Flowcharts are diagrams that use standard symbols (for activities such as actions, decisions, and directional paths) to document the process from start to finish). This visual tool is a great way to document the results of interviews with your users. With little practice and experience, the process is simple. When taking notes, the writer can take notes and then transfer them to a flowchart format or simply graph the processes (from start to finish) directly in the notepad. I find the latter method the best because missing decision blocks and components can usually be spotted right away.

This is also an excellent tool for sharing information with users. Follow this process:

1. identify the topic
2. Identify potential users of the selected topic
3. Create interview questions for these users
4. Conduct interviews and take notes or graph the process right in your notebook
5. Turn your notes into graphic symbols (the rectangle for activities and the diamond for decisions are the most used symbols)
6. Review the diagram with your users to confirm the process flow
7. Convert flowchart actions to text
8. Use the text to write a draft policy or procedure using a standard writing format
9. Finalize the document
10. Submit the document for user and admin review.
11. Get final approvals

How do I start?

Think of a flowchart as a tool to represent a graphical description of the process flows within your policies and procedures. The first activity is START. The next activity is usually an ACTION. The next activity is usually a DECISION of some sort. At this point, alternative decisions have to be made. There are usually at least two paths (branches) connected to the DECISION symbol. Processes (in the form of activity symbols) are now derived from this symbol. Your diagram begins to look like a tree with many branches. The more complex or complicated the policy or procedure, the more ACTIONS and branches the tree will take. The flowchart ends with END. Take my advice and look for books that can help you understand. A picture is worth a thousand words.

Summary

Use flowcharts, diagrams, or whatever you want to call them, as a note-taking device and a way to share information with your users. This tool will greatly reduce the time it takes to document a policy or procedure issue and the time it takes to write the procedure from identification of an issue to final approval. More importantly, sharing flowcharts with users is a great way to get users to buy into the topic of the policy or procedure.

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