Have you found yourself suddenly saddled with management duties? When you are a manager, not only are you responsible for your own tasks, but you are also on the line for the tasks of those you manage. Like everything else, management is a skill that has to be learned.
This can be an overwhelming task, especially when you are trying to balance your work and personal life or even several projects. You need to keep getting things done and move your projects forward.
3. Overview
By using SmartDraw VP to communicate visually,
management woes begin to disappear.
This presentation will cover the effective use of mind
maps, flow charts, team charts, org charts, process
maps, project charts and more!
Continue reading to find out how!
6. How to Create a Mind Map
Step 1: Start with a Few Initial “Big Topics.”
7. How to Create a Mind Map
Step 2: Refine Each “Big Topic” with Subtopics.
8. How to Create a Mind Map
Step 3: Refine, Add Subtopics,
Then Repeat
A bullet list with this much content
becomes less and less legible.
Mind maps are still manageable.
12. Org Charts
Teams work more effectively when the roles and
responsibilities of each member are clearly
understood. This is where organization
charts and team charts can really help.
13. How Org Charts Are Used
Top-Down Organization
Think of your organization as a collection of positions, not a collection
of people. This approach leads to a much more logical organization
than starting with people.
14. Creating a Top Down Org Chart
Top-down organization and
accompanying job descriptions
are invaluable tools for
assigning accountability in
your organization.
15. How to Create an Org Chart
Step 1: Begin with the top-level position
– Add the box for the top-level position and type
the title and name into it.
16. How to Create an Org Chart
Step 2: Add the positions that report to the
top-level position.
17. How to Create an Org Chart
Step 3: Repeat for each position.
– Add boxes for each of the positions that report
to the second-level positions and so on.
20. How to create a process map
Step 1: Start with the event that initiates the
business operation.
– In our example, the initiating event is the
receipt of an order. It is conventional to show
the starting and ending point of a process with
the terminator shape (a box with rounded
ends).
21. How to create a process map
Step 2: Think of the first thing you do in
response to this event.
– This is often asking a question. Questions are
represented by a split path, with one leading
to a "Yes" answer box, and another to a “No.”
22. How to create a process map
Step 3: Add the responses to your question.
– Sometimes this is another question. If it is an
answer and terminates the path, show it with
a terminator shape.
23. How to create a process map
Step 4: Repeat this until you cover all the
steps in your process.
26. Visual Grammar in Flowcharts
SmartDraw's Visual Grammar makes enterprise-wide visual
communication fast and effective.
For an overview of Visual Grammar, read the white
paper, or watch our video for a complete description.
30. Scope out your project with a mind map
Step 1: Identify each of the high-level tasks
in the project.
31. Scope out your project with a mind map
Step 2: Break the complex tasks into simpler
tasks.
Once you have identified all the tasks in your project,
the next step is to apply timeframes and task
dependencies with a project chart.
35. How to Use Your Project Chart to
Manage Your Work
A project chart should be a "living document" that is regularly
updated and referred to by everyone working on the project.
37. Team Charts…
Sometimes projects break the typical roles to
combine the skills of employees from different
branches in the company.
At SmartDraw,
– We often use team charts to help us understand
what responsibilities we have in order to complete
a project.
– Teams work more effectively when the roles and
responsibilities of each member are clearly
understood
39. Mixed Branch Team Example
The person with overall responsibility is in the center. Teams working
on a specific project are often drawn from many different
branches of the top-down organization; this is unimportant.
40. How to make a Team Chart
Step 1: Add a box for the team leader
– Place the box for the team leader at the
center of the page and type in the title and
name of the person.
41. How to make a Team Chart
Step 2: Add a box for each team member
42. How to make a Team Chart
Step 3: Add responsibilities for each team member
– Add a box for each responsibility to each team member.
43. For More Information
This presentation was based on the
following series of blog posts:
Use Mind Maps
Use Process Maps
Use Org Charts
Use Project Charts
Use Team Charts
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