How to Easily Create a SIPOC Diagram in 6 Steps
- CEO at DeckLinks, Speaker, Podcast Host
- Published on October 12, 2022
- Updated on August 29, 2024
Table of Contents
Have you ever felt lost trying to understand a complex business process? As if you were staring at a tangled ball of yarn with no end in sight? Few things are more frustrating than knowing a process is broken but not being able to visualize how all the pieces fit together. SIPOC diagrams are the ultimate untangling tools that can take even the most convoluted process and map it out in an easy-to-follow flowchart. In this article, you’ll learn a simple 6-step approach to easily create a SIPOC diagram for any process.
KEY TAKEAWAYS
- SIPOC stands for Suppliers, Inputs, Process, Outputs, Customers. It is a high-level process mapping tool used in Six Sigma and other process improvement models.
- The goal of a SIPOC diagram is to provide a visual overview of a process, identifying key elements like suppliers, inputs, outputs, and customers. It is not meant to provide highly detailed steps.
- SIPOC diagrams are commonly used in the Define phase of Six Sigma’s DMAIC methodology to help teams gain alignment and define the scope of a process improvement project.
- Key benefits of SIPOC diagrams include identifying improvement opportunities, onboarding new team members, defining common terminology, setting project scope, and supporting root cause analysis.
- To create a SIPOC diagram, start by defining the process steps, then identify outputs, customers, inputs, and suppliers. An alternative is using the COPIS approach starting with the customer.
- When creating a SIPOC, avoid too much detail, use stickies and whiteboards, group similar items, and narrow scope as needed. Identify both internal and external suppliers/customers.
- SIPOC analysis involves untangling knots, trying experiments, tracking data procedures, and clear communication with stakeholders when making changes.
- SIPOC diagrams have limitations – they simplify processes, may miss root causes, rely on creators’ input, and make experimentation difficult. Use other tools too.
- SIPOC diagrams are used across many industries including manufacturing, healthcare, finance, and government to improve business processes.
- Video narration of SIPOC diagrams helps communicate with stakeholders. Tools like DeckLinks enable easy video narration and tracking viewer engagement.
What is a SIPOC Diagram and what is it used for?
SIPOC diagram definition
SIPOC diagram is a visual high-level process map used to define key elements of a business process and terminology to help teams better understand the process. SIPOC comes in a table format with five columns: Suppliers Inputs Process Outputs Customers. In the Six Sigma model, SIPOC is used in the Define phase of DMAIC.
A SIPOC diagram is a type of process mapping. Process mapping refers to the act of outlining a project’s goals and the specific steps required to achieve those objectives.
DMAIC stands for Define Measure Analyze Improve Control. DMAIC is the data-driven model of the Lean Six Sigma model. The ultimate goal of DMAIC is business process improvement and optimization. SIPOC diagram as a part of DMAIC also has a supporting role in lean manufacturing and business process improvement programs.
SIPOC Diagram Myths
I know what you’ve been saying about those SIPOC diagrams. That they’re too complicated, too basic, or just a colossal waste of time. Well let me bust some of those ridiculous myths:
- SIPOC diagrams are only for Six Sigma project management. Wrong! These little beauties can enhance any business process improvement programs. Whether you’re mapping out how to make a business success or just trying to ensure smoother operations, a SIPOC diagram will get all the relevant stakeholders on the same page.
- They’re too complicated for continuous process improvement. Complicated? SIPOC diagrams are about as straightforward as it gets! With their simple flowchart format showing the suppliers inputs process outputs, even a caveman could use one to document their rock-smashing business processes!
- You need special SIPOC diagram software. Software, schmoftware. A SIPOC diagram template is just a table format with five columns. You can scratch that out on the back of a shopping receipt if you want. No need for fancy SIPOC tool or other tools.
- They take forever to create. Forever? Not really, if you have all the crucial information. Just gather the key players, identify the suppliers of the inputs, inputs to the process, process outputs, and customers. Bam! You’ve got a high level process map.
- They’re useless once the project is done. Sure, a SIPOC diagram is a great starting point for any process improvement project. But it also serves as a common language for discussing issues later. When Jacob from accounting doesn’t convert inputs right, you can refer to the diagram to explain where he’s screwing up.
- They’re only for manufacturing and business mapping model. Get with the times! SIPOC diagrams work for any business context: making whoopie pies or walking dogs. Wherever there are inputs required and process outputs, a SIPOC diagram can provide benefits.
- You need dedicated training to understand them. Training? Please. A SIPOC diagram is so basic, even the new team members fresh out of middle school can grasp the concept after a 5-minute explanation. It’s just the simple flowchart of the entire process.
- They don’t really solve problems. Sure, a SIPOC diagram isn’t going to solve problems all by itself. But it provides a crucial first step by correctly identifying all the relevant elements that could be causing issues. Without that high level process view, you’re just stabbing in the dark!
- They’re too basic for complex business processes. Too basic? Are you kidding me? A SIPOC diagram can map out processes more convoluted than a jigsaw puzzle. It breaks everything down into the core supplies inputs, processes, outputs, and customers. No process is too big or complicated for a SIPOC diagram.
How to fill out the five columns of a SIPOC diagram
A SIPOC diagram is usually used in a Lean Six Sigma process improvement project and other process improvement models.
Here’s how to fill out the five columns of a SIPOC diagram:
| Column | What to include in the column |
|---|---|
| (S) Suppliers | Who supplies the resources (Inputs). |
| (I) Inputs | What resources (Inputs) are provided by the suppliers. |
| (P) Process | What steps need to happen to turn resources (Inputs) into products or services (Process Outputs) for the customers. |
| (O) Outputs | What products or services (Process Outputs) are created by the Process. |
| (C) Customers | Who are the recipients of the products or services (Process Outputs). |
How is SIPOC used in a Lean Six Sigma project
Lean Six Sigma project management is a methodology that focuses on continuous process improvement and strives to optimize business processes by relying on data and measuring success through qualitative methods. It was invented by Bill Smith and Mikel Harry in 1986 at Motorola. The Lean Six Sigma model seeks to improve quality by removing the root cause of defects by identifying process variation in company procedures.
When taking on a Lean Six Sigma project to identify inefficiencies in your current processes, teams should always start with creating a high-level SIPOC diagram first before creating a more detailed Process Map.
In this guide, you will learn how to create a SIPOC diagram – a high-level process map. SIPOC process map will give you a high-level overview of your current processes, define a common language, identify operation’s suppliers, show process improvement opportunities, and help your team identify the outputs of the process (you may identify some non-obvious process outputs) and its key steps. Visual representations of Suppliers Inputs Process Outputs Customers will give the new team members a better understanding of all the important steps of the entire process and help identify the root causes of wasteful activities.
By getting all individuals involved on the same page, SIPOC diagram process mapping will ensure smoother operations and help your company reduce process variation which can lead to improved process outputs that meet customer requirements and better customer satisfaction.
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What is the difference between SIPOC diagram and business Process Map?
SIPOC vs Process map
SIPOC diagram and Process Map serve different functions. The SIPOC diagram provides a high-level process visualization. The more detailed business Process Map ensures that all team members have access to all the necessary information and understand all the key steps to complete the process successfully.
A SIPOC diagram is incredibly helpful during the Define phase of the Lean Six Sigma model because it gives you and your team members a birds-eye view of the entire business process. The SIPOC diagram helps answer crucial questions about how to best run the process, what should be included in the scope, what has to be measured, and who the key players are. Although the SIPOC diagram is incredibly helpful in the Define stage of the Lean Six Sigma project management method, it becomes lacking in detailed steps once you reach the Measure phase.
At the Measure phase, a more detailed Process Map provides the detailed steps and helps team members better understand the business processes in the SIPOC diagram.
What is the difference between a SIPOC diagram and a COPIS diagram?
SIPOC vs COPIS
Simply put, COPIS diagram (Customers Outputs Processes Inputs Suppliers) is a SIPOC diagram in reverse. COPIS focuses on customer requirements. Its main objective is to identify process outputs essential to the customers while avoiding any assumptions. The processes are then defined around the desired process outputs.
We highly recommend teams use the COPIS diagram process mapping for newer projects and business processes instead of the SIPOC diagram. The SIPOC diagram is better suited for existing processes since it is used to improve the processes that are already in place.
What are the elements of a SIPOC diagram?
A SIPOC diagram template is very simple and consists of five columns or elements: Suppliers Inputs Process Outputs Customers.
1. Suppliers Inputs Process Outputs Customers.
When creating a SIPOC diagram, the Suppliers column is used to identify operation’s Suppliers that provide the necessary resources for the process Inputs. This may include external suppliers who provide materials or services, as well as internal departments or individuals responsible for delivering certain resources.
When you create a SIPOC diagram, it’s important to correctly identify suppliers (external and internal) to ensure that all the Inputs are being consistently and efficiently acquired. By including operation’s suppliers in the SIPOC diagram, any issues or disruptions with supplier delivery can be quickly identified and addressed.
2. Suppliers Inputs Process Outputs Customers.
The Inputs column lists all the inputs required for the processes listed in the Process column. These inputs can include raw materials and resources, equipment, information, data, and services.
It is important to identify all the inputs to fully understand and improve a business process. By listing these inputs in the diagram, businesses can identify potential bottlenecks or areas in need of improvement. For example, if a certain input is consistently running low or causing delays, the organization may need to consider finding alternative sources or increasing its supply of that input.
3. Suppliers Inputs Process Outputs Customers.
The Process column is a crucial part of the diagram when conducting a SIPOC model analysis. This column lists all of the major processes that exist within the overall business process being mapped allowing for a comprehensive analysis. It is important to not to provide too much detail and not put too much emphasis on detailed steps.
When filling out the Processes column in a SIPOC diagram, it is important to be both thorough and precise in identifying all major processes. Each process listed in this high-level process map should also have a clear owner or responsible party. By identifying these processes and their owners, team members can quickly see where improvements may be needed and effectively plan for future changes.
4. Suppliers Inputs Process Outputs Customers.
The process Outputs column in a SIPOC diagram identifies the deliverables that are produced by a business process and ultimately sent to customers. These process outputs can include both tangible products, such as completed documents or manufactured items, as well as intangible services, such as consultation or assistance.
While defining the process outputs of a business process, it is important to consider both internal and external customers. Internal customers may include other departments within the same organization, while external customers may include individuals or businesses outside of the organization and have different customer requirements.
Identifying and clearly defining process outputs can improve overall business process efficiency and better customer satisfaction. It is also important to note any necessary output specifications and customer requirements, such as required dimensions or quality levels, to ensure that the end product meets customer expectations.
5. Suppliers Inputs Process Outputs Customers.
The Customer column lists customers who will receive the business process Outputs listed in the diagram. These can be internal customers, such as other departments within the company, or external customers, who may be individuals or organizations outside of the company.
It is important to note that multiple customers may be listed in this column, as different process Outputs may have different recipients. Additionally, some process Outputs may not have a specific customer. For example, an Output may be measured for compliance purposes rather than being delivered to a customer.
Understanding who receives the process Outputs helps to ensure that they meet customer requirements and expectations. Additionally, by regularly consulting with these customers and gathering feedback, a company can go through continuous process improvement and provide better products and services to its customers. As such, the Customer column in a SIPOC diagram is crucial for maintaining customer satisfaction and driving continuous process improvement.
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What are the key benefits of using a SIPOC diagram in a Lean Six Sigma project?
So why are SIPOC diagrams important? There are 8 key benefits of using a SIPOC diagram:
1. The SIPOC process mapping can help a team identify improvement opportunities in a business process.
By pinpointing improvement opportunities and analyzing current business processes, SIPOC process mapping can help your team members optimize efficiency and increase overall business success. This includes identifying where there may be too many or too few operation’s suppliers, inputs that are redundant or missing altogether, steps in the business process that are ineffective or unnecessary, process outputs that do not align with customer requirements, and pain points in the customer experience. When used correctly, SIPOC diagrams can lead to increased efficiency and customer satisfaction.
2. The SIPOC diagrams help onboard and train new team members unfamiliar with the business processes.
When it comes to completing a Lean Six Sigma project, understanding the business process is key to streamlining business operations. However, it can be very overwhelming for those people who are new to the project or have been absent for a long period of time. That’s where a SIPOC diagram comes in.
The SIPOC diagram is a visual process mapping technique that can offer a high-level overview of the process improvement project. By visually mapping out the Suppliers Inputs Process Outputs Customers involved, SIPOC model provides a training framework for those unfamiliar with the project. This allows anyone involved with the project to quickly gain an understanding of their role in the overall business process and work towards set goals more efficiently and effectively.
The SIPOC diagram can also be used as a knowledge refresher for people whose knowledge of the process got outdated or become irrelevant due to significant changes to the business procedures.
3. The SIPOC process mapping helps teams clearly define a common language during the definition phase of a Six Sigma project.
Have you ever been in a meeting where everyone seems to be speaking a different language? This can happen when team members haven’t put effort into establishing a common understanding of the business processes and defining a common language.
SIPOC process mapping enables teams to clearly define the key objective and all of the key steps and relevant stakeholders involved in the process during the definition phase of a Six Sigma project. This allows teams to ensure that all key players are on the same page and using the same common language. The SIPOC diagram also helps to expose potential gaps or issues within the process, allowing for efficient resolution before moving forward. Clearly-defined common language can lead to greater collaboration and understanding among team members.
4. The SIPOC diagram clearly defines the scope of work and key objective of a Six Sigma project.
The SIPOC diagram is a valuable visual tool for any team or company looking to define the scope of work for a process improvement project. The diagram identifies who the operation’s suppliers are and what inputs they provide. Process visualization helps to establish necessary resources, identify potential obstacles, and help with problem-solving initiatives. The SIPOC diagram also outlines the processes that will be carried out to achieve desired process outputs. Finally, it highlights who the customers are and what their expectations might be.
By clearly outlining these components in a visual high-level process map, the SIPOC diagram serves as a concise yet comprehensive guide in a lean Six Sigma project for determining the purpose and limits of a business process. It becomes a crucial tool for setting a key objective and goals, delegating tasks, and measuring business success.
5. The SIPOC process mapping can help identify the key elements and key steps that can be measured.
SIPOC process mapping can help identify which elements of the business process need to be measured to guide business process improvement programs. By mapping out key steps, crucial elements, and key players of a project, the SIPOC diagram can make it easier to identify and define those elements. This can help teams identify the actions that can be taken to improve efficiency, ensure smoother operations and quality control. For example, analyzing the inputs and outputs can help determine potential problem areas where measurements may need to be taken. Similarly, examining the customer aspect can highlight necessary metrics for determining satisfaction and success.
6. The SIPOC diagram increases transparency within an organization.
Not only does the SIPOC diagram can break down complex processes, but it also increases transparency within an organization. Identifying key elements of the project and mapping them out, encourages the organization to analyze the overall process and assess potential areas for improvement. It also helps to ensure clarity and communication among departments, as everyone can easily see the roles they play in the larger process.
Using a SIPOC diagram shows a commitment to operational excellence and can ultimately lead to increased efficiency and better customer satisfaction. Additionally, by providing a clear framework for addressing flaws or issues within a business process, it promotes accountability and strengthens the organization’s overall performance.
7. The SIPOC helps create a better business Process Map.
The SIPOC helps a team identify all the key components and stakeholders involved in a business process. By creating a high-level process map, team members will have a better understanding of the project. Using that knowledge, they can create a more detailed Process Map. The SIPOC diagram is also the foundation for the Lean Six Sigma project management model and DMAIC strategy. DMAIC requires a deep understanding of all the players involved, which is exactly what the SIPOC diagram provides.
8. SIPOC diagrams can be effectively used in Kaizen business process improvement programs.
A Kaizen event is a short, focused period of improvement within an organization. Typically these business process improvement programs last anywhere from one day to one week. A Kaizen event brings together a group of employees and relevant stakeholders to identify and solve problems or improve a particular business process. These problem solving initiatives often involve brainstorming and team-building exercises, setting project goals, and implementing possible solutions. SIPOC diagrams can be used at Kaizen events as problem solving guides to offer a structured way for organizations to assess and improve their processes.
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What are the disadvantages of a SIPOC diagram?
While SIPOC diagrams have their advantages in providing business process visualization. However, these diagrams can easily overlook crucial details. As with any tool, it is important to consider both the benefits and disadvantages before relying exclusively on SIPOC diagrams for business process improvement and problem solving initiatives.
There are 3 main disadvantages of a SIPOC diagram:
1. SIPOC diagrams present a simplified view of the project and the business processes involved.
When it comes to business process analysis, many teams turn to SIPOC diagrams as a way of breaking down the steps involved. However, it’s important to keep in mind that these diagrams are intended to be a broad overview and may not include specific tasks within each step. This can lead to gaps in understanding and potential errors during implementation.
SIPOC diagrams can be useful for quickly identifying key players and processes, but when it comes to making continuous process improvement or changes within a business process, a more detailed analysis may be necessary. Using a Process Map alongside a SIPOC diagram can provide a deeper understanding of the exact tasks and actions taking place within all key steps.
2. When used on their own, SIPOC diagrams can hinder the identification of root causes for issues within the business process.
When it comes to continuous process improvement, identifying the root cause of an issue is crucial to come up with effective solutions. SIPOC diagrams often fail to fully represent all of the variables at play. For instance, individual employees and their specific tasks may not be represented accurately by a SIPOC diagram.
In addition, keep in mind that SIPOC is a high-level process map and do not necessarily capture all interactions between different processes or departments within an organization. As a result, issues that are caused by these complexities may be overlooked during root cause analysis. It’s important to keep these limitations in mind when using SIPOC diagrams for problem-solving and use them in conjunction with other tools to get a more comprehensive understanding of the situation
3. The accuracy of a SIPOC diagram is contingent on the people who created it.
As with any project or task, having the right people involved is crucial for business success. Without the key players and relevant stakeholders present during SIPOC process mapping, important relevant information and key steps may be overlooked and gaps may appear. This can lead to missed improvement opportunities or unexpected challenges during process implementation.
That being said, involving relevant stakeholders and key players from the start can greatly improve the accuracy of your SIPOC diagram. So while this tool can certainly be helpful, it’s important to remember that people are at the heart of any successful process improvement project. By bringing together key players and relevant stakeholders to utilize their insights and expertise, your team can ensure that no crucial details are left out.
Which industries use SIPOC diagrams
A SIPOC diagram is commonly used in industries such as manufacturing, healthcare, finance, and government organizations as a part of a Lean Six Sigma project. In manufacturing, for example, SIPOC helps a team identify potential places of waste or inefficiency in the production process. In healthcare settings, this diagram can help to improve patient outcomes by identifying areas for improvement within a specific treatment process.
In fact, any industry that utilizes a series of procedures or processes can benefit from creating a SIPOC diagram. Additionally, companies in any industry can benefit from utilizing this tool as it helps to clarify roles and responsibilities within a particular business process or project. By identifying key players and outlining the steps in a process, organizations can streamline operations and improve overall efficiency.
In short, SIPOC diagrams can be valuable tools for any industry seeking to optimize its processes and meet customer requirements.
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How to create a SIPOC diagram in 6 easy steps a Lean Six Sigma project
When it comes to creating a SIPOC diagram for a Lean Six Sigma project, teamwork is key. By bringing together key players and team members, and relevant stakeholders, a well-rounded understanding of the business process can be gleaned and all necessary elements can be accurately captured.
Which column of the SIPOC diagram to fill out first?
While various approaches can be taken in constructing a SIPOC diagram for a Lean Six Sigma project, for an existing process, the process mapping starts with the Process column; once done, work toward Customers and then operation’s Suppliers. It tends to be the most effective method. POCIS workflow allows for a clear focus on the key steps of the business process and its key objective before adding in external inputs and factors and identifying the operation’s suppliers.
First, identify all processes within the system under examination. Next, list the process outputs produced by each of the entire process. Following that, define the customers for each output – external and internal. Afterward, determine the inputs needed for each process to function properly and finally, outline the operation’s suppliers who provide those inputs. Adhering to this step-by-step approach helps ensure that no important information is overlooked, resulting in a more accurate SIPOC diagram.
For a completely new process, it is recommended to start with Customers and follow the COPIS path – Customers Outputs Process Inputs Suppliers. This will allow you to structure the business process around the desired process Outputs, customer requirements, and customer data which generally leads to better customer satisfaction.
Follow this table to create a SIPOC diagram in 6 easy steps:
| Step | Column | How to fill the column and complete the step |
|---|---|---|
| 1. | Process | Define the process and break it down into individual steps. Try combining smaller steps into batches if the process has many different steps. The SIPOC diagram is not intended to give too much detail and a thorough picture of all intricacies of the process. When filling out the Process column, it's crucial to define start and finish processes first to ensure that the SIPOC model has a clear scope. Process column examples: Check-in a passenger at the hotel. Run a data query to generate a report. Meet with a new client. Perform car repairs. |
| 2. | Outputs | The Outputs column in a SIPOC diagram shows the Process Outputs that are delivered to internal or external consumers. Process Outputs can be products, services, documents, or information. Outputs column examples: Hotel check-in record. Product delivery report. New client account. Service contract. |
| 3. | Customers | The Customer column defines the internal or external recipients that receive the process Outputs. In other words, the customers could be the company clients or your team members. Customers column examples: Hotel guest. Manager who receives a product delivery report. Customer that receives access to a SaaS platform. Customer who receives a repaired car. |
| 4. | Inputs | The Inputs column outlines the key inputs required by the processes defined in the Process column. The SIPOC diagram is a high-level process map so it is highly recommended to group similar items together to keep the diagram nice and tidy. Just like the Outputs, the Inputs could be products, services, documents, or information. Inputs column examples: Guest information for checking in at the hotel. Data to generate a report. New client account information. Car that requires repairs. |
| 5. | Suppliers | The Supplier column defines the providers of the Inputs needed for the business Process. Operation's Suppliers could be internal or external. After completing this step, you will understand how many suppliers are involved in the Process and if there is a more efficient and effective way to manage these Suppliers. Supplier column examples: Hotel front desk clerk. Inventory management software. Sales representative. Car dealership. |
| 6. | Share | To share SIPOC diagrams we recommend using DeckLinks. It enables teams to video-narrate PDF documents like SIPOC diagrams making the diagrams more engaging and easier to follow. SIPOC diagrams can then be shared in a single trackable link allowing you to gauge the engagement of each individual recipient. Any changes you make to your SIPOC diagram after sharing it with the parties involved will be reflected on their end automatically. This will ensure that everyone is on the same page and has access to the most up-to-date SIPOC diagram. |
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Identify the most engaged viewers and understand how they interact with your PDF presentations and documents. Learn more.
Investing the time to build a comprehensive SIPOC diagram at the beginning of a process improvement project can save time and resources in the long run, leading to increased efficiency and better customer satisfaction.
Download SIPOC template in PDF, Excel, Apple Numbers
You can use these templates in a Lean Six Sigma project as a visual tool to help build process improvement models.
Use the SIPOC diagram template to build process improvement models for an established business process to identify improvement opportunities and reduce process variation.
The COPIS diagram template should be used for a new process. COPIS technique starts with customer requirements first. The business process is then defined around the outputs and customers.
Here are some SIPOC diagram templates that will help you and your team members create a high-level process map:
SIPOC template - PDF
This SIPOC diagram template is a PDF form that you can fill out on your computer or Mac and then print. Alternatively, you can print out this SIPOC template and fill it by hand.
Download SIPOC template in PDF format.
SIPOC template - Excel
Fill out this SIPOC diagram template in Excel on your computer or Mac and then print it OR you can print out this SIPOC template and fill it out by hand.
Download SIPOC template in PDF format.
SIPOC template - Apple Numbers
You can either fill out this SIPOC diagram template on a Mac in Apple Numbers and then print it, or you can simply print out the SIPOC template and fill it in by hand.
Download SIPOC template in Excel format.
COPIS template - PDF
You can fill out this COPIS diagram template on your computer. Alternatively, you can print out this COPIS template and fill it in by hand.
Download COPIS template in PDF format.
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How to create a SIPOC diagram with your team for a Lean Six Sigma project
Creating a SIPOC diagram with your team members for a Lean Six Sigma project may only take about an hour. A SIPOC model allows all team members to quickly focus on the essentials and move forward with a solid understanding of their business process.
Tip 1: Invite all relevant stakeholders.
When creating a SIPOC diagram, it’s important for the project manager to pick participants that understand the business process at a high-level. This means selecting individuals who are directly involved in the process and hold management or supervisory positions. However, keep in mind that having too many team members can lead to confusion and overly complicated SIPOC diagrams. It’s also helpful for the project manager to choose team members who know the entire business process; rather than just one specific aspect. By selecting a small, specialized team, the project manager will be able to create a clear and easy-to-follow SIPOC diagram that accurately represents the process.
Tip 2: Share relevant information before the meeting.
Before the meeting, the project manager needs to share any relevant information and customer requirements alongside this guide with all participants. It’s incredibly important to share the crucial information beforehand to ensure that everyone is on the same page during the meeting. This not only saves time during the meeting but also ensures that all participants have an understanding of the task at hand and know how to create a SIPOC diagram, making our discussion efficient and productive. It’s just one small step in the process of successful teamwork.
Tip 3: Show a finished SIPOC diagram example.
Before diving into a meeting, it can be helpful to provide visual representations of the end goal. One effective way to do this is by displaying a completed SIPOC diagram. By showing a completed SIPOC diagram you can easily set expectations and convey the picture of the desired outcome to all participants. This will also help you to keep the team members focused and on track throughout the entire meeting.
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6 tips on creating SIPOC diagrams for a Lean Six Sigma project
Follow these tips to create SIPOC diagrams:
Tip 1: Avoid going into too much detail.
It’s important not to get carried away with going into too much detail. The SIPOC diagram is a high-level process map that provides a broad overview, not a comprehensive analysis. Including too much information can make the diagram confusing and overly cluttered. It’s better to focus on the most essential elements. As always, clarity should be a top priority when creating any type of visual diagram.
Tip 2. Use groupings.
When creating a SIPOC diagram, it is important to group similar items together to effectively organize and analyze the information. This allows for easier identification of potential issues and improvement opportunities within a particular business process or system. Grouping items not only streamlines process mapping but also helps to ensure that all necessary information is included in the SIPOC diagram.
Tip 3: Use sticky notes.
Creating A SIPOC diagram for complex processes can be a challenging task. One way to make the process easier is to use sticky notes. Sticky notes can be easily organized into categories on a whiteboard or large sheet of paper. This allows for easy re-arrangement and changes as new information is added to the diagram. Utilizing sticky notes can also help to keep all team members organized and focused when creating SIPOC diagrams.
Tip 4. Narrow the focus.
In a SIPOC diagram, the goal is to identify all of the relevant Suppliers Inputs Process Outputs Customers for a specific project or business process. However, sometimes it can be difficult to consolidate similar items. In these cases, it may be helpful to narrow the scope and focus on a smaller aspect of the overall process. This allows for more precise identification of Suppliers Inputs Process Outputs Customers specific to that particular aspect.
Narrowing the scope can also reveal any necessary changes or improvements that may not have been apparent in a broader analysis. While it may take more time and effort to break down a larger project into smaller segments, focusing on specific areas can ultimately lead to a more effective SIPOC diagram.
Tip 5. Make sure to include all external and internal customers.
When creating a SIPOC diagram, it is important to remember that there are both internal and external customers. Internal customers include those within the organization, such as departments or individuals who rely on the process being discussed in the diagram. External customers refer to those outside of the organization who also have an impact on and are affected by the business process. Failing to include all relevant parties can lead to missing opportunities for process improvements and falling short of meeting customer requirements.
Tip 6. Attach supporting SIPOC diagram documents.
Supporting SIPOC diagram documents can include process map, flow charts, data analysis reports, and customer feedback surveys. By attaching supporting documents to your SIPOC diagram, all stakeholders and decision-makers can gain a more thorough understanding of the process, as well as identify any potential gaps or problems within the business process. Additionally, sharing supporting SIPOC diagram documents with team members can help ensure that everyone is on the same page and working towards common goals.
To easily share any supporting documents alongside SIPOC diagrams you can use DeckLinks’ built-in data rooms. This will ensure that all stakeholders and decision-makers can easily access your SIPOC diagram and any supporting documents from one single portal.
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How to analyze SIPOC diagrams
When it comes to improving processes in a business or organization, a SIPOC diagram analysis can be extremely powerful. SIPOC model analysis allows for a streamlined way of evaluating every aspect of a business process. One of the best parts about a SIPOC diagram analysis is that it can be done at a minimal cost. All it takes is dedicated team members and some time for discussion and analysis. However, the process benefits can be significant.
The SIPOC diagram analysis is a crucial step in the Lean Six Sigma project management methodology, yet it’s easy to be tempted to skip it and dive straight into the action. However, this can create its own set of problems. A SIPOC diagram analysis helps to define the project boundaries, identify key stakeholders, and uncover potential roadblocks. Without this information, teams may find themselves taking actions that aren’t effectively addressing the issue at hand or causing unintended consequences for stakeholders.
Additionally, skipping the SIPOC diagram analysis means missing out on valuable insights that could inform and improve the action plan. In short, while it may be tempting to skip this step, doing so can ultimately hinder progress and result in wasted time and resources. It’s worth taking the extra time upfront to conduct a thorough SIPOC diagram analysis before diving into the execution of the plan.
These are the main challenges that team members may face when analyzing a SIPOC diagram:
1. Untangling knots.
When studying a SIPOC diagram, one of the greatest challenges can be untangling knots. They can appear when there are overlapping processes or multiple inputs and outputs for a single business process. It’s important to untangle these knots to accurately understand and analyze the diagram. One technique for doing so is to map out each input and output on separate sticky notes or index cards, then physically rearrange the inputs and outputs cards to see if there is a better fit. This can also allow for greater clarity in identifying gaps or necessary changes within the business processes shown in the diagram.
2. Experimentation may be difficult.
The benefit of SIPOC diagram analysis lies primarily in identifying potential areas of improvement or bottlenecks. When it comes to determining the best solutions to these identified issues, experimentation is oftentimes necessary. This can be difficult to do without an agile work environment that allows for changes to be made and tested quickly.
3. Lack of data tracking procedures.
Not having thorough data tracking procedures in place may hinder the teams’ ability to accurately assess the efficacy of their solutions and ensure continuous improvement.
4. Unclear communication.
When it comes to making important changes to the business processes, it is crucial to keep key decision-makers and stakeholders in the loop. Failing to do so can not only lead to complications and unexpected issues but can also create friction within the company.
When it comes to sharing updates or analysis of SIPOC diagrams, one of the best options is to use pre-recorded videos. They allow you to provide detailed explanations while also guiding the viewer’s attention through the visual elements. Pre-recorded video SIPOC diagrams deliver a more interactive experience compared to simply sharing a static SIPOC diagram or handing out printed materials.
There is strong value in utilizing video narration when presenting complex visual information and it is supported by Scott Berinato article in Harvard Business Review – Visualizations That Really Work.
To video narrate and share SIPOC diagrams with all decision-makers and stakeholders you can use DeckLinks. Simply upload your SIPOC diagram in PDF format and press record. The video SIPOC diagram can then be shared via a single trackable link.
By using DeckLinks to video-narrate and share SIPOCs, you can ensure that your SIPOC diagrams are easy to follow and all decision-makers and relevant stakeholders are on the same page.
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Conclusion
A SIPOC diagram is a valuable tool for any organization seeking to optimize its processes and improve customer satisfaction. SIPOC diagrams can help to clarify roles and responsibilities within a business process, as well as identify improvement opportunities. Using a SIPOC diagram increases transparency across a company. SIPOC diagrams can be used by most businesses and organizations to great effect in improving outcomes or streamlining operations. By attaching supporting SIPOC diagram documents, all stakeholders and decision-makers can gain a more thorough understanding of the business processes and customer requirements. With this information at hand, organizations can work together towards common goals and improve the overall efficiency of their business practices.
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Written by Lidia Vijga
FAQs
How much detail should a SIPOC diagram include?
A SIPOC diagram is meant to provide a high level overview, so too much detail can make it confusing. It should contain enough detail to understand the general flow and key steps but not get bogged down in the minutiae. Focus on the crucial information needed for stakeholders to understand the process direction.
Who should be involved in creating a SIPOC diagram?
Key stakeholders who understand the process should be involved, such as process owners, project managers, team members, and customers. They can provide insights into the key inputs, outputs, and goals.
What information should you avoid including in a SIPOC diagram?
Avoid overly technical jargon, excessive details on inputs and outputs, specific metrics, and steps extraneous to the core process flow. Remember it is meant as a high level overview of the process.
How to you use a completed SIPOC diagram?
A finished SIPOC provides a handy one-page visual reference document. It can help onboard new team members, provide context for problem solving initiatives, identify improvement opportunities, and clarify processes for decision makers.
Is a SIPOC diagram static or can it change?
A SIPOC diagram can evolve over time as processes change. Review the SIPOC periodically to ensure the high level process map remains accurate, and update as needed.
What are some common mistakes to avoid when making a SIPOC diagram?
Some common mistakes include trying to capture too much detail, using technical jargon rather than simple language, not involving key stakeholders, and focusing more on the process than suppliers, inputs, and outputs. Keep it high-level and focused on the key elements.
When would using a SIPOC diagram NOT be recommended?
A SIPOC diagram is meant for high-level process understanding, so it would not be the right tool when lower-level step-by-step details are needed. It is also not a full process analysis or problem-solving tool on its own.
What is the best way to validate the accuracy of a SIPOC diagram?
Review with the process owner and team members who carry out the process to verify it captures the essence accurately. Also validate with customers and leadership team if possible.
Is there an ideal number of process steps to list in a SIPOC diagram?
Ideally between 5-9 steps are recommended. Too few and it’s not enough process detail. Too many steps can violate the high-level principle and make the diagram messy.
About the Author
Lidia Vijga is a seasoned professional with 10 years of first-hand experience in B2B sales and B2B marketing. She has a proven track record of driving growth for companies across various industries. Throughout her career, Lidia has led numerous successful sales campaigns and implemented innovative marketing strategies that have significantly increased revenue and reduced customer acquisition cost for her clients. Lidia regularly shares her insights and experiences on LinkedIn, webinars, and public speaking engagements. Lidia believes in the power of personal qualities such as kindness, empathy, and the willingness to understand others. She is committed to empowering client-facing teams with tools that enhance their talent instead of automating it, and she firmly believes that teams that show their human side grow companies much faster.
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