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By Ursula Huber on December 04 2018 03:47:30

Many of us use flowcharts in our daily work - indeed the creation and deployment of a flowchart is one of the most common tasks in business today. But what do we mean by a flowchart, and what is it supposed to do?

As a process mapping consultant, it is imperative to get everyone to see not only their own procedures, but how they interconnect into the organizational structure. Once in place and agreed upon by all the contributors, you begin to be able to challenge the current way of doing business and assist them in finding inefficiencies that could be costing the business thousands of dollars.

Many departments have established business rules based on guiding principles and philosophies that may have been created years before. Because there has been no initiative in documenting these procedures, chances are that there are many rules still in place that are causing unnecessary barriers and redundancies that add to the purchase order cycle time.A flowchart is a sequence of graphical symbols and shapes that can be used to help subject matter experts visually walk through their processes and validate those rules for accuracy and relevancy based on current business needs.

Helping an organization map out processes can be a challenging task unless you know how to create sample flowcharts. When attempting to get subject matter experts to redefine their business processes, it is imperative to help them identify gaps or redundancies in their current as-is process.

I recently overheard a Business Analyst say there was more to systems architecture than drawing boxes and arrows on a piece of paper. This may be true to a degree, but the ultimate deliverable of any engineering/architectural practice is a set of drawings from which to build a product. Architects and engineers do not spend all of their time drawing diagrams; for example, they have to specify requirements and analyze such things as the stress of components to determine the suitability of materials for use in design. But aside from this, the end result of engineering or architecture, their deliverable, is a set of drawings, be it a blueprint, a floor plan, wiring diagram, plumbing, or a set of flowcharts.

Flowcharts can be quickly created in many computer software programs; even recent versions of Microsoft Word and PowerPoint contain Smart Shapes that allow users to rapidly insert a flowchart into a document of presentation. Specialist Flowchart Diagramming software also exists but for sheer versatility and the ability to connect data to shapes I would put my money on Microsoft Visio. It has a huge range of ready-made stencils containing all the shapes you could possibly need (and the ability to create your own if you wish), and very slick automatic connection features. Visio also allow a flowchart that dexcribes one process to become part of a larger process and to integrate with it via a hyperlink from a button on the drawing page.

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