |
| Good for simple flows | Supports simple and complex process behaviour |
| May not distinguish types of interaction | Distinguishes sequence and message flows |
| Responsibility can be shown in various ways | Pools and lanes provide standard participation concepts |
The best choice depends on the audience and purpose. A simple process should not be made difficult merely to demonstrate knowledge of every BPMN symbol.
BPMN vs UML
BPMN and UML can both appear in systems and business analysis work, but they have different primary purposes.
BPMN is focused on business process behaviour and collaboration. UML is a broader modelling language used in software and systems engineering with diagram types for structures, interactions, states and other perspectives.
Business Analysts may use BPMN for process modelling and UML use-case or activity techniques for other analytical needs depending on organisational standards.
Do you need to know every BPMN symbol?
No. Most people can create useful business process models using a relatively small subset of the notation.
A good learning sequence is:
- Start and end events
- Tasks and subprocesses
- Sequence flows
- Exclusive gateways
- Parallel gateways
- Pools and lanes
- Message flows
- Intermediate events
- More specialised gateway and event types as needed
Using a small set correctly is more valuable than creating an unnecessarily complicated diagram.
Common BPMN mistakes
- Modelling too much detail at once. The diagram becomes unreadable before stakeholders have agreed the basic process.
- Using gateways without clear conditions. Readers cannot tell why one path is followed.
- Confusing message flow and sequence flow. Internal order and participant communication become mixed together.
- Showing departments but not the process outcome. The model becomes an organisational chart with arrows.
- Modelling the documented process rather than reality. Workarounds and exceptions are missed.
- Using BPMN notation inconsistently. The benefit of a standard notation is lost.
- Automating a poor process without analysing it. Technology makes inefficient work happen faster rather than improving it.
How should you model a business process?
A practical approach is:
- Define the purpose. Why is the process being modelled and who will use the model?
- Set the scope. Identify the trigger and the intended end outcome.
- Identify participants. Determine the roles, teams or organisations involved.
- Map the main path first. Avoid becoming lost in exceptions too early.
- Add decisions and alternative paths. Clarify the conditions that determine each route.
- Add important events and interactions. Include messages, timers or exceptions where they matter.
- Validate with stakeholders. Walk through real examples and ask what is missing.
- Analyse the model. Look for delays, duplication, risk and opportunities for improvement.
Can BPMN be used for process automation?
Yes. BPMN can provide a precise model that helps technical teams understand process logic, and some workflow platforms can use BPMN-related models in automation scenarios.
However, a business process model should not automatically be treated as an executable technical design. The level of detail and purpose matter. A Business Analyst may create a model primarily for business understanding, while implementation specialists refine the technical detail needed by a workflow engine.
Frequently asked questions
Is BPMN difficult to learn?
The basic notation is approachable because many symbols are visually similar to familiar flowcharts. Advanced BPMN contains more specialised events, gateways and interaction patterns, so depth comes with practice.
Is BPMN only for IT projects?
No. It can model business processes in HR, Finance, customer service, operations, healthcare, government, manufacturing and many other environments whether or not software development is involved.
Is BPMN 2.0 still current?
BPMN 2.0 remains the widely used foundation of the OMG standard and BPMN 2.0.2 is the formal specification commonly referenced by tools and practitioners.
Can BPMN show different departments?
Yes. Lanes are commonly used to show roles or organisational areas inside a participant, making hand-offs visible.
What software can create BPMN diagrams?
Many diagramming, process-modelling and workflow tools support BPMN. The important point is to confirm the level of BPMN support if models need to follow the standard closely rather than simply use BPMN-like shapes.
Do Business Analysts need BPMN?
Not every Business Analyst role requires formal BPMN, but process modelling is a valuable analytical skill. BPMN is particularly useful where processes are complex, cross-functional or important to systems and workflow change.
Learn BPMN and business process modelling with ExperTrain
ExperTrain offers a dedicated Business Process Model and Notation (BPMN) 2.0 course covering core notation, descriptive and analytical modelling, advanced elements and workflow patterns.
Those working towards a broader Business Analysis qualification can also consider the EXIN BCS Practitioner Certificate in Modelling Business Processes.
Explore the wider Business Analysis training portfolio and the Business Analysis Glossary for related terminology.
Further reading
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