Flow charts are diagrams that use standard symbols (for activities like actions, decisions, and directional paths) for documenting the process from start to finish). This visual tool is an excellent way to document the results of interviews with your users. With a little practice and experience, the process is simple. When taking notes, the writer can either take notes and then transfer to a flow chart format or simply graphically depict the processes (from start to finish) right on the note pad. I find this latter method the best because decision blocks and missing components can usually be spotted right away.
This is also an excellent tool to share information with users. Follow this process:
- Identify the topic
- Identify the probable users of the selected subject
- Create interview questions for these users
- Conduct the interviews and take notes or graphically depict the process right on your note pad
Convert your notes to graphical symbols (rectangle for activities and the diamond for decisions are the most used symbols)
- Review the diagram with your users to confirm the process flow
- Convert the actions from the flow chart into text
- Use the text to write a draft policy or procedure using a standard writing format
- Finalize the document
- Send the document out for user and management review
- Obtain final approvals
How do I get started?
Think of a flow chart as a tool to depict a graphical overview of the process flows within your policies and procedures. The first activity is to START. The next activity is typically an ACTION. The next activity is usually a DECISION of some kind. At this point, there are alternate decisions to be made. There are generally at least two paths (branches) connected to the DECISION symbol. Processes (in the form of activity symbols) now branch off this symbol. Your diagram begins to look like a tree with many branches. The more complex, or involved, is the policy or procedure, the more ACTIONS and branches the tree will take on. The flow diagram ends at END. Take my advice and seek out books that can help you understand. A picture is worth a thousand words.
Summary
Use flow charts, diagrams, or whatever you call them, as a note taking device and a way to share information with your users.This is an excellent way to quickly lay out a process and spot gaps in the process and potential improvements. This tool will greatly reduce the time it takes to document a policy or procedure topic and the time it takes the write the procedure from the identification of a topic to final approval. Most importantly, sharing flow charts with users is an excellent way to achieve buy in with the users of the policy or procedure topic.
Biography:
Stephen B. Page is an expert in the field of policies and procedures. He has been in this business since 1975. He has written more than 7000 policies and procedures and has designed more than 3000 forms. He has won award after award for his writing and forms design.
Stephen has written four, best-selling policy and procedure books, that he sells to more than 90 countries. He is recognized, worldwide, as the expert in the field of policies and procedures. He has an MBA from UCLA in Management. He is certified in project management, records management, forms management, quality assurance, and software engineering.
Stephen has worked in more than 10 unique industries and in more than 20 companies, large and small, as the policies and procedures writer and/or manager. He usually reports to the President or to the Chief Financial Officer. He has led teams for ISO 9000 Quality Standards, Six Sigma, Value Engineering, Total Quality Management, and CMMI.
Stephen's website is located at: (http://www.companymanuals.com/index.htm). View his details and get 20 to 56% in discounts.
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