The Turtle Diagram is a quality management tool used to visually describe the elements of a process within a company. This name is due to the structure of this diagram, which resembles the shape of a turtle. The body represents the main process and the paws, with the head and tail representing different elements that influence this process.
It can be used in practically all companies since any company is full of processes. For your activities to flow effectively, it is necessary to understand the relationship between them, and identify possible gaps in the internal structure — this is where process management with the Turtle Diagram comes in.
Although its use is easy and extremely important, there are still few organizations that choose to use it. So that you don’t fall into this trap, read on and find out how to use the Turtle Diagram and enjoy its benefits.
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What is Turtle Diagram?
The Turtle Diagram is a visual tool that can be used to describe all the elements of any process within an organization in a very precise and detailed way.
It should bring all aspects of the process, including inputs, outputs, and criteria metrics, among other information that may be relevant and help improve organizational processes.
In addition, the diagram identifies who owns the process and demonstrates their roles and responsibilities. It can also be used to identify all applicable clauses of the relevant standards and to detail legal and applicable requirements for that process.
The main components of a Turtle Diagram are:
- Procedure: Definition of the main procedure.
- Inputs: What is required to start the process.
- Outputs: What is produced at the end of the process.
- Resources: What is needed to perform the process, such as people, equipment, materials etc.
- Methods: How the process is carried out, including procedures and instructions.
- Responsible: Who is involved in the process.
- Indicators: How process performance is measured.
Is the Turtle Diagram required in ISO 9001:2015?
ISO 9001 promotes the adoption of the process approach in developing, implementing, and improving the effectiveness of a Quality Management System (QMS) to increase customer satisfaction. Item 4.4.1 of the standard states that:
The organization must determine the processes required for the quality management system and its application in the organization and must:
a) to determine the required inputs and expected outputs of these processes;
b) to determine the sequence and interaction of these processes;
In other words: no, the Turtle Diagram is not required in the standard, but it helps in the administration and management of processes. It is possible to meet the requirements mentioned above, determining and managing several processes linked to an activity/area.
Understanding and managing the processes that are related to a system helps the company achieve effectiveness and efficiency in the intended results. Thus, the performance of the entire company is boosted through the control of the interrelationships and interdependence between the QMS processes.
What are the benefits of using the turtle diagram?
The Turtle Diagram can be used in conjunction with Flowcharts, Work Instructions or Standard Operating Procedures (SOPs), correlating information into a simple, easy-to-read diagram. There are many benefits to using this diagram, and below you know some of them.
Facilitate the understanding of information and documents
Turtle Diagrams are perfect for sharing with new employees at onboarding training. With this help, they understand the position of their role within the organization as well as the added value that their tasks will bring to the company.
Improve audit results
Whether in the individual audit of a process or in the evaluation of its interaction with other processes within the company, when a Turtle Diagram is used with supporting documents (such as ITs or SOPs), performing an audit trail in the organization becomes simpler.
With this feature, you can quickly and easily identify areas that need improvement or better integration with other processes. Diagrams can help auditors and organizations themselves in internal and external audits, guiding them on which areas/documents need to be audited in each process.
Alignment of the organization’s goals linked to the processes
With the Turtle Diagram, it is possible to align the performance of processes with the organization’s objectives and applicable policies. It helps to understand how process performance can assist in the achievement of certain organizational goals, such as customer satisfaction, and how these goals tie into the organization’s business plan and guidelines.
Easy identification of process residues
The value-added steps in a process and the efficiency and effectiveness measures of each of the steps should be the focus of a Turtle Diagram. With it, it is possible to check where there is waste within a process. Thus, management can identify the steps that are reducing the added value or even activities that may be affecting it.
How to make a turtle diagram?
The best way to prepare a Turtle Diagram is using a method similar to SIPOC (Supplier-Input-Process-Output-Customer). For each of the items and in each of the processes, ask a few questions that will then be included in the diagram.
See an example below!
S – Suppliers
Who are your suppliers?
For a process to be carried out, you will certainly need several inputs that will be used in the work. All these items will be received from a partner and will impact the result of the process. Make a list of all suppliers, partners, contractors, employees, etc.
I – Inputs
What is your input?
Include what each supplier comes from, i.e., what goes into the transformation process. Make a list of materials, equipment, information, documents, requirements, among others. Also, it is necessary to know how the inputs are obtained, so list methods, requirements, criteria, standard procedures, and instructions related to this step.
P – Process
What are the steps for your process?
It is also necessary to identify the interaction between them. Describe how the steps are performed and show the order in which each input is transformed. Focus only on the steps that add value. Remember that processes can involve multiple employees and departments in your organization.
Subsequently, define what your support processes are. Make a list of all the associated processes that support the main process, including materials, procedures, instructions, methods, etc.
O – Outputs
What are the results of your process?
Here, the output can be the product itself that will be directed to the customer, or even a service. That is, this stage consists of everything that comes out of the process after undergoing a modification. Make a list of all products/services. There is also a need to know how you measure the results, that is, how you analyze them and through which indicators.
C – Customer
Who are your customers?
At this stage, define who will benefit from that process. Here it is also important to highlight what the requirements and expectations of customers are.
Turtle Diagram Example
In practice, this entire process helps to organize information and visualize fundamental data quickly and intuitively. Within a QMS such as SoftExpert Suite, for example, an example of a Turtle Diagram might look like this:
But why the name “Turtle Diagram”?
The name is very curious when we use it in corporate environments, but there is an explanation. Looking at the previous image, the arrangement of the steps in the diagram was a drawing like that of a turtle.
The process represents the body. The input and output, that is, the expectations of the customers and the results represent the tail and the head, respectively. Finally, the four legs are represented by the other parts of the diagram: “Who”, “Indicators”, “Resources” and “How”.
Learn more: 5 steps to build a good compliance policy
Conclusion
Now you know how essential it is to use the Turtle Diagram to systematically define and manage an organization’s processes and interactions. Thus, you can achieve the intended results in your company’s strategic direction.
The Turtle Diagram is a simple and didactic tool that helps with this mapping. It provides several benefits, such as understanding and consistency in meeting requirements, considering processes in terms of added value to the product/service, increased effective process performance, and process improvement based on the evaluation of data and information.
How can SoftExpert help you?
SoftExpert Process is a tool for modeling and analyzing visual processes. Easy to use and with advanced features, this tool helps companies understand, document, and implement business and operational processes efficiently, quickly, and securely.
With a comprehensive set of features, the software allows users to model process flow, write business rules, connect existing applications, and build interfaces for human interaction.
Looking for more efficiency and compliance in your operations? Our experts can help identify the best strategies for your company with SoftExpert solutions.
