Complex processes often lead to different perceptions within a team. The SIPOC model offers a simple but effective tool for visualizing all relevant aspects of a process and avoiding misunderstandings. It provides a complete overview - from suppliers, inputs and process steps to outputs and customers. The article shows how SIPOC can be used in theory and practice to make processes clearer and more efficient.
Why is a SIPOC important?
The SIPOC (Supplier, Input, Process, Output, Customer) provides a structured overview of all important process components and promotes a common understanding among those involved. This is crucial because many processes are perceived differently in practice. A SIPOC helps to bring these different perspectives together and create a common basis.
Creating a SIPOC helps:
Misunderstandings are avoided because everyone is looking at the same process.
Bottlenecks and potential improvements in the process can be identified at an early stage.
Roles and responsibilities are clearly defined, which is particularly important for cross-departmental processes.
With a clear understanding of the process, communication improves and optimizations can be tackled in a targeted manner.
SIPOC in detail: The right level of detail
Before starting to create a SIPOC diagram, it is crucial to determine the right level of detail. This depends heavily on the objective being pursued with the SIPOC.
High-level SIPOC: This is suitable when you need a rough overview of a process. A high-level SIPOC summarises the main steps and is useful for getting a first impression before going into deeper analysis.
Detailed SIPOC: If you want to examine the process in more detail, a detailed SIPOC is useful. It shows specific sub-processes and dependencies and helps to identify bottlenecks and opportunities for improvement.
Practical tip: Starting with a high-level SIPOC and refining as required allows you to maintain an overview without delving too deeply into details from the outset, which could make the process confusing.
How is a SIPOC implemented in practice?
A SIPOC diagram is often created in workshops, as it is important to consider different perspectives. Different departments often have different views of the process. These must be brought together in a SIPOC in order to obtain a complete picture.
Practical tip: A smaller group size of 3-5 people is ideal for a SIPOC workshop. Smaller groups promote a focused discussion and prevent too many opinions from slowing down the process.
Workshop procedure
Define the trigger and completion point of the process: The first step in the workshop should be to define the trigger point of the process - i.e. the moment that triggers the process - as well as the end point at which the process is considered complete. This clear definition will prevent misunderstandings about the process framework.
Define the process steps: Once the trigger point and completion point have been defined, the next step is to identify the key process steps. It is important to ensure that all participants agree on the basic steps.
Define customers and outputs: Who benefits from the output and what will be produced at the end?
Identify suppliers and inputs: Who provides the necessary inputs and what is needed to carry out the process ?
After the workshop: Coordination with all participants
After the workshop, it is important to agree the SIPOC diagram with all relevant stakeholders. Processes are often perceived differently and only by including different perspectives can you ensure that the SIPOC is complete.
Practical tip: Holding a feedback session in which the SIPOC is presented to all departments involved will eliminate ambiguities and ensure that additions are made before the SIPOC is finalised. This coordination is the key to avoiding misunderstandings later on and optimising the process efficiently.
Practical example: SIPOC in logistics
A company wants to improve the incoming goods inspection process. By creating a SIPOC diagram, the process is structured and clearly defined:
Before SIPOC was created, it was unclear why there were repeated delays in receiving goods. The SIPOC diagram quickly revealed that the dependency between the IT department and warehouse management was poorly coordinated. Following the analysis, measures were taken to improve this interface and make the process smoother.
Outlook: In our next article, we will take a closer look at BPMN 2.0.
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