Most businesses, especially those that have been around for a while, have established methods for handling their tasks. Process mapping is a visual tool for depicting the steps of a process and clearly describing them in a corresponding document. While outlining and documenting business processes is useful for initial planning and creating operation manuals, process mapping also serves as an effective tool for identifying and managing potential threats.

Streamlining day-to-day operations

A simplified version of a jewellery store sales transaction is shown in Figure 1 through a process map. In a more detailed version, specific sales actions can be broken down into individual steps. An accompanying document would explain these sales actions in detail. For example, under the “greet customer” step in Figure 1, one action listed is “personal greeting.” This could refer to a requirement for staff to greet clients with a simple “hello” when they enter the store, which would be documented in the accompanying catalogue.

Identifying and mitigating risks

When the process map is used to identify threats and mitigation measures, it goes beyond just outlining the key steps and sales actions. It also indicates the potential threats associated with each step and describes the risk management measures in place to address or reduce those threats.

Let’s consider Figure 2. This type of map shows what threats occur at each process step. It highlights risk hot spots, such as the convergence of theft, robbery and fraud risk at the “complete transaction” step. It also details the mitigation actions implemented and identifies any gaps.

There are additional threats that should be mapped to the specific processes they relate to. For example, a break-and-enter incident poses a threat to jewellery businesses but isn’t included on the merchandise sales map, as it doesn’t occur within that sales process. Instead, it would typically be documented on a map detailing the opening and closing process.

Similarly, a cyber threat might be relevant to multiple process maps. For instance, it could be identified in both an online sales process map and a finance/bank reconciliation process map.

A comprehensive safety tool

Process mapping is a valuable tool for two main purposes: It helps outline processes that can be clearly described in a store employee or owner’s manual, while also assisting in assessing and responding to threats. It’s important to understand that process mapping doesn’t have to be a highly formalized activity. However, the more detailed and organized the steps of a process are, the more likely you are to identify weaknesses and areas of risk.

Jewellers Vigilance Canada (JVC) is a non-profit subsidiary of the Canadian Jewellers Association. Based in Toronto, the mandate of JVC “is to advance loss prevention within the jewellery industry.” JVC also works closely with law enforcement agencies in Canada through their Crime Prevention Program. For more information, visit www.jewellerycrimecanada.ca