Organizing Your Own System / Processes

Flow charts and Diagrams
"Flow charting is one of the oldest quality improvement tools," according to Dr. Tony Burns of MicroMultimedia. Usually associated with programming, flow charting covers a more general scope.

A flow chart is a means of conveying information about a process. Another definition states that it is a diagram showing the movement or action of persons or things in any complex system.

According to ISO9004.4 Section A.6.2, it describes a flowchart as "a pictorial representation of the steps in a process, useful for investigating opportunities for improvement by gaining a detailed understanding of how the process actually works… Flow charts are constructed with easily recognized symbols."

Symbols
The ISO9004.4 standard shows just four (4) symbols:

Validity Checking
Being a pictorial representation of a process, a flow chart ought to make sense. Such rules, as Dr. Burns would say, are followed in flow charting:

1. Any task has a task / subtask / decision / start / end before it and a task / subtask / decision / start / end after it.
2. There is one start, and it has a single outlet leg.
3. Flow charts cannot have endless loops.
4. A flow chart should not contain an unconnected "tag" or leg to or from a shape.

Rules of doing normal things apply, one step always follows another. Buy coke in can. Open can. Drink coke. Dispose of can. Just an example.

Following these rules in flow charting guarantees correctness and consistency. Consistency and accuracy are the measures pushed by quality ISO standards.

Process Improvement
Flow charting does not stop upon documentation of processes, but continues on through improvement of these processes. Improvement may mean adding steps, moving steps or deleting steps.

The following examples of lines should be avoided:

Non-standard shapes also should not be used. That is why standards where set by ISO in the first place.

 

File Management
Effective management of files and tasks help a lot in improving a person's work values. It helps a person set his/her priorities straight and get things done in an orderly fashion.

Files
When you create files, give them very descriptive names. The newer versions of Microsoft Office can accept more than 8 characters, as well as spaces, on a document file name. Example of a well named file would be: Presentation_Macromedia_Flash.doc

Folders
Create folders with highly descriptive names as well. Learn to categorize files and do not be careless in just dumping every saved file inside the My Documents folder.

Windows Explorer
Files details can be viewed using the View menu of the Windows Explorer bar. Searching files can be easier if Windows Explorer is used to arrange them by modification date, file name, file type, or file size. The Web View interface can also help in looking for hard-to-find files with very common names.

Windows Explorer: Web View Mode

Hyperlinking Documents
If you are showing an unprinted document with supporting files to colleagues, make sure that you make it easier for them to get the sequences right. Hyperlink your documents. Clicking a hyperlink will directly lead the reader to the document being referred to by the link. The icon that is on spotlight below is the tool to use for linking documents.

Task Scheduling
This is where Microsoft Outlook comes into use. This program is an all-in-one e-mail / organizer / diary / planner. MS Outlook has a direct connection to your browser, so all organized files in your browser are also organized inside your Outlook.

 

Inbox
Your e-mail box. Messages from other internet users are retrieved here.

Calendar
The feature in the above image. This can be your daily alarm clock, reminding you of upcoming events like a cellphone alarm. It can also be used as an activity progress documentation tool. Other interesting parts of the calendar include:

• Alarm Tone - What sound you want to hear when you are being reminded of a particular event. Highly customizable.
• Timetable - May contain your scheduled appointments (or activities) for an entire day.
• Progress Manual - Record, prioritize, and evaluate your progress.
• Notepad - Not the Accessories Notepad. This one can contain details regarding a particular project.

Other Features
Most of the other features are already parts of the calendar.