Share thisSo now do we get to start writing an SOP? Not exactly. Anyone can sit down and write steps in a procedure, but the person who outlines and gets the big picture will write an SOP that will really work.
FLOWCHARTING
They say that a picture is worth a thousand words. If that is true then a flowchart must be worth a thousand procedures. Flowcharting can be an invaluable tool for understanding the inner workings of a process or activity to be performed. So what is a flowchart you ask? Flowcharting is a method of graphically describing an existing process or a proposed process by using simple symbols, lines, and words to display pictorially the activities and sequence in a process. Flowcharts graphically represent the activities that make up a process much like a map represents an area of land.
ADVANTAGES AND DISADVANTAGE
Flowcharts are very useful when a process has many decisions or steps. Flowcharts can also take a complex process and break it into several simple steps. As a rule of thumb if you see more than three to five decision blocks in the flowchart consider breaking the SOP into separate documents. Flowcharts come in very handy when quick decisions or actions are needed and reading a textual style SOP is not an option. This is particularly true in emergency or critical situations such as in response to a spill or other lab emergencies.
One of the big disadvantages of flowcharts is they take time to create and maintain. Flowcharts are most helpful when defining a new process or procedure. As time goes on either the text or the flowchart become out of date. This of course opens the organization up to questions during audits and inspections. A common practice is once an SOP has matured (i.e. people are using it without any problems) consider removing either the flowchart or the text. Another disadvantage is that because they are pictorial representations of a process and you can only get so much information on an 8 ½” by 11” sheet of paper, flowcharts often contain minimal detail. And as we all know, the devil is in the details. Therefore, most flowcharts are supported by text which does contain the details.
FLOWCHART SYMBOLS
Although flowchart symbol standards exist (i.e. ISO, ANSI) people deviate form these standards to suit their own needs. In many cases, individual companies develop standards for their internal use. Below are the five most commonly recognized symbols used in flowcharting:
- Rectangle for a process or activity,
- Diamond for decisions,
- Oval for starting or ending a process,
- Line with arrow showing the direction of the flow, and
- Small circle which act as a connector to other flowcharts or sheets.