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Going With the Flow: Using Flowcharts in Your Business

April 8, 2018 by Mark Donais


A flow chart is a visual representation of a plan or a process. They show steps, represented through boxes about a process that should be taken. Whether we realize it or not, flowcharts are used all around us, most commonly in the form of an algorithm. An algorithm is the more complicated version of a flowchart where it uses calculations or other problem-solving operations in order to carry out tasks. These operations usually take place in the form of computer software. However, in the world of resource management simple, standard, flowcharts are most commonly used.

The reason flow charts are commonly used by companies is because they are simple ways to understand what needs to get done, effectively. For example, when looking for a new job position a flow chart can be created in order to understand the process.

Clear and Concise

A flowchart shows every step of a process in clear fashion, that is easy for anyone to understand. Even the most complex procedures are made easier to follow with visual representations. The direction of the arrows leads to steps on the chart with a natural order making it easy to follow. This helps you make a process known to those unfamiliar with it and your business. For example, new employees and outside members are able to clearly understand what needs to be done while reducing the time needed to learn the details of your business processes.

Workflow Management

Workflow management is another reason to use flowcharts. Documenting a process that needs to get done, not only lays out the process clearly while getting your work done in a timely manner. The benefit of this is that you are in charge of the workflow; having a say in what needs to be done, for whom it’s done for and how long it is going to take. All of this can be represented in a flowchart. In order to meet the needs of your customers and clients, you need to take control of the processes your business should be following. With an organizational flowchart, you can also clearly recognize areas for improvement and create new charts that strive to meet your new goals.

You’re In Charge

Imagine this: you are in a business meeting, where ideas are being thrown at you left, right and center debating on how to improve your resource management. The ideas given are ones that you would like to incorporate into your business. However, all of these comments and ideas are just being thrown at you disorderly, with no given procedure or action.

The most effective way to organize your thoughts is through a flow chart. Take a minute, write down all your ideas and then organize them through prioritization. After, continue working on your plan with”if” statements. This advances ideas by thinking, what needs to be done IF something works out or IF something does not. For example, when an item is broken the steps that should be taken are: “If the item can be fixed with minimal cost, do the following…” or “If the item cannot be fixed with minimal cost or is damaged beyond repair, do the following”…

Saving Money

Flow charts are a great solution if you need help cutting costs and budgeting money. It will allow you to visually see what you are spending too much on and the plans required to effectively cut those expenses, saving money. For example: “If the company income is less than $5000 per month, avoid making unnecessary purchases” or “If company income is more than $5000 per month, but less than $6000, spend money wisely.” Using a flowchart, and having the rules laid out can allow you to make wiser decisions about your companies spending habits.

In the end, flow charts are not only great for visual learners but are also extremely useful to anyone else who is unfamiliar with certain business practices and protocols. Make the most out of your workday and take advantage of the numerous benefits of flowcharts.

Filed Under: Business, Capacity Planning, Operations Management, Project Management Tagged With: #flowchart, businessprocess

Why an IT Project Manager Needs to Understand Strategy

July 11, 2017 by Mark Donais

To achieve business goals, one must have a well-conceived strategy.

It’s important for IT project managers to understand what strategy is and to develop strategies for their projects. There’s more to project management than just completing the project within the time specifications; it’s about doing it on time and more importantly, right.

Despite our best intentions, projects may not always go the way we planned. In fact, projects often evolve, and a good project manager must know how to adapt. To move forward, project managers must have the ability to recognize what is critical and noncritical and make the necessary adjustments.

A project manager who doesn’t understand strategy may be so concerned with finishing a project or meeting a deadline that they overlook the other requirements of the actual plan. They may also fail to make the necessary adjustments that will result in a finished product that is not only finished on time but is of value.

Applying Reason to Project Management

Project managers must realize that strategy doesn’t always mean sticking to the plan but knowing when to step back and identify if the plan needs re-evaluation. Strategy means being flexible while maintaining direction to execute clear objectives.

Thoroughly outlined project plans must be open to communication. The IT project manager’s role is to oversee the process and plans, execute and delegate responsibilities around the company’s IT-related goals. The project manager’s strategy should involve communicating with all business resources to meet project milestones and to ensure that all involved are operating in sync.

The Role of Project Management Software in Strategy

Many project managers know the value of project management software and how it can help with the implementation of their project plan. Project management software gives them an easier way to produce and disseminate status reports and project updates to those involved in the project.

IT project managers can best demonstrate strategy by having control of project ticket queues, integrated email agents, resource management, task scheduling, and project groups. Project management software like TeamHeadquarters will give IT managers all that including portfolio dashboards, integrated status reporting, integrated and customizable reporting, the inclusion of customers on project tasks and tickets and a Customer Self-Service Portal.

Excellent project management means being able to quickly communicate issues, risks, change requests, and incidents. A good strategy means involving relevant technology to complement your project management.

By having a project dashboard, you’ll have instantaneous feedback on what’s going on across all projects. You’ll not only have the ability to identify your project risks but also have an increased awareness of potential problems.

Project management software like TeamHeadquarters has been developed because of the essential requirement for IT project managers to understand the project, define a strategy and execute a plan.  That is why a project management system covers all aspects of project management such as resource management, task management, task scheduling, status reports, integrated Gantt charts, issue management, and financial management.

Remember, a strategy is much more than just meeting your business goals. It’s about the steps that you take to have a competitive advantage.

To see how you can integrate TeamHeadquarters into your project management strategy, click here for your free trial. 

Filed Under: IT Strategy, Project Management Tagged With: business strategy, businessprocess

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Founded in 1998, Entry Software Corporation has been leading the industry with service desk and project management software for manufacturing, transportation, healthcare, municipalities, service organizations, and education.

Entry Software Corporation © 1998 to 2022

 

Entry Software Corporation © 1998 to 2023