Process Simplification through Process Flow Charting Tools

There is this perception in many organizations that their processes are very heavy. The process or SOP library is typically a web-based portal with multiple process documents and other artifacts put together in some kind of a structure. The sheer number of process documents and artifacts can give rise to the feeling that "processes are very heavy".

One reason for the above is that in most organizations processes are captured in the form of a text mostly as a word document. This leads to some of the following challenges cropping up as a result:

• Defined processes are not easy to understand. Text-based processes cannot capture the various decision paths neatly.
• Defined processes are not interlinked. It is hard to link sections across multiple documents.
• Activities to be performed by a role do not come out clearly. It is scattered across multiple process documents.
• Defined processes cannot be viewed at different levels of granularity. Capturing different levels of granularity makes the process documents heavy.

With flow charts it is very simple to:

• Understand the process flow
• Interlink various processes cutting across departments
• Generate responsibilities of a role at the click of a button
• View process at different levels of granularity, again at the click of a button

Process flow charting tools can thus be used as a powerful tool for process simplification. The first step in process simplification is to map out the process clearly. This would facilitate the identification of the steps that can be cut down or optimized or moved in the work flow.

As it is pretty straightforward to change a process flow chart if an organization uses a process flow charting tool, coming out with the simplified process is so very simple!