Having a visual representation of workflows and processes is an essential part of understanding complex systems, improving efficiency, and making it easier to communicate. This article will firstly explore the importance of visualising workflows and processes. Secondly, the different types of visual representations and lastly, the best practices for creating effective visuals.
The importance of visualising workflows and processes:
1. Understanding and clarity:
By having a visual representation of a system it will be easier to understand and comprehend the workflow and process compared to a textual description. There is a clear picture of the entire process, detailing the steps and outcomes.
2. Communication:
Visuals help convey ideas clearly and open the floor for a much easier discussion between stakeholders.
3. Identifying bottlenecks and areas of improvement:
The ability to enhance performance and streamline processes are enabled through visualising workflows. Bottlenecks, inefficiencies and improvements can be identified.
4. Training and onboarding:
Training new team members efficiently can always be a challenge. Having a visual representation of the workflows can assist new team members when trying to understand processes within the business.
The types of visual representations:
1. Flowcharts:
This is the most common form of visual representation. Using shapes and lines to depict flow, various steps and define outcomes.
2. Gantt Charts:
These visualisations are used to showcase timelines for projects in a visual manner. They indicate start and end dates, dependencies and overlaps. A quick glance can give an individual a picture of the project at hand.
3. Process maps:
Usually useful for understanding complex systems. Process maps provide a detailed view of the inputs, outputs, activities and decisions for a system.
The best practices for creating visual representations:
1. Simplicity:
Keep it simple, use well defined short descriptive words to label items. Use different colors and shapes to distinguish between different elements within the charts. These are usually standardised so be sure to follow the best practices.
2. Consistency:
Remain consistent across all visual representations of the same type. This will mitigate any confusion that occur and make it easier for stakeholders to understand. A structure should be predetermined.
3. Hierarchy:
Clearly indicate subprocesses and linked processes that would define the relationship between multiple processes or the detail in a single process. Make it easy to follow.
4. Feedback:
Receive feedback from stakeholders to ensure that your visual representations are accurate to the process involved. Update them when necessary and continually improve the elements involved as the requirements scale.
To conclude, visualising workflows and processes is a crucial element used to better understand and better communicate with those parties involved in the processes and could help drive success.