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By Yvonne Winkel on October 21 2018 00:46:49

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.

Once the team recognizes the problem areas, they can easily adjust the map to a future state version that can dramatically affect performance and turnaround time of the purchase order process.

Each flowchart should ideally begin with a Terminator shape, from which the next step should be linked. Each shape should be indicative of a specific stage in the process and there are conventions for each of these, the most common being the rectangular "Process" shape. Many others exist, however, including shapes representing Data, Documents and Decisions. Decision shapes are diamonds, each of the four corners (or nodes) being either a link from the preceding shape or action to be taken in the next stage depending on the decision.

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.

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.

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