Simplifying Workflow: Mastering Flowchart Best Practices for a Smarter Way to Work
Introduction
In today's fast-paced work environment, efficiency and productivity are crucial for success. One tool that can help organizations streamline their processes and improve decision-making is the humble flowchart. A flowchart is a visual representation of a process or system, using symbols, arrows, and text to illustrate the flow of activities. According to a study by McKinsey, companies that use flowcharts and other visual management tools are 25% more likely to achieve their goals (1).
However, creating an effective flowchart requires more than just drawing some boxes and arrows. In this blog post, we'll explore the best practices for creating flowcharts that can help you troubleshoot complex problems and optimize your workflow.
Section 1: Define Your Objective
Before you start creating your flowchart, it's essential to define your objective. What problem are you trying to solve? What process do you want to improve? Be specific and clear about what you want to achieve. A well-defined objective will help you stay focused and ensure that your flowchart is relevant and effective.
For example, suppose you're a customer support manager, and you want to improve the resolution time for customer complaints. Your objective might be to "reduce the average resolution time by 30% within the next 6 months." With this objective in mind, you can start creating a flowchart that maps out the current complaint resolution process and identifies areas for improvement.
Section 2: Choose the Right Symbols and Notations
Flowcharts use a variety of symbols and notations to represent different activities, decisions, and connections. There are several flowcharting methods, including the popular BPMN (Business Process Model and Notation) and Swimlane. Each method has its own set of symbols and rules, so it's essential to choose the one that best suits your needs.
Here are some common flowchart symbols and their meanings:
- Rectangle: Represents a process or activity
- Diamond: Represents a decision or question
- Arrow: Represents the flow of activities
- Circle: Represents a start or end point
- Parallelogram: Represents data input or output
Using the right symbols and notations can make your flowchart more readable and easier to understand.
Section 3: Keep it Simple and Concise
A good flowchart should be simple and concise. Avoid cluttering your flowchart with too much text or unnecessary symbols. Use clear and concise labels, and make sure each activity or decision is represented by a single symbol.
According to a study by the University of Michigan, the average person can only process about 4-7 chunks of information at a time (2). Keep this in mind when creating your flowchart, and try to limit the number of activities and decisions to only what's essential.
Section 4: Test and Refine
Once you've created your flowchart, test it with real-world scenarios to ensure it's accurate and effective. Refine your flowchart as needed, making adjustments to improve the flow of activities and decision-making.
A flowchart is not a static document; it's a dynamic tool that should evolve with your organization. By testing and refining your flowchart, you can ensure it remains relevant and effective over time.
Conclusion
Creating a flowchart may seem like a straightforward task, but there are many best practices to keep in mind to ensure it's effective and efficient. By defining your objective, choosing the right symbols and notations, keeping it simple and concise, and testing and refining your flowchart, you can create a powerful tool that helps you troubleshoot complex problems and optimize your workflow.
Do you have any experience with flowcharts? Share your tips and best practices in the comments below!
References:
(1) McKinsey, "The power of visualization in business" (2019) (2) University of Michigan, "The Magical Number Seven, Plus or Minus Two" (1956)