How do you communicate and collaborate with your team using SOP flowchart symbols?

SOP flowchart symbols are graphical representations of the steps, decisions, inputs, outputs, and roles involved in a standard operating procedure (SOP). They help you communicate and collaborate with your team by providing a clear and consistent visual guide for how to perform a task or process. In this article, you will learn how to use SOP flowchart symbols effectively and avoid some common pitfalls.

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1 Choose the right symbols

There are different types of flowchart symbols, each with a specific meaning and function. For example, rectangles represent actions or tasks, diamonds represent decisions or branching points, circles represent connectors or labels, and arrows represent the direction of the flow. You should use the standard symbols that are widely recognized and understood by your team and your industry. You can also create your own symbols if you need to represent something unique or specific, but make sure you define them clearly and use them consistently.

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2 Follow the logic and order

A good flowchart should follow a logical and sequential order, from the start to the end of the SOP. You should avoid unnecessary or confusing loops, jumps, or cross-overs that might make the flowchart hard to follow or interpret. You should also use connectors or labels to link different parts of the flowchart if they are on separate pages or sections. You can use numbers, letters, or symbols to indicate the connection points and make sure they match on both sides.

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Audrey Brown, MBA, MSc

Management | Operations | Quality 🎯
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In order to keep flowcharts simple to use and to the point, you can identify sub processes. These sub processes can subsequently be made into their own flowcharts.

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3 Assign roles and responsibilities

One of the benefits of using SOP flowchart symbols is that you can assign roles and responsibilities to each step or decision in the SOP. You can use different shapes, colors, or icons to indicate who is responsible for performing, approving, or reviewing each action or task. This way, you can clarify the expectations and accountability of each team member and avoid duplication or confusion. You can also use swimlanes or columns to separate different roles or departments in the flowchart.

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Audrey Brown, MBA, MSc

Management | Operations | Quality 🎯
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Processes with multiple phases or owners can also benefit using swim lane flowcharts. Each party is assigned a swim lane and their actions are placed in their swim lanes.

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4 Use clear and concise labels

Another important aspect of using SOP flowchart symbols is to use clear and concise labels for each symbol. You should use simple and specific words or phrases that describe the action or task, the decision or question, the input or output, or the role or function. You should avoid using jargon, acronyms, or abbreviations that might be unfamiliar or ambiguous to your team or your audience. You should also use consistent terminology and formatting throughout the flowchart.

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5 Test and refine your flowchart

Before you finalize and share your flowchart with your team, you should test and refine it to make sure it is accurate, complete, and easy to understand. You can ask for feedback from your team members, stakeholders, or experts who are familiar with the SOP or the process. You can also try to follow the flowchart yourself or with a colleague and see if it makes sense and works as intended. You should check for any errors, gaps, or inconsistencies in the flowchart and make the necessary corrections or improvements.

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6 Use a flowchart software or tool

When creating and editing SOP flowcharts, a flowchart software or tool can be extremely helpful. These tools allow you to drag and drop symbols, edit labels, adjust colors, and arrange layouts. There are many free or paid options available online or offline that you can choose from depending on your needs and preferences. When selecting a flowchart software or tool, you may want to consider features such as compatibility with different formats and platforms, customization and personalization options, collaboration and sharing capabilities, templates and examples, and support and guidance.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you communicate and collaborate with your team using SOP flowchart symbols?

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1 Choose the right symbols

2 Follow the logic and order

3 Assign roles and responsibilities

4 Use clear and concise labels

5 Test and refine your flowchart

6 Use a flowchart software or tool

7 Here’s what else to consider

SOP Development

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