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How can you use flowcharts to improve your business processes?

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Flowcharts are visual tools that help you map out the steps, decisions, and actions involved in a business process. They can help you improve your administrative management skills by identifying inefficiencies, gaps, errors, and risks in your workflows. In this article, you will learn how to use flowcharts to analyze, design, and optimize your business processes.

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Francisco Castro

Opera??es | Administra??o | Gesta?o Estrate?gica | Logística | Contratos | Processos | Controles | OKR | KPIs | NPS |…
Antonio Ken Wu Machado

Administra??o | Planejamento | Opera??es | Facilities | Qualidade | Projetos | Processos | Negocia??o
Saba Rehmat

Founder & MD at SR Bloomfield Int'l School | Expert in Academic Leadership & Program Development | Owner of 'Amazon…

1 What is a flowchart?

A flowchart is a diagram that uses symbols, arrows, and text to represent the sequence of events in a process. The symbols have different meanings, such as start, end, input, output, operation, decision, or sub-process. The arrows show the direction of the flow and the text describes the action or condition. A flowchart can be drawn by hand, using software, or using online tools.

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Francisco Castro

Opera??es | Administra??o | Gesta?o Estrate?gica | Logística | Contratos | Processos | Controles | OKR | KPIs | NPS | CRM | Qualidade | SGI | Lean Six Sigman for CSSC (The Council for Six Sigma Certification).
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A metodologia de fluxograma aplicada aos negócios compreende em dar melhor visibilidade aos processos, identificar as inconsistências e gargalos, e detecta oportunidades de padroniza??o e melhoria.

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Saba Rehmat

Founder & MD at SR Bloomfield Int'l School | Expert in Academic Leadership & Program Development | Owner of 'Amazon Virtual Assistants & Sellers' Group 30K+ members| Content Creator & Blogger
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Flowcharts serve as visual representations of business processes, aiding in the identification and analysis of inefficiencies. By mapping out each step, decision, and interaction, businesses gain a clear overview of their processes. This visual clarity facilitates communication among team members, helping to streamline workflows and identify areas for improvement. Flowcharts also aid in training by providing a standardized visual reference. Additionally, they enhance decision-making by highlighting dependencies and potential bottlenecks. Ultimately, integrating flowcharts into business processes fosters efficiency, transparency, and continuous improvement.

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2 Why use flowcharts?

Flowcharts can be an effective tool for improving business processes, as they can make complex or unfamiliar processes easier to understand and communicate. Additionally, they can help to identify potential problems, bottlenecks, redundancies, or delays, as well as assess the effectiveness, efficiency, and quality of the process. Furthermore, flowcharts can be used to uncover opportunities for improvement, innovation, or automation.

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Ronie Oliveira Reyes

Administrador | Top Voice Gest?o Administrativa e Negocia??o | Lean Six Sigma | Mestre em Administra??o | Especialista Gest?o de Servi?os e Suprimentos | Gest?o de Processos | Gest?o de Pessoas
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Pessoas aprendem de formas diferentes. Algumas lendo procedimentos, outras ouvindo orienta??es e outras visualizando os fluxos em uma sequência lógica. O uso de fluxogramas serve para comunicar processos a este último grupo, complementando o material de consulta ao restante dos colaboradores. Por isso, s?o importantes ferramentas de comunica??o interna para a integra??o de novos funcionários , assim como uma reanálise contínua de como as coisas funcionam. Além disso, quando complementados com indicadores de desempenho em cada caixa, permite notar rapidamente gargalos operacionais e desempenhos individuais.

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3 How to create a flowchart?

Creating a flowchart requires following specific steps. Firstly, you need to define the purpose and scope of the process you want to flowchart. What is the goal, the input, and the output of the process? Who are the stakeholders and what are their expectations? Secondly, collect information and data to describe each step and decision. You can use interviews, observations, documents, or records to gather these details. Thirdly, draw the flowchart with symbols and arrows. Begin with a rough sketch or use a template. Make sure it is clear, logical, and consistent by using labels, colors, or legends. Fourthly, validate and test the flowchart for accuracy, completeness, and validity. Ask for feedback from people involved in the process or experts in the field. Test it by running through different scenarios or cases. Lastly, review and revise it to identify any issues or opportunities for improvement. Make changes as needed before documenting and sharing the final version of the flowchart.

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4 How to analyze a flowchart?

Analyzing a flowchart requires asking questions to assess its strengths and weaknesses, such as whether the process is aligned with the purpose and scope, efficient, effective, and quality-oriented, simple, clear, and consistent, flexible, adaptable, and scalable, or compliant with standards, regulations, and policies. Answering these questions can help you compare the process with best practices or benchmarks.

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John Cruz

People-Process-System. I see one where others see three. HU-B | DAD | MHA | BSN | RN | LSSYB | CPHQ | CAL 1?
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It's also good to approach flowchart analysis with a keen eye for waste identification. This could come anywhere from excessive or unnecessary transport, motion, or processing to get to the end product.

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5 How to optimize a flowchart?

Optimizing a flowchart requires eliminating unnecessary or redundant steps, combining or simplifying complex or vague steps, automating or delegating repetitive or low-value steps, reordering or rearranging steps to reduce delays or errors, and adding or modifying steps to enhance quality or customer satisfaction. By doing so, you can improve the performance, productivity, and profitability of the process and achieve your desired outcomes.

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John Cruz

People-Process-System. I see one where others see three. HU-B | DAD | MHA | BSN | RN | LSSYB | CPHQ | CAL 1?
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Prior to optimization, one must be clear with the purpose of the flowchart and an understanding of what level the flowchart is to be optimized.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Antonio Ken Wu Machado

Administra??o | Planejamento | Opera??es | Facilities | Qualidade | Projetos | Processos | Negocia??o
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Os fluxogramas descrevem processos diversos e auxiliam na tomada de decis?es. Uma ótima ferramenta para identificar desperdícios diversos, inclusive de tempo. Precisam ser entendíveis e colaborativos, utilizando os símbolos e fluxos corretos.

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How can you use flowcharts to improve your business processes?

1

2

3

4

5

6

1 What is a flowchart?

2 Why use flowcharts?

3 How to create a flowchart?

4 How to analyze a flowchart?

5 How to optimize a flowchart?

6 Here’s what else to consider

Administrative Management

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How can you use flowcharts to improve your business processes?

1

2

3

4

5

6

1 What is a flowchart?

2 Why use flowcharts?

3 How to create a flowchart?

4 How to analyze a flowchart?

5 How to optimize a flowchart?

6 Here’s what else to consider

Administrative Management

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