Flowchart in operational processes: Definitions and Examples
A process flowchart is a graphical representation of the sequence of steps or activities in one or multiple operational processes. This includes all types of activities, including inspections and rework.
This tool is also known as a process flowchart, process flow diagram, or simply flowchart. It is widely used in operations management, quality management, and also to understand the supply chain.
Through this tool, it’s possible to see what the operational process consists of and how the different activities relate to each other. Likewise, it is useful for analyzing and improving the process in any of its operational dimensions.
The first type of process flow diagram is credited to Frederick W. Taylor, who proposed a series of analysis parameters that were later adopted by the Gilbreth couple and universally embraced. The technique of decomposition and diagramming involves developing the process step by step.
Below is a simple example of a process flowchart. This flowchart illustrates the two most commonly used symbols for its construction. On one hand, the rectangle signifies an activity or task within the process. On the other hand, the diamond distinguishes points of verification or decision-making. In this case, the response to the question determines the path to follow in the process flowchart.
Main Advantages of Using Flowcharts for Analyzing Operations
A flowchart serves as a powerful visual representation that demystifies the complexity of business processes, offering a clear window into the sequence of stages that comprise them. The standout feature of this tool is its accessibility, as it provides the opportunity to thoroughly understand the intricacies of a process without relying on technical or specialized language.
Delving into its details, the flowchart reveals the frequencies and intrinsic relationships between the various stages, as well as the departments that converge in the process flow. This visual map not only facilitates the explanation of the process itself but also becomes a platform open to various interventions from key areas of the organization.
It does not limit itself to being a mere observer; the flowchart emerges as an essential ally in identifying potential problems. From disconnections in inputs and outputs to anomalies in flows and executions, this tool provides a detailed insight that serves as a starting point for problem resolution.
Furthermore, the flowchart becomes an effective detector of elements that may impact process performance. From value-diminishing activities to potential data collection points, this tool proves to be a precise compass for enhancing operational efficiency.
Ultimately, the flowchart not only detects and highlights problems but also stands as a proactive tool for maintaining and standardizing processes. By providing a clear and structured vision, it contributes to continuous optimization, enabling organizations to adapt and evolve in a dynamic business environment.
Main Components of a Flowchart
Flowcharts have a series of symbols that allow for their construction; generally, we can summarize them as follows:
Arrow: indicates the direction and trajectory of information or task processing.
Rectangle: used to represent a specific event or process. This is controlled within the flowchart it resides in. It is the most commonly used symbol. It represents an event that occurs automatically and usually follows a predetermined sequence.
Diamond: used to represent a condition. Typically, information flow enters from the top and exits from one side if the condition is met. It may also exit from the opposite side if the condition is not met. The diamond also specifies that there is a branching.
Circle: represents a connection point between processes. It is used when it is necessary to divide a flowchart into multiple parts, for example, due to space or simplicity reasons. There should be a reference inside to distinguish it from others. Most of the time, numbers are used for this purpose.
Example of Flowchart Applied in health Industry: Checking Immunization Status
Best Tools for Creating Flowcharts
When delving into the realm of flowchart creation, having the right tools at your disposal can make all the difference. Here, we present three of the top platforms renowned for their efficacy in crafting comprehensive flowcharts:
- Lucidchart: Lucidchart stands out as a versatile and user-friendly platform suitable for professionals across various industries. Its intuitive interface allows for seamless flowchart creation, offering a plethora of shapes, templates, and collaboration features. With Lucidchart, you can effortlessly map out your operational processes with precision and clarity. Explore Lucidchart here.
- Microsoft Visio: Microsoft Visio remains a powerhouse in the realm of flowchart design, catering to the needs of businesses worldwide. Known for its robust feature set and integration with other Microsoft Office tools, Visio offers unparalleled flexibility in diagram creation. Whether you’re a seasoned professional or a novice, Visio provides the tools necessary to bring your flowcharts to life. Discover Microsoft Visio here.
- Draw.io: Draw.io emerges as a popular choice for those seeking a free and open-source solution for flowchart design. With its web-based platform and extensive library of shapes and connectors, Draw.io offers a seamless user experience without the constraints of software installation. From basic flowcharts to complex diagrams, Draw.io empowers users to visualize their processes with ease. Get started with Draw.io here.
By harnessing the capabilities of these leading tools, you can elevate your flowchart creation process and streamline your operations management efforts. Choose the platform that best aligns with your needs and embark on a journey of efficient process visualization.
How to Create an Operational Process Flowchart in 7 Steps
To create a diagram of operational process flows methodically, it is advisable to follow the following 7 steps:
Step 1: Define the Objective of the Flowchart
At the beginning of creating a flowchart, the first step is a clear definition of the objective pursued with the construction of this flowchart. This step, which must be documented in writing, serves as the cornerstone to outline the process to be represented and determine the level of detail required.
The importance of this initial process lies in its ability to provide direction and purpose to the flowchart project. Identifying the specific objective helps focus efforts towards obtaining relevant information and ensures that the final result is effective in achieving specific goals.
There are various reasons that drive the creation of process flowcharts, and these motivations play a crucial role in determining the objective. Some typical reasons include the need to thoroughly document a process, obtain an overview of the operation in the production system, or collect condensed information to address quality or productivity issues.
The specificity of the objective directly impacts the level of detail required in the flowchart. For example, when the purpose is to thoroughly understand the process and eliminate inefficiencies, it is common to use detailed classifications of actions or activities, as evidenced in an analytical cursogram. In summary, clarity in the objective sets the course of the project, ensuring that the flowchart is an effective and results-oriented tool.
Step 2: Delimit the Process under Study in the Flowchart.
As highlighted in our operational processes article, a process is part of a system. Consequently, an important task when assembling a flowchart is to delimit the fundamental stages or steps. For this, it will be necessary to express in writing what the process is, where it starts, where it ends, and the major variants that will be included in the flowchart.
For example, suppose we want to analyze the purchase order approval process in a company. The main objective is to reduce the cycle time of this process. In the delimitation, it will be necessary to establish when and how a purchase order enters to be approved. Also, when it is considered approved. Other variants that can be included may be data such as the amount of the order and the type of suppliers.
Step 3: Create a General Outline of the Process Flow.
Creating a general outline of the process flow, as an integral part of flowchart development, is a crucial step in capturing the essence and dynamics of operations. To carry out this activity effectively, it is imperative to identify the most relevant stages or groups of actions that make up the process under study, as well as the precise sequence in which they occur.
In this phase, access to current process documents, if available, provides a structured and theoretical perspective of the planned stages. However, to obtain a complete and accurate view, it is essential to complement this documentary review with practical immersion in the field. Operational reality may deviate at times from what is documented, and direct observation offers invaluable insight.
Visiting the action site, verifying and experiencing each phase of the process, allows capturing details that could be overlooked in formal documentation. This field experience not only validates the information obtained from documents but also reveals nuances and operational realities crucial for designing the general flow outline.
By integrating theoretical data and practical observations, a general outline is constructed that accurately reflects the sequence of activities and events in the process. This step lays the groundwork for an effective flowchart, providing the necessary structure to visually represent the process dynamics coherently and comprehensibly. Additionally, it establishes a solid platform for the following steps in flowchart creation, paving the way for a detailed and functional graphic representation of the process in question.
Step 4: Deepen into the Required Level of Detail.
Once the general process flow outline is established, the next step is to delve into the level of detail required to meet the objectives defined in Step 1. This critical step involves decomposing each main stage of the flowchart, ensuring the inclusion of all relevant elements to properly understand and represent the activities that comprise each phase.
Deepening into the level of detail is essential for the accuracy and usefulness of the flowchart. To carry out this task, it is fundamental to refer to the specific purpose of the flowchart, a definition that must be established in Step 1. Depending on this purpose, the required level of detail may vary significantly.
If the purpose of the flowchart is to provide an overview of the process, the detail could focus on the main actions without delving too deeply into subprocesses or internal steps. On the other hand, if the goal is to identify inefficiencies or specific problems, it is necessary to delve into the level needed to address and resolve such issues.
The key lies in finding the right balance, avoiding an overabundance of details that may hinder general understanding or, conversely, a lack of information that may leave critical gaps. This deepening step not only ensures the internal coherence of the flowchart but also facilitates effective communication of processes, allowing different areas of the organization to interpret and use the diagram optimally.
Step 5: Highlight Decision Points or Branching.
In the fifth step of the flowchart creation process, attention is focused on highlighting decision points or branching in the process flow. These critical points represent key moments where actions take different paths or directions, significantly influencing the overall sequence of the process.
The identification and highlighting of these decision points are essential for understanding the ramifications and options available at each stage of the flowchart. This clear visualization not only facilitates the overall understanding of the process but also provides valuable information for decision-making and optimization.
In this step, it is crucial to consider the type of activities involved at each decision point. Classifying actions or activities is a common practice when seeking to improve a process. Six typical categories of activities are operations, transports, inspections, waits, storages, and rework or reprocessing activities. Identifying and labeling these activities allows for a more detailed understanding of how each step is carried out and helps highlight specific areas that could benefit from improvements.
This classification approach provides an additional layer of information about the process flow and its key points, facilitating the identification of opportunities to increase efficiency and reduce potential bottlenecks. Ultimately, highlighting decision points enriches the visual representation of the flowchart, allowing for deeper interpretation and more strategic intervention in the process.
Step 6: Review the Entire Flowchart.
The sixth step in creating a flowchart involves a comprehensive review of the complete representation of the process. In this critical phase, the main objective is to ensure that the flowchart reflects a clear sequence and meets the purpose defined in the initial steps. The review not only seeks internal coherence but also alignment with the organization’s strategic and operational objectives.
During this review, it is essential to verify the logical sequence of activities and the correct representation of decision points and branching. The goal is to confirm that each main stage and subprocess is properly connected, creating a visual narrative that is understandable and faithful to operational reality.
In case the review reveals inconsistencies or ambiguous areas, missing elements or tasks to be developed should be identified. This involves a detailed analysis to ensure that each activity is relevant and necessary in the overall sequence of the process. Early identification of potential deficiencies allows for adjustments to be made before implementation, saving time and resources.
The review of the flowchart not only serves as a quality management control but also provides an opportunity to evaluate the effectiveness of the diagram in communicating complex processes. Clarity and coherence are key for the flowchart to be an effective tool for all levels of the organization.
By completing this step, it is ensured that the flowchart not only accurately reflects the process but also becomes a functional and strategic tool that contributes to understanding, optimization, and decision-making in the operational realm.
Step 7: Use the Diagram to Achieve the Stated Objective.
The seventh and final step in the flowchart creation process involves the effective application of the diagram to achieve the objective initially established. Once the flowchart has been completed and reviewed, it is crucial to use it as a dynamic and strategic tool to address the challenges and opportunities identified in the process.
In this phase, the effectiveness of the flowchart is evaluated in the context of the objectives defined in Step 1. The goal is to determine if the diagram provides the necessary information, if it is understandable for the intended users, and if it fulfills its main purpose. If the flowchart is not sufficient to achieve the objectives, it is imperative to reflect on possible solutions.
The first consideration is to determine if the lack of effectiveness is due to the need to include more details in the flowchart. In this case, it may be explored to add additional layers of information, further detailing the activities, decision points, or relationships between different elements of the process.
However, if the flowchart still does not meet the desired objective, it is essential to consider the possibility of resorting to other methodologies or complementary tools. Depending on the specific nature of the problem or process, additional approaches may be necessary, such as data analysis, more detailed interviews with stakeholders, or the implementation of other process improvement techniques.
Flexibility to adapt to changing needs and willingness to adjust the approach are key aspects at this stage. The review and continuous adaptation of the flowchart based on the results obtained reflect a dynamic and results-oriented approach to process management.
Conclusions
In conclusion, designing a flowchart for an operational process in any industry emerges as an indispensable tool for understanding, optimizing, and efficiently managing operations. This structured process, which encompasses seven key steps, begins with the clear definition of the flowchart’s objectives. Establishing specific goals guides the entire process, from identifying the main stages to delving into the required level of detail.
Field visits and the review of current documents are essential for constructing a faithful representation of operational reality. The next step involves highlighting decision points, providing a clear view of the forks and options in the process. Classifying activities according to specific categories adds an additional layer of understanding, allowing for a more detailed assessment.
Thorough review of the flowchart ensures internal coherence and alignment with strategic objectives. Identifying potential gaps or tasks to be developed facilitates adjustments before implementation, saving time and resources.
Finally, the true value of the flowchart lies in its practical application to meet the set objectives. Evaluating its effectiveness, adapting the approach as needed, and considering other methodologies when relevant are key aspects of this final step.
