Flow charts

Ian Rooney
PQ Systems Pty Ltd

A flow chart is a picture of any process or system. It depicts how inputs to a process are transformed into outputs. That is, it shows the activities, steps, or tasks that are involved in the system. The value of drawing a flow chart derives from describing the flow of materials, information, documents, or people as they are transformed into outputs. Flow charts are drawn using standard symbols that represent different types of activities or tasks. Using the standard symbols makes the charts consistent and easier to understand.

One purpose of a flow chart is to define a system by describing and documenting the process. A flow chart can also be used to generate improvements by identifying potential ways to simplify, streamline, or redesign a process. When assessing a system for improvement, it is important to understand the process before deciding on the changes to be made. When standardising a system, flow charts can be used to describe and document the process and to train users in its operation. A flow chart at the beginning of a procedure can help people to understand the process, and in particular, how it fits together.

There are many styles of flow charts used for different kinds of processes. Among these are deployment flow chart, process flow chart, top-down flow chart, and layout flow chart.

Any style of flow chart can be drawn to various depths of detail. The style of chart chosen and depth of detail displayed should give the most useful picture for the flow chart’s intended purpose. It is often beneficial to use a combination of flow charts to describe how systems appear from different vantage points. The combination is not limited to the same type of flow chart. For example, it may be beneficial to have a macro view of the entire system by first utilising a top-down flow chart, then using layout, deployment, and process flow charts to describe the more detailed subsystems and processes. Each flow chart should be drawn to a consistent depth; that is, on any one chart, the level of detail should be consistent. In practice this can represent a challenge.

The following general guidelines should help in producing a practical and useful flow chart:

1. Start by specifying the process to be flow charted. Be as specific as possible; this will make it easier to produce the chart.

2. Define the process or system boundaries by deciding where the picture of the process will start and finish. The focus will be placed within these boundaries (the starting and finishing points). It is important that the boundaries are agreed upon before proceeding; everyone needs to know the exact focus of the task. A good practice is to begin the flow chart with a statement of the ultimate customer’s need and end with a statement that describes the fulfilment of that need. For example, if flow charting a simple process such as making a cup of coffee, the need statement might be for a cup of coffee to drink. The fulfilment of the need will be when the cup of coffee is completed and ready to drink. As the task to be flow-charted becomes more complex, these definitions become more difficult. However, time spent at this stage to define the needs or requirements and the ending point will reduce the time spent later in the flow charting process.

3. Select the appropriate type of flow chart; the size and complexity of the process and the degree of detail required will help determine the types of chart or charts to be produced.

4. When possible, go to the process or environment and walk through the sequence of steps from the start point to the end point identified in step 2. Ask people how the work gets done, not only when the process is operating smoothly but also when things go wrong. If possible, sketch the process or environment and make notes on the order in which tasks are performed. If a deployment flow chart is going to be completed, it will also be necessary to record who completes the tasks.

5. Construct the flow chart. Keep in mind that if an existing process is being documented, it is important to describe how the process is actually operating, not the way it should operate.

6. Study the flow chart.The way in which the flow chart is studied depends on the purpose for which it was created. However, the following general points apply to virtually any flow chart.

If possible, ensure that those involved with the process have an opportunity to review the flow chart. Encourage them to correct the draft flow chart so that it is consistent with the way the process operates.

Look for obvious process disconnections, where the system breaks down, and for duplications of effort. Flow charts are often effective for locating problem areas that may otherwise be overlooked.

Use the flow chart to help determine the best areas for collecting data regarding the performance of the process. Decision points are particularly good places to consider, since data is usually available or can be obtained easily.

Examine the decision points. Is the information being fed into a decision point in a form that assists the decision process? Is the way in which a decision is made fully understood? Have the criteria for making the decision been specified?

Look for areas of excessive complexity or bottlenecks in the process. These are prime opportunities for improvement.

Check to see how the work is passed from one area to another or from one person to another. This passage of work from one area to another defines the in-process “supplier” and “customer” relationships. Are the relationships between them understood? Do they understand the impact they have on each other? Have the needs and expectations of the customer been explained to the supplier?

A flow chart can be simple or complex depending on the detail required to make it useful. Because flow charts are a picture of a process or system, they should be dynamic and always represent the current, best-known way to operate and control the process. A flow chart can be used by those who perform the work as a set of instructions. Consequently, as improvements are made to the process, new ways to operate and control the process should be incorporated into the flow chart. If flow charts are going to be useful, keeping them up to date is essential. If the flow charts are up to date, they can also be valuable teaching aids when training new employees.

As always, I look forward to your comments and questions. I’m at support@pqsystems.com

Like to know more about flow charts? Please view our seminar schedule for a location near you.