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How to Get Things Done and Go Home
                Early
Management Woes




If this sounds familiar, keep reading…
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!
Mind Maps
Why Use Mind Maps?
How to Create a Mind Map
Step 1: Start with a Few Initial “Big Topics.”
How to Create a Mind Map
Step 2: Refine Each “Big Topic” with Subtopics.
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.
What to look for in Mind Mapping Software
Evaluating Your Mind Mapping
      Software Criteria
Org Charts
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.
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.
Creating a Top Down Org Chart
Top-down organization and
accompanying job descriptions
are invaluable tools for
assigning accountability in
your organization.
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.
How to Create an Org Chart
Step 2: Add the positions that report to the
  top-level position.
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.
Process Maps
Process Maps
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).
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.”
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.
How to create a process map
Step 4: Repeat this until you cover all the
  steps in your process.
Using process maps
Downfalls of Regular Flowchart
           Software
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.
Flowcharting software should…
Project Charts
Project Charts?




          Source: http://www.ganttchart.com/histor50.png
Scope out your project with a mind map
 Step 1: Identify each of the high-level tasks
   in the project.
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.
How to Create a Project Chart
How to Create a Project Chart
How to Create a Project Chart
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.
Team Charts
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
Mixed Branch Team Example
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.
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.
How to make a Team Chart
Step 2: Add a box for each team member
How to make a Team Chart
Step 3: Add responsibilities for each team member
  – Add a box for each responsibility to each team member.
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




Ready to get started?                Connect with us:
  Download a free trial!

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How To Get Things Done and Go Home Early

  • 1. How to Get Things Done and Go Home Early
  • 2. Management Woes If this sounds familiar, keep reading…
  • 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!
  • 5. Why Use Mind Maps?
  • 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.
  • 9. What to look for in Mind Mapping Software
  • 10. Evaluating Your Mind Mapping Software Criteria
  • 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.
  • 25. Downfalls of Regular Flowchart Software
  • 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.
  • 29. Project Charts? Source: http://www.ganttchart.com/histor50.png
  • 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.
  • 32. How to Create a Project Chart
  • 33. How to Create a Project Chart
  • 34. How to Create 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
  • 38. Mixed Branch Team Example
  • 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 Ready to get started? Connect with us: Download a free trial!