Visualize to Optimize: Why flowcharts are real game changers!

A look at the source

Let's take a step back first: What exactly is a "flowchart"? In response to this question, the artificially intelligent assistant of trust could fabricate a definition of the following kind:

"A flowchart is a visual representation of a process, system or algorithm that consists of various symbolic shapes such as rectangles, rhombuses, circles and arrows. These symbols represent the different steps, decisions, actions and connections in the process."

Well, thanks, post finished, right? Well, let's roll this up: So a flowchart does nothing more than graphically represent the individual steps of a process. Different work steps, decisions and any other events that may occur during the process are differentiated using different geographical shapes. Arrows are used to illustrate the sequence of the process or the "flow" in which tasks are to be completed. The result is a connected graph that is read from one (or more) start event(s) to one (or more) end point(s), potentially with one or more loops along the way. The whole thing could then look like this:

The question of why exactly this form of representation is used for the visualization of PROCESSES is superfluous here: we are visualizing EXACTLY THAT, a PROCESS.

Once it's flowing....

So let's focus our attention instead on the advantages of presenting a process as a flowchart; after all, I could just as easily record my process as continuous text, in a table or as a checklist.

Clear visualization: Well, first of all, a visualization is of course quicker and easier to understand than a big pile of text. Above all, the visual component makes it much easier to understand the structure of the process; a factor that is particularly important when more than one strand is running simultaneously or loops can occur. This is precisely where a flowchart offers great advantages over a tabular representation.

Identify optimization potential: The improved visibility and comprehensibility of the individual work steps ensure that it is easier to see where problems can occur in the process. Does the marketing team generate masses of leads, but only a handful end up in sales? Then something is probably going wrong in the communication between the departments. In this sense, it is easier to understand when errors occur in the process and how they can be rectified.

Effective communication: Presenting a process as a flowchart creates a "common language" for everyone involved in the company, regardless of which department or location they may come from. The C-level manager should be able to read and understand the flowchart just as well as a trainee in the production department (author's opinion: and if this is not the case, you may be doing something wrong).

Simple standardization: The representation as a flowchart provides an efficient basis for the standardization of processes. If everyone knows what the process should look like graphically, they also know how it should be carried out in real life. This also ensures more consistent results.

Understanding relationships: Flowcharts transparently show the relationships between different activities in a process. This transparency ensures that everyone understands what role they play in the process and how they interact with the rest of the workforce in relation to this process.

Measurement of KPIs: Flowcharts provide an ideal basis for defining key performance indicators (KPIs): as each step and decision in the process is clearly defined, the performance of the process can be better analyzed and monitored.

Without simplicity and clarity, it builds up

Of course, all of these benefits only apply if they are truly understandable. This means that the flowchart must be so precise and detailed that all facets of a process can be understood in no time at all, but should not be so complicated that confusion or a lack of understanding can potentially arise. Striking this "golden mean" requires a great deal of sensitivity on the part of the process owner.

Creating and updating flowcharts also involves a certain amount of effort, both in terms of initial implementation and ongoing maintenance. It should also be noted that the rather static nature of a flowchart is of course not ideal for every process and does not always easily capture the dynamics of the "real world".

It should be said, however, that enough care and experience on the part of the process owner in the company can help here: it is up to the process manager to find and implement the right middle ground for the company.

Conclusion: the river often leads to success

It is not without reason that flowcharts are used for all processes: they offer a simple way to implement clear and transparent communication of processes. Flowcharts offer the possibility to analyze individual steps as well as entire processes comprehensively - and offer virtually no disadvantages if used correctly.

So, what are you waiting for? Let's go, create a flowchart for your processes!

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