Combining a Process Map and Written Procedure

[John Broomfield]

No, as independent management systems consultants we have to be free to recommend the best process management software we can find.

Since 1988 we have found nothing to beat TeamFlow.

Our clients use TeamFlow to analyze their systems and identify their key processes. They then use TF to analyze their key processes and result in deployment (swimlane) flowcharts as documented procedures. These XML documents are hyperlinked to each other and the work instructions (as necessary for additional control) and to forms or databases to collect data.

Visio is a drawing package that sloooooows collaborative process analysis with the process expert(s). Using TeamFlow and a projector the process analysis session rarely takes longer than two hours with a well prepared process expert.

TeamFlow is designed by CFM who claim to have adopted the recommendations of Dr Deming from his work with Komatsu. Behind the 4 color flowcharts it creates little Oracle databases (BTW, this is a point you may need to make when obtaining IT's approval to put this process management software on your network beyond saying it does a lot more for process management than Visio).

If anyone knows of better process management software (@ $300 per seat) then we would like to hear about it here so we can share it with our clients.

 

[Tom W]

My two cents after reading all the posts...

What is being talked about is called "Intergrated Documents"...or "Intergrated Work Instructions"...substitute any word after intergrated. The concept is that flowcharts; when properly created; can be SIMPLE methods of communicating the process steps required for success; along side of the flowchart is the text explination that can sometimes be lost within a flowchart.

As a closet writer it pains me to remove the written word from procedures but too many words loose their meaning right? So, the thought is to suplement the text with the flowchart.

I have attached a sample of what I am talking about...its not a great example but you get the hint. The procedure was still too wordy. Let me know what you think. We also used Visio like many others for this; pasting the drawings into word.

I have also attached a process flow diagram for review and comment. It was designed to replace the text in procedures; this project never really materialized as invisioned but I might try it again.

 

[John Broomfield]

My two cents after reading all the posts...

What is being talked about is called "Intergrated Documents"...or "Intergrated Work Instructions"...substitute any word after intergrated. The concept is that flowcharts; when properly created; can be SIMPLE methods of communicating the process steps required for success; along side of the flowchart is the text explination that can sometimes be lost within a flowchart.

As a closet writer it pains me to remove the written word from procedures but too many words loose their meaning right? So, the thought is to suplement the text with the flowchart.

I have attached a sample of what I am talking about...its not a great example but you get the hint. The procedure was still too wordy. Let me know what you think. We also used Visio like many others for this; pasting the drawings into word.

I have also attached a process flow diagram for review and comment. It was designed to replace the text in procedures; this project never really materialized as invisioned but I might try it again.

Tom,

Does love of writing stop us from analyzing processes?

Process analysis can result in the procedure without duplication in a written procedure. Procedures from process analysis are usually flowcharted because MS Word etc is not a process analysis tool.

Flowcharted procedures can specify what the process team does to work together in fulfilling a process objective. If additional detail (beyond a sticky note) is needed by a member of the process team that can appear in a linked work instruction. Likewise if data must be collected the flowcharted procedure links to a separately controlled form or database.

Attached is an example of a deployment flowchart used as a procedure. It is the result of a process analysis session where someone trained to ask the right questions works with the process expert or owner. The process owner then incorporated the review comments from reps of the process team.

Leaders ensure process team members feel obliged to make sure their flowcharted procedure is used continually to improve the process.

Would your training procedure benefit from a similar approach?

John

 

[Tom W]

Thanks John,

It's always good to gain more exposure to additional insight. i see what you are talking about and I like that direction. It gives me food for thought.

 

[Peter Fraser]

Tom,

Does love of writing stop us from analyzing processes?

Process analysis can result in the procedure without duplication in a written procedure. Procedures from process analysis are usually flowcharted because MS Word etc is not a process analysis tool.

Flowcharted procedures can specify what the process team does to work together in fulfilling a process objective. If additional detail (beyond a sticky note) is needed by a member of the process team that can appear in a linked work instruction. Likewise if data must be collected the flowcharted procedure links to a separately controlled form or database.

Attached is an example of a deployment flowchart used as a procedure. It is the result of a process analysis session where someone trained to ask the right questions works with the process expert or owner. The process owner then incorporated the review comments from reps of the process team.

Leaders ensure process team members feel obliged to make sure their flowcharted procedure is used continually to improve the process.

Would your training procedure benefit from a similar approach?

John

Attached is another format for the same process (well, the start of it anyway) - just to show that even deployment flowcharts can have different styles...!