In order to improve a process and increase efficiency, it is important to first understand the current process and identify where the inefficiencies lie. Flowcharts are a useful tool for visualizing processes and illuminating areas for improvement. This article will explore how flowcharts can help with process improvement.
What are Flowcharts?
A flowchart is a diagram that uses boxes, symbols, and arrows to visually represent the steps in a process from start to finish. They provide a high-level overview of the process flow and the relationships between steps. Common symbols used in flowcharts include ovals to indicate the start and end points, rectangles to show tasks or steps, diamonds for decisions, and arrows to demonstrate flow and sequence. Flowcharts make processes easier to understand at a glance. Flowchart templates from Miro can be a great place to get started.
Benefits of Flowcharts for Process Improvement
There are several key benefits of using flowcharts for process improvement:
- Identify inefficiencies and waste – Flowcharts help spotlight redundant steps, waiting periods, and opportunities to streamline. This allows you to target areas for improvement.
- Communicate processes – Flowcharts provide a simple, visual way to understand a process and give everyone a common understanding. This is especially useful for complex processes.
- Document processes – The flowcharts serve as documentation of the current process that can be referred back to. They also help train new employees.
- Brainstorm optimizations – Looking at a flowchart representation helps spark ideas for how to optimize the process flow.
- Track improvements – Flowcharts allow you to track changes and improvements to processes over time as you make updates.
Creating a Process Flowchart
The first step in leveraging flowcharts is to create one for the existing process. Here are some tips for effectively mapping out a process in a flowchart:
- Involve team members – Have people who regularly perform the process help map out the flowchart. This ensures accuracy.
- Start at the beginning – Identify the starting point and trigger for the process. What initiates the sequence of steps?
- Break down steps – Document every step in sequence from start to finish. Capture all decision points and loops that take you back to previous steps.
- Use standard symbols – Use standard flowchart symbols to indicate different steps, decisions, etc. This makes the flowchart easier to interpret.
- Add helpful notes – Include brief descriptive notes on the flowchart to clarify complex elements. Don’t overcrowd the flowchart.
- Review for accuracy – Have others review the finished flowchart and verify the accuracy of the process representation. Refine as needed.
Identifying Process Inefficiency
Once the current process is mapped out in a flowchart, the diagram can be analyzed to identify inefficiencies and waste. Look for the following indicators of inefficiency:
- Loops and backtracking – Areas where steps loop back repeatedly or the process has to backtrack likely need streamlining.
- Decision bottlenecks – Decisions that require extensive evaluation may present bottlenecks. Look for ways to simplify decision-making.
- Parallel paths – Divergent process paths that later converge may present redundancy to eliminate.
- Delay points – Notations on the flowchart indicating delays, wait times or manual hand-offs highlight problem spots.
- Unnecessary complexity – Complex sequences of steps that seem convoluted indicate room for simplification.
Optimizing the Process
After identifying areas for improvement, the flowchart can be used as a blueprint for redesigning a streamlined, optimized process. Some potential process optimization techniques include:
- Simplify – Remove unnecessary complexity and redundant steps.
- Automate – Leverage technology to automate manual tasks where possible.
- Consolidate – Look for ways to combine steps.
- Standardize – Develop standards and procedures to reduce variation.
- Improve decisions – Restructure decision points to be faster and more consistent.
- Reduce wait times – Look for ways to eliminate lags and hand-offs between steps.
- Re-sequence – Reorder steps in a more logical flow.
The updated, optimized flowchart provides a visual representation of the new streamlined process flow.
Creating flowcharts of existing processes and analyzing them for inefficiencies provides visual insight into areas for process improvement. Flowcharts make it easy to communicate processes, identify waste, brainstorm improvements, and track optimization.
