Setting up a business process diagram is very important. It is necessary for providing business products and services to customers. However, not all business processes are effective. So let’s learn with Apexcorp how to create highly effective business process diagrams.
Standard for process diagram symbols
You can use different notation standards. It is necessary to describe the meaning of the symbols used in the business diagram. However, you should use common shapes so that everyone can understand. Here are the most common shapes used in business processes:
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- Rectangle: Used to represent a step, task or activity in the process that is undertaken by a specific individual.
- Diamond or rhombus: Used to represent a decision.
- Arrows: Used to connect steps.
- Pill: The starting or ending point of a process.
How to design a business process map
To be able to design a business diagram, you can refer to the steps below:
2.1 Collect information and choose a type of process diagram
Before creating the final report to present to the team or client. You should reconsider what you want to present. The information you need to consider in your business plan is as follows:
- Duties of each employee in the process.
- Provide a high-level overview of the company’s business processes to new employees.
- Time of each part of the process.
- Key points in business processes.
- Things to do to help new employees get the job done.
2.2 Use consistent style, size and shape
A business process flow chart if it has too many steps will become cluttered and difficult to follow. You can make the diagram clearer by:
- The images must be the right size and aligned with each other.
- Use connectors that start and end at the same location for each step.
- The gaps are consistent.
- Reduce the number of branches in the connection.
2.3 Use colors and symbols to emphasize key information
The use of color and imagery is especially important for a diagram that needs to be understood quickly. You should use contrasting colors for opposing ideas. And add in icons to attract more attention to the main steps and make the design more attractive.
Applying color theory can make all the difference to a flow chart. For example, use pairs of opposing colors to indicate “yes” or “no” in a flow chart. We can also use more prominent colors to emphasize an important operation. You can refer to flowcharts on Canva, Visme or SmartDraw. Where flowcharts are suitable for many different processes, with a variety of colors and styles from formal to creative.
2.4 Use borders, shapes, and timelines to convey more information
You can use elements such as contours and shapes to clarify the tasks of different parts. Besides, you should use additional timelines to increase the usefulness of the business process diagram.
2.5 Use labels or legends in your process diagram
If the symbols in the company’s business operations are relatively difficult to understand. You should add labels or legends. This will make your company’s business process diagram easier to use. And readers will grasp information much faster. Note that labels should only be used when necessary. Avoid placing labels that are too large or have too much unimportant text information that distracts the viewer.
Example of a trading company’s business process
Trading companies play a key intermediary role in the chain of goods distribution channels. Contribute to bringing products to final consumers. Business processes mainly revolve around providing products and customer services. Promote circulation of goods, stimulate consumer demand. So how to design a trading company’s business process diagram effectively? Please follow the 7-step instructions below.
Step 1 – Prepare
The company needs to have the best preparation for the next work to go smoothly. For business processes to go smoothly, you need to prepare:
- Source of goods: Choosing the source of goods is very important because this step will be related to the quality of products and services that the company will bring to the market.
- Information about products and services
- Specific and detailed sales plan to identify potential customers
- Product introduction papers, specific price quotes for customers,…
Step 2 – Find potential customers
Differentiating customers is extremely necessary. You must know which market you need to reach and who to reach. You can find potential customers through media channels. Search anytime, anywhere and take care of customers with the best attitude.
Step 3 – Reach customers
The company will begin planning to reach the potential customers it has found. You need to find out information about customers first and then introduce the product to them.
Step 4 – Introduce products and services to customers
The next step in the business process after outreach is to get product details to the customer. You must focus more on benefits and be based on customer needs. In particular, you must always be honest, this will create high trust with customers.
Step 5 – Quote the product price to customers and convince them to buy
If you have succeeded in convincing customers. You must make sure to quote them at the right time. Focus on what you discussed with the customer. Emphasize their needs and write about positive customer feedback on the offer.
Step 6 – Closing the order
One of the most important steps of the business process is closing the sale. Because this is the process that helps customers make decisions. Customers almost have a clear understanding of products and services. Therefore, what needs to be done is to emphasize the benefits of customers to motivate them to make purchasing decisions from the company.
Step 7 – After-sales service for customers
This is an indispensable step in the business process for sales. This will determine whether customers have long-term cooperation with your company or not.
The survey shows that more than 87% of businesses are facing poor performance challenges due to inefficient work processes. It takes up to 2-3 hours a day to search for documents everywhere. Lack of connection between departments in the same plan. If you are also experiencing this situation and are looking for a solution for your business? Apexcorp’s business consulting services are the perfect choice for you.
Some common business process models in businesses
Depending on the business model, scale, and operational goals. Businesses can build appropriate business models to achieve their goals effectively. Below, Apexcorp will introduce to you some examples of business processes. You can customize to fit your business:
Sales process
For new businesses that are in the process of identifying the market and finding potential customers. This might be the optimal business process diagram for you:
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- Search for potential customers: Identify potential customers who are suitable for your business’s products or services.
- Customer outreach: Contact potential customers and introduce products or services.
- Lead nurturing: Build relationships with prospects and resolve their inquiries.
- Closing the deal: Persuading potential customers to buy a product or service.
- Customer care: Provide after-sales customer service and assist customers in solving problems.
Project management process
To ensure the project is carried out systematically and completed according to the set goals, budget and schedule, businesses can follow the following basic project management process:
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- Establish project plan: Determine project goals, budget, deadline and scope.
- Project resources: Manage resources involved in the project.
- Monitor activities and control: Monitor project implementation progress and make adjustments when necessary.
- Project completion: Evaluate project effectiveness after completion and draw lessons for the future.
Steps to improve the company’s business processes
To make your business’s business processes more efficient, you can improve them with the following steps:
1. Activity analysis
You must identify the activities that need to be performed to increase customer satisfaction with the product or service. These activities include: Marketing, ordering and sales, operations, shipping, customer care… Here are a few tips you can apply when improving business processes:
- You will have a more complete and rich answer to this analysis process, giving members more confidence in your final conclusions.
- List the activities that contribute to adding value to the company, then organize them into a simple process flow chart. This will help you show the value chain more clearly.
2. Analyze the value created for customers
Make a list of the elements that create customer value, and then write these next to the activities you have identified in the business process. Next, write down what needs to be done or changed to bring greater value to these factors.
Conclude
To achieve business success, implementation and compliance with business processes are very important. Businesses need to encourage the implementation of established business processes, while ensuring that employees adhere to these processes. Continuous improvement and process compliance help businesses maintain and improve operational performance, enhance product/service quality, and achieve customer satisfaction. This is key to achieving business success and building a sustainable business over the long term.
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