Management Flow Chart

Written by Mary Cooksey, former Director of 2-1-1 Texas A Call for Help and current Inform USA Accreditation Reviewer

When I was the director of 2-1-1 Texas A Call for Help, I often felt overwhelmed by the numerous high-priority tasks and the pressure to address them all simultaneously.  To maintain focus and avoid burnout, my team and I developed the Management Flow Chart.  This tool helped me prioritize effectively, navigate through distractions, and realign with key objectives whenever I felt lost or overwhelmed by the influx of incoming demands.  

Designed and refined over several years, the Management Flow Chart aligns the Sections of the Inform USA Standards to regular operations. Tasks were initially divided according to the relevant Accreditation Section, and then further subdivided into work that could be realistically completed within a month.  Only essential tasks were included in the final annual chart.

The Management Flow Chart also defined the staff lead for each area.  Span of control theory was crucial to the development of the chart.  Having those leads in place even further enhanced my comfort with the usability of the tool for my eventual replacement.  By clearly defining roles and responsibilities, a Management Flow Chart can help to eliminate confusion and ambiguity, ensuring that everyone understands what is expected of them broken down into month-sized chunks.  The greatest benefit of the Management Flow Chart was that it allowed us to systematically work through the annual review of all policies and procedures. 

I know that my sample chart is intricate and full of potentially confusing abbreviations.  However, I encourage you to focus on the labels beneath the Section names.  With those titles alone, I believe you can begin to see what those are called within your own organization and can start creating your own flow chart.  

Our first version of the flow chart was created after accomplishing accreditation for the first time. We aimed to consistently maintain all operations within the Accreditation Standards.  With the Management Flow Chart, we were more reasonably up-to-date with all key tasks and duties for grant reviews or funder monitoring visits.

By the end of each year, the flow chart is covered in handwritten notes and marks reflecting the need to adjust but not lose tasks.  This annotated document then served as the foundation for the next year's flow chart, incorporating real-world changes and ensuring the chart remained a practical and relevant tool.

A well-designed Management Flow Chart can also serve as a valuable resource for onboarding new team members, providing them with a clear overview of the team's structure and processes. Additionally, it can be used for performance management, allowing managers to track progress and identify areas for improvement.  Overall, a Management Flow Chart can be a powerful tool for promoting transparency, accountability, and efficiency within a team, ultimately leading to improved performance and better outcomes.