hendrich

How to Make a Flow Chart

/ Susan Hendrich / 1 Comment

Flow Charts

Understanding and Communicating How a Process Works

Re-printed from MindTools.com.

 

Flow charts are easy-to-understand diagrams showing how steps in a process fit together. This makes them useful tools for communicating how processes work, and for clearly documenting how a particular job is done. Furthermore, the act of mapping a process out in flow chart format helps you clarify your understanding of the process, and helps you think about where the process can be improved.

A flow chart can therefore be used to:

  • Define and analyze processes;
  • Build a step-by-step picture of the process for analysis, discussion, or communication; and
  • Define, standardize or find areas for improvement in a process

Also, by conveying the information or processes in a step-by-step flow, you can then concentrate more intently on each individual step, without feeling overwhelmed by the bigger picture.

How to Use the Tool:

Most flow charts are made up of three main types of symbol:

  • Elongated circles, which signify the start or end of a process;
  • Rectangles, which show instructions or actions; and
  • Diamonds, which show decisions that must be made

Within each symbol, write down what the symbol represents. This could be the start or finish of the process, the action to be taken, or the decision to be made.

Symbols are connected one to the other by arrows, showing the flow of the process.

Tip:
There are many other flowchart symbols that can also be used. However, remember that an important use of flow charts is in communication: If you use obscure symbols that only part of your audience understands, there’s a good chance that your communication will fail. As ever, keep things simple!

To draw the flow chart, brainstorm process tasks, and list them in the order they occur. Ask questions such as “What really happens next in the process?” and “Does a decision need to be made before the next step?” or “What approvals are required before moving on to the next task?”

Start the flow chart by drawing the elongated circle shape, and labeling it “Start”.

Then move to the first action or question, and draw a rectangle or diamond appropriately. Write the action or question down, and draw an arrow from the start symbol to this shape.

Work through your whole process, showing actions and decisions appropriately in the order they occur, and linking these together using arrows to show the flow of the process. Where a decision needs to be made, draw arrows leaving the decision diamond for each possible outcome, and label them with the outcome. And remember to show the end of the process using an elongated circle labeled “Finish”.

Finally, challenge your flow chart. Work from step to step asking yourself if you have correctly represented the sequence of actions and decisions involved in the process.

And then (if you’re looking to improve the process) look at the steps identified and think about whether work is duplicated, whether other steps should be involved, and whether the right people are doing the right jobs.

The New Learner

/ Susan Hendrich / 2 Comments

I love this post from Kim Cofino about “The 21st Century Learner.”  She skillfully presents themed ideas for engaging learners through the use of new technologies. Kim’s second presentation, “The 21st Century Educator: The Power of Personal Learning Networks,” demonstrates how web 2.0 technologies change the way learning professionals communicate, collaborate, learn, and teach. Both are worth a look.  Let me know what you think

Would You Stop to Listen?

/ Susan Hendrich / 5 Comments

Would You Stop to Listen?

A man sat at a metro station in Washington, DC and started to play the violin; it was a cold January morning. He played six Bach pieces for about 45 minutes. During that time, since it was rush hour, it was calculated that thousand of people went through the station, most of them on their way to work. Three minutes went by and a middle-aged man noticed there was musician playing. He slowed his pace and stopped for a few seconds and then hurried up to meet his schedule.

A minute later, the violinist received his first dollar tip: a woman threw the money in the till and without stopping continued to walk.

A few minutes later, someone leaned against the wall to listen to him, but the man looked at his watch and started to walk again. Clearly he was late for work.
The one who paid the most attention was a 3 year old boy. His mother tagged him along, hurried but the kid stopped to look at the violinist. Finally the mother pushed hard and the child continued to walk turning his head all the time. This action was repeated by several other children. All the parents, without exception, forced them to move on.

In the 45 minutes the musician played, only 6 people stopped and stayed for a while. About 20 gave him money but continued to walk their normal pace. He collected $32. When he finished playing and silence took over, no one noticed it. No one applauded, nor was there any recognition.

No one knew this, but the violinist was Joshua Bell, one of the best musicians in the world. He played one of the most intricate pieces ever written, with a violin worth 3.5 million dollars.
Two days before his playing in the subway, Joshua Bell sold out at a theater in Boston and the seats average $100.

This is a real story. Joshua Bell playing incognito in the metro station was organized by the Washington Post as part of an social experiment about perception, taste and priorities of people. The outlines were: in a commonplace environment at an inappropriate hour: Do we perceive beauty? Do we stop to appreciate it? Do we recognize the talent in an unexpected context?
One of the possible conclusions from this experience could be:

If we do not have a moment to stop and listen to one of the best musicians in the world playing the best music ever written, how many other things are we missing?

– From The Effective Club

Free stuff

/ Susan Hendrich / 1 Comment

Everyone loves free stuff.  Here are a few of my favorite (free) things:

Free Teleconferencing: Use freeconference.com to set up telephone conferences with up to 150 people. No charge to you. Callers only pay the long distance charges to join the call. 

Free Graphic Design Software: Use gimp.com to do your photoshopping – but free! The tool is as intuitive as Adobe Photoshop, and nearly as robust.

Free leadership and training ideas: Yes, here! Check susanhendrich.wordpress.com often for handy tips and tricks that help you succeed in the leadership and training arenas.

More freebies soon!

Thanks,
Susan