Creating a new process flow involves following a structured approach to map out and optimize how work gets done. Based on the steps outlined in the monday.com blog post, here's how you create a new process flow:
1. Name the Process
Begin by giving your process a clear and descriptive name. This name should accurately reflect the core function or output of the process, making it easy to understand what it is about without needing further explanation.
- Example: "Customer Onboarding Process," "Invoice Approval Flow," "New Hire IT Setup."
- Why it matters: A good name helps with documentation, communication, and organization.
2. Define the Scope
Clearly define the boundaries of your process. What triggers the start of this process, and what signifies its completion? Identifying the start and end points helps keep the process focused and manageable.
- Scope Definition: Specify where the process begins (e.g., "Customer signs contract") and where it ends (e.g., "Customer successfully using product").
- Exclusions: Note anything that is not included in this specific process to avoid confusion.
3. Define the Primary Process's Objective
What is the main goal or purpose of this process? Articulating the objective provides direction and helps measure the success of the process once it's implemented.
- Objective Examples: "To successfully integrate new customers," "To ensure all invoices are approved efficiently within 48 hours," "To provide new hires with necessary IT equipment and access before their start date."
- SMART Goals: Consider making objectives Specific, Measurable, Achievable, Relevant, and Time-bound where possible.
4. Identify Key Inputs
Determine all the necessary inputs required for the process to begin or proceed through its steps. These are the resources, information, materials, or triggers needed.
- Inputs can include: Data, documents, approvals, specific tools, customer requests, raw materials, etc.
5. Identify Key Outputs
Define the expected results or deliverables of the process. These are the products, services, information, or decisions that the process produces upon completion.
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Outputs can include: Completed tasks, approved documents, finished products, generated reports, customer satisfaction, etc.
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Example of Inputs & Outputs:
| Process Step Example | Key Input(s) | Key Output(s) |
|---|---|---|
| Onboarding Call Scheduled | Signed Contract, Customer Contact Info | Scheduled Call Confirmed |
| IT Equipment Provisioning | New Hire Request, Equipment List | Configured Laptop, Access Credentials |
| Invoice Review | Submitted Invoice, Purchase Order | Invoice Approved/Rejected |
6. Structure the Operations Needed
Break down the process into a sequence of specific actions or tasks that need to be performed. Arrange these tasks in a logical order, showing the flow from one step to the next. This is where you visually map out the process.
- Task Sequencing: Determine the order in which steps must occur.
- Decision Points: Identify points where different paths might be taken based on a decision (e.g., "Is the invoice amount over $1000?").
- Parallel Activities: Note tasks that can happen concurrently.
- Tools: Use process mapping tools or simple flowcharts to visualize this structure.
7. Assign Responsibilities
For each step or set of steps in the process, clearly assign who is responsible for carrying it out. This ensures accountability and clarity regarding roles.
- Role Assignment: Define specific roles or individuals responsible for tasks (e.g., Sales Rep, IT Administrator, Finance Manager).
- Accountability: Ensure every step has a clear owner.
8. Add Control Points
Incorporate steps or checkpoints designed to monitor the process, ensure quality, manage risks, or make decisions. These control points help maintain efficiency and effectiveness.
- Examples: Quality checks, approval stages, review meetings, performance metrics monitoring, compliance checks.
- Purpose: Control points allow you to identify issues early, ensure consistency, and verify that objectives are being met.
By following these steps, you can effectively create a new process flow that is well-defined, structured, and optimized for achieving its intended outcome.
