How to Effectively Utilize Flowcharts for Business Process Mapping
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Understanding Flowcharts: A Beginner’s Guide
Author Note: This article features insights from Eric Potvin, a business consultant dedicated to helping organizations boost profitability through effective practices.
In the current intricacies of the business landscape, organization and clarity are essential. One valuable tool that can help achieve this clarity is the flowchart. For those unfamiliar, flowcharts are visual diagrams that depict the sequence of actions needed to resolve a specific issue. This guide aims to assist novices in creating flowcharts to outline common business processes, such as the flow of bids and quotes within an organization. By the end of this guide, you will be prepared to create your own flowcharts and gain a clearer understanding of your organizational workflows.
Why Implement Flowcharts?
For an in-depth exploration of how flowcharts can benefit businesses, check out this article: "The Value of Using Flowcharts to Map Business Practices: A Beginner's Perspective" by Kristine Elizabeth Wolfe (September 2023, Medium).
Key Elements of Flowcharts
Before you embark on creating a flowchart, it's crucial to familiarize yourself with the fundamental symbols and their meanings:
- Ovals: Signify the beginning or conclusion of a process.
- Arrows: Indicate the direction of the workflow.
- Rectangles: Represent actions or processes.
- Diamonds: Indicate decision-making points.
- Parallelograms: Show inputs or outputs.
Preliminary Steps for Flowchart Creation
Step 1: Define the Process
Clearly identify the process you want to visualize. For instance, if you aim to chart how a bid or RFQ (Request for Quotation) flows through your organization, outline all the necessary steps on paper or a whiteboard.
Step 2: Identify Key Stakeholders
Determine which departments or teams are involved in the process. Understanding who is responsible for each step is vital. If needed, conduct interviews with stakeholders or distribute employee surveys to gather insights.
Step 3: Select Appropriate Software
Although flowcharts can be drawn manually, using software provides greater flexibility. While LucidChart.com is a popular choice, other platforms like Microsoft Visio, Draw.io, or even Canva, MS Excel, and MS PowerPoint can also be utilized. Whichever tool you choose, ensure that you are comfortable with it and can adapt as your documented process evolves.
Steps to Craft a Flowchart
Step 1: Start with the Initial Symbol
Use an oval to mark the beginning of your process and label it clearly.
Step 2: Outline the Steps
Incorporate rectangles for actions and diamonds for decision points, connecting them with arrows to illustrate the flow.
Step 3: Include Decision Points
Decision points can alter the course of the process. Use diamonds to represent these and label the resulting options clearly.
Step 4: Mark the Conclusion
Once you have detailed all the steps, conclude the flowchart with another oval.
Step 5: Review and Validate
Before finalizing, examine the flowchart to ensure that all steps are logical and sequential. Gathering feedback from key stakeholders involved in the process can also be beneficial.
Real-World Application: RFQ Process Mapping
Here's an example of a flowchart created using LucidChart.com for mapping the RFQ process:
- Start: Receive RFQ
- Decision: Is the RFQ relevant to our services?
- Yes: Continue
- No: Reject RFQ
- Action: Prepare Quote
- Action: Conduct Internal Review
- Decision: Is the quote competitive?
- Yes: Send Quote
- No: Revise Quote
- End: Quote Sent
Conclusion
Flowcharts provide a clear and effective means of understanding and analyzing complex business processes. For beginners, starting with a straightforward process like RFQ mapping can offer valuable insights into the advantages of this powerful tool. With this guide in hand, you can confidently begin crafting your own flowcharts, enhancing your organization's clarity and efficiency.
Video Description: This video provides a thorough introduction to process mapping, detailing essential techniques for beginners.
Video Description: Learn how to create a simple process map with practical examples in this informative tutorial.