In my previous post in this series, I covered the topic of using mind maps to start organizing your ideas. If you are responsible for some of the operations of your business, you want the best possible outcome every time, right? The best way to make sure this happens is by leveraging the power of process maps, otherwise known as flowcharts.
After you organize your ideas using a mind map, you can start organizing the details of projects and process flows using process maps. Describing a routine business operation brings many benefits:
- When you identify the steps in the processes, this gives you the opportunity to analyze and improve them
- When you follow a process each time you get a better and more predictable result
- You can train someone to carry out the operation by simply teaching them to follow the process
The easiest way to describe a process is to model it with a flowchart or process map.
How to Create a Process Map
Let's walk through this using a shipping operation as an example.
Step 1: Start with the event that initiates the business operation.
In our example, the initiating event is the receipt of an order. It is conventional to show the starting and ending point of a process with the terminator shape (a box with rounded ends).
Step 2: Think of the first thing you do in response to this event.
This is often asking a question. Questions are represented by a split path, with one leading to a "Yes" answer box, and another to a "No."
Step 3: Add the responses to your question.
Sometimes this is another question. If it is an answer and terminates the path, show it with a terminator shape. Below, we added two more questions: "Is the shipment International?" and "Is it a reseller drop ship order?" Plus, the answers to the International question.
Step 4: Repeat this until you cover all the steps in your process.
How to Use Your Process Map
The first thing you should do with your process map is show it to the people who actually perform the operation it describes. Do they actually follow this process? You may be amazed to find how much the actual process differs from how you think it is being done. A process map can be used to agree on a standard procedure for an operation and make sure everyone follows it. This cuts down on errors and can lower costs and delay. Suppose a more expensive shipping method is being used unnecessarily?
The second thing you should do is step back and take a look at the process. Is it the most efficient way to get the job done? Can it be simplified? You can't optimize a process unless you can describe the way it's being done now. In our example, four different shipping methods are being used. Is this necessary?
Finally, once you are satisfied with the process, you can document it with the flowchart and use it to train newcomers to the job. Post it on the wall where the work is done. It's also a good idea to review the process with the people doing it periodically to make sure that it's still being followed, or determine whether it needs to be updated.
This short video shows you how to create a flowchart using SmartDraw:
Many of our customers, such as L+L Printers, used SmartDraw to document their processes and improve their productivity. We have a great customer profile video where you can learn more. Go ahead and try working out your daily processes and building flowcharts. If you want to use the flowchart I created in this article, you can use the link below to download it. You will need a version of SmartDraw on your desktop to view the file. If you do not already have SmartDraw on your desktop, you can download a free trial here.
[Example] Shipping Operation Flowchart.sdr
Previous post in series: Get Things Done and Go Home Early: Use Mind Maps
