Let’s say you are a manager at a company and you supervise several employees. You want the employees to understand their job duties because you must evaluate their job performance annually. You decide that it would help them if they could see the job responsibilities in a flow chart. Often it is easier to understanding a process if it can be seen in a picture or a diagram as well as a narrative.
Obtain flow chart software or if you prefer to do it by hand obtain a flow chart template with all of the flow chart symbols. Study the symbols to understand what they stand for so you will use them correctly when creating the flowchart. Once you understand the flow chart symbols creating flow charts will be easy.
Write in chronological order the steps of each job for each person you supervise on separate sheets of paper. Have each employee review the steps that you have listed and inform you of any steps you may have missed so you can add them to the list and include them in the flow chart.
Using the flow chart software or the template create a flow chart for each job you supervise. Incorporate each step in the flow chart for each job that you outlined in step two. You simply draw the applicable symbol for each step of the job in the correct order and in the correct area where the step is performed.
Provide the first draft of the flow chart to the employee that fulfills those duties and ask for his/her comments on the flowchart. Have them identify any steps you may have missed or any that you may have in the wrong sequence.
Redo the flowcharts taking the comments into consideration by implementing any changes to the flowchart that are deemed necessary. If you do not agree with the employee on any comments or changes to the flow chart discuss it with the employee and explain why you don’t agree and give him/her a chance to respond. They may know something you don’t or have an insight or perspective on the job that you don’t and once you understand his/her point of view you may agree with their change.
Give the employees a copy of the finished flowchart for their job. Also for those jobs that are part of a process you may want to share the other flowcharts with all the employees involved in that process so they understand the entire process. This will facilitate cross training and let the employees know that they are part of a larger process critical to the business.
Place a copy of the flow charts in a ring binder for future reference and training purposes.
Drew Nelson is a Certified Public Accountant with over 20 years experience. As a professional he has written dozens of reports, presentations and manuals. His articles appear on various websites, covering finance, economics, politics and health topics.