Visualize Operations in One Go! Streamlining & Standardizing Logistics Sites Using Workflow Diagrams
Have you ever felt in your daily work that you don't know who is doing what?
Also, have you ever felt that it is difficult to convey information just by speaking when explaining tasks to someone else?
In logistics sites, many tasks are intricately intertwined every day.
Many organizations face challenges such as "it is unclear who is performing which task" or "work stops if a specific person is not present."
A "workflow diagram" is a powerful tool to solve these issues and increase organizational efficiency.
In this column, we will explain its role and the benefits of creating one, including practical examples.
1. What is a workflow diagram?
A workflow diagram is a visual representation of work flows and procedures based on certain rules, derived from the concept of "information processing flowcharts" standardized by JIS.
Originally, information processing flowcharts were a method used for organizing and documenting information processing, but our company applies this to logistics operations to visualize "who," "what," and "in what flow" tasks are being performed.
Creating a workflow diagram that is easy for anyone to understand and ensures a shared understanding is a major step toward streamlining and standardizing operations.
2. Three essential elements for a workflow diagram
To create a workflow diagram, you must clearly express the content of the work.
Three elements are essential for a workflow diagram: "who," "what to do," and "in what flow."
Here, we will explain these three elements.
① "Who"
When creating a workflow diagram, you must first clarify "who" is performing the work.
To represent the people involved in the work within the workflow diagram, create a lane for each person (or department) and describe the specific work content and its flow within that lane.
② "What to do"
By placing specific work content in boxes, you can express "what to do."
If there are forms or documents used to perform the work, placing them next to the box containing the work description makes it easier to understand.
③ "In what flow"
You can express the overall flow of work by connecting the work content boxes with arrows. This is the "flow."
It is determined that this flow should generally proceed "from left to right" or "from top to bottom."
Also, when multiple people are involved, it is expressed by crossing lanes.
3. Streamline & standardize operations using workflow diagrams!
[Streamline with workflow diagrams!]
Always running out of time and working overtime. But "I don't know where the bottleneck is"...
In such cases, use a workflow diagram to "visualize" the work.
By organizing the overall flow, unnecessary processes and bottlenecks that stop the flow naturally become visible.
Furthermore, it is recommended to create a workflow diagram after improvements and compare it with the current state.
You can see the changes at a glance and understand that you are moving toward smoother, more efficient operations.
[Standardize with workflow diagrams!]
Handing over work due to personnel transfers is more burdensome than you might imagine.
For new members, it is difficult to see "what tasks exist and what the scope of responsibility is," and it is also time-consuming for the person teaching.
Even if we call it "work," the content is diverse, tends to become personalized, and increases the risk of dependency on specific individuals.
This is where workflow diagrams are useful.
By visualizing the big picture, you can grasp the tasks to be handed over and their flow at a glance, realizing a smooth handover without omissions.
The recipient can also deepen their understanding while being aware of which process they are currently in, which greatly improves the speed of proficiency.
Now that labor shortages are a challenge, standardization using workflow diagrams is an effective means of supporting organizational productivity.
4. Tips for creating workflow diagrams
If you are tasked with organizing work that you are not involved in, proceed by interviewing the person in charge of the actual work.
The key to this is preparation.
Collecting and reading related materials, identifying stakeholders, etc... the quality of the groundwork directly affects the accuracy of the output.
Also, ingenuity is required in how you conduct the interviews.
To create a workflow diagram without omissions, the point is to gather information widely from multiple stakeholders and be conscious of not only individual tasks but also the flow before and after them.
5. Summary
Even if people understand the importance of workflow diagrams, many feel that "it seems difficult to make one myself."
It is important to take the first step from what you can do.
"Work is becoming personalized"
"The burden of handover is high"
"I want to proceed with site improvement, but I don't know where to start"
If you have such concerns, please feel free to contact us.
We provide consistent support from visualizing operations to organizing issues, proposing improvements, and standardization.
First, we accept consultations via the inquiry form.
📩 Inquiry Form: [
https://forms.cloud.microsoft/r/AhaEAjizXW]Questions in the comments section are also welcome. We would be happy to exchange information with others in logistics, manufacturing, wholesale, etc., who have similar concerns.
Furthermore, please visit our official website for details on logistics solutions, services, networks, and technologies provided by MD Logis.
🏢 Homepage:[https://www.mdlogis.co.jp/]
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