How to Create a Workflow Diagram for your School District

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A building is only as strong as its foundation. Similarly, a school is only as strong as the processes used to keep things running smoothly in its district. Just like buildings need blueprints, school districts need  a workflow diagram for every process to maximize its effectiveness and efficiency. 

What is a workflow diagram?

A workflow diagram, or workflow chart, is a step by step visual representation of a specific process. Think of it as a map that describes exactly how a process is carried out, from start to finish. It also includes all of the details that happen in between. 

Benefits of Using a Workflow Diagram

We have partnered with many school districts around the country. While no two are the same, one thing they all have in common is that they have a lot of processes, many of which run simultaneously. In the last couple of years, we have seen more and more districts improve these processes by leveraging this important business tool. 

Now, we know it may seem daunting to create workflow diagrams for each of these processes, but there are some notable benefits that we’d like to highlight below. 

Visual Clarity

In the absence of a workflow chart to map out your district’s processes, it can be easy for school administrators and teachers to get confused.  Imagine driving to a new place without your handy GPS. Just the thought is stressing us out right now! Building a workflow chart effectively maps out where each process starts and the steps that should be taken to achieve a successful completion. This will give school community members a better line of sight and, ultimately, reduce stress. Who doesn’t need that? 

Improve Communication

Worse than not knowing where you’re going is not knowing who to ask for directions. The majority of school processes involve different levels of approval across departments and various levels of administration. 

Using a workflow diagram, you can map  out the steps in your district processes, and identify which stakeholders need to be involved in which parts. This will make it much easier for teachers and administrators to know exactly who to connect with and when to reach out to them. 

Identify Inefficiencies

The greatest benefit of creating a workflow diagram is the ability to identify inefficiencies. Even though education is an ever-evolving field, many schools still use the same processes that have been in place for decades. 

Creating a visual map makes it easy to identify bottlenecks in your processes that you may not have even realized were there – like needing multiple people in the same department to sign off on a process. 

Identifying unnecessary steps can eliminate confusion, save a lot of time, and ultimately improve workflows for some of the most important members of a school community – its teachers. 

How to Create a Workflow Diagram

Creating a workflow diagram is simple – just identify and document each step within a process. If you need further guidance, that’s what we’re here for! Follow the steps below to map out your workflows in minutes: 

  1. Choose a process to start with
  2. Identify the start point
  3. Follow the process step by step as it moves through people and offices, making a clear indication of each “stop” along the way.
  4. Include specific instructions about what to do in the event of a bottleneck in step three. 
  5. Identify the endpoint and any action that takes place when the process is complete. (For example, the records secretary is notified when a teacher has entered and saved grades). 

Workflow diagram software

It’s tempting to want to map your district processes out on paper. After all, what better and faster way is there to create a visual? Given that there are so many processes to map out, however, doing so on paper can be a bit tedious. 

Using an application such as Microsoft Word or Google Docs can expedite the process a bit, as these include software to help you build flowcharts. Creating digital workflow diagrams will also save you time and allow you to electronically store and distribute your charts to your team instantly. 

If you’re ready to take your workflow diagrams to the next level, though, LINQ can help you get there. 

Our comprehensive solution not only allows you to create detailed workflows for all of your processes, it also gives you the ability to fill these processes with unlimited free electronic forms and e-signatures. As if that weren’t enough, our technology also provides powerful analytics that allow you to monitor your processes so that you can continuously improve.

Want to learn more about improving your school’s processes? Schedule a demo of LINQ today.

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