When you click on a line in Microsoft Visio and enter some text, it is automatically inserted in the middle of the line. How about if you want to move it to the side? Here’s how to do it.

You can move the position of text anywhere on a line in Visio; it doesn’t have to stay in the middle, which is where Microsoft Visio will insert it.

The text you add to lines can be shifted up and down along the line, closer or further away from the image depending on what you want.

You may want to do this if your diagrams have multiple images and space is at a premium. Also, you may want to this to emphasize an action, direction, or other attribute.

Bringing it closer to the image sometimes helps.

Here’s how to move the text around the lines in your diagrams.

1.  Open Microsoft Visio.

2. Double-click on the text in your diagram.

This opens the Text box; note the slider above the text.

You have two options here:

3a. Drag the slider to set margins. For example if you wanted to indent it slightly.

If you want to actually drag the text along the line:

3b. Click on the line.

Notice the yellow diamond in the middle of SMTP.

4. Click on the yellow diamond.

5. Drag it along the line and then let go.

In this example, you can see that we moved to text to the left.

Visio Links:

1. Use Case Templates http://klariti.com/use-case-templates/index.shtml

2. Specification Template http://www.klariti.com/templates/System–subsystem-Specification-Plan-Template.shtml

3. Business Process Templates http://www.klariti.com/business-process-design-template/

Hope that helped!

Next week, we’ll look at how to create process floe diagrams.

You can improve the look and feel of your diagrams by changing the default text settings and adding a splash of color.

Here’s how to do it.

1.  Open Microsoft Visio.

2. Right-click on any text in your diagram. This opens the Text window, which as 6 different tabs.

3. In the Font tab, select the font type, style and size.

You can also select a nice color, such as Navy which looks professional and will also print well.

Free Visio Process Flow template

Avoid yellow (hard to read when printed), red (open to mis-interpretation) and green. There are also options for uppercase, strikethroughs, underlines and its position. Experiment a little until you get comfortable with the settings.

Tip – maybe look at how other companies use color when designing flowcharts and diagrams. Then try to duplicate their efforts.

4. In the Paragraph tab, select the alignment options, indentation and spacing. These are worth playing with if your text is both horizontal and vertical.

These settings also help keep the text away from the actual images, so you get a nice buffer zone between words and images.

5. Click Apply once you’re finished.

Not happy?

Click Ctrl + Z which will undo the settings and bring you back to where you were.

You can also add text blocks, tabs and bullet lists here.

Links:

1 Use Case Templates http://klariti.com/use-case-templates/index.shtml

2. System Specification Template http://www.klariti.com/templates/System–subsystem-Specification-Plan-Template.shtml

3. Business Process Templates http://www.klariti.com/business-process-design-template/

If you know any Visio tricks, please add them below.

Here are seven quick tips to improve the quality of your technical documents.
[ad#black]

When you write a technical document, consider the following points:

1. Analogy - provide a comparison or analogy to describe how something abstract works.

Not everyone is as familiar with the system as you are. Try to help the reader along by giving as much direction as possible so they see the bigger picture.

Once they understand how the system works at a high level, they will have more confidence in reading the more technical details.

2. Break long sentences into shorter sentences. Don’t overwhelm the reader with long, meandering sentences, with endless clause and other waffle.

Keep to the point.

Use short sentences that focus on one action at a time. Avoid double negatives.

3. Definitions – create a list of definitions and acronyms. Always explain what the acronym means when it’s first encountered.

4. Glossary – make a glossary, even for a half dozen words. Again, avoid taking a superior attitude with the reader and forcing them to find out what technical terms may mean.

Be supportive of your readers.

They may be reading your technical documents when under stress or very tired. Don’t make a bad day worse by complicating things.

5. Graphics - Provide graphics to illustrate how something works. Flowcharts, state diagrams and use case diagrams are all very helpful.

Download this Microsoft Visio Flowchart template

6. Replace general, abstract, and objective words with concrete, specific, and simpler words.

7. Use terminology consistently. Don’t switch terms throughout the document.

If the document is written by several writers, and you’re the editor in charge, make sure to revise the document so that the tone, pace, and language is consistent.

These points are not meant to be all-inclusive. However, if you are new to tech writing, this should put you on the right road.

So, what have I missed here?

Please help complete this list so writers, especially those who are new to the field, get a better understanding of what’s involved.

[ad#black]

In this week’s process modeling tutorial, I’m going to look at what do I need to capture in my business process. Some of you have written in asking for more background on what you need to capture in your process maps. Needless to say, it depends on the complexity of the project, but, at a minimum, you’re looking to capture the following.

Business Process Design Template

So, let’s start at the top.

• You need to capture some of the following when developing your processes:
• Time to perform each task
• Time an individual or a resource is available to perform a task
• Cost of the individual/resource
• Probability of occurrence of certain events
• Frequency at which new incidents in the business process are initiated

This is just a starter of what you need to cover. If you need to know more please drop me a line of look under the Process Design section of the site.

FYI: Business Process Design Templates

You can download the completed version of these business process templates over here: http://www.klariti.com/business-process-design-template/.

As I mentioned above, we’ve partnered with Klariti Ltd (www.klariti.com) and released some very detailed Microsoft Word and Visio templates. These are on sale for only $9.99 until month end – it’s the promotional price – and after that they go back up to $29.99. They include process narratives (Word) process maps (Visio) and Excel spreadsheets for controlling your projects.

PS – If you’ve found this article useful, please consider giving us a Digg or StumbleUpon.

Regards,

Ivan

Twitter / Facebook / Flickr / Templates / Tips

In this week’s process modeling tutorial, I’m going to look at what do I need to capture in my business process. Some of you have written in asking for more background on what you need to capture in your process maps. Needless to say, it depends on the complexity of the project, but, at a minimum, you’re looking to capture the following.

Business Process Design Template

So, let’s start at the top.

• You need to capture some of the following when developing your processes:
• Time to perform each task
• Time an individual or a resource is available to perform a task
• Cost of the individual/resource
• Probability of occurrence of certain events
• Frequency at which new incidents in the business process are initiated

This is just a starter of what you need to cover. If you need to know more please drop me a line of look under the Process Design section of the site.

FYI: Business Process Design Templates

You can download the completed version of these business process templates over here: http://www.klariti.com/business-process-design-template/.

As I mentioned above, we’ve partnered with Klariti Ltd (www.klariti.com) and released some very detailed Microsoft Word and Visio templates. These are on sale for only $9.99 until month end – it’s the promotional price – and after that they go back up to $29.99. They include process narratives (Word) process maps (Visio) and Excel spreadsheets for controlling your projects.

PS – If you’ve found this article useful, please consider giving us a Digg or StumbleUpon.

Regards,

Ivan

Twitter / Facebook / Flickr / Templates / Tips

Business Process Design Templates

Originally uploaded by Tech Writer Boy

Klariti has published an 8 part Process Design Tutorial

Part 1 starts with What is a Business Process?

‘If you search around this site, you’ll notice that we’ve been talking about business process modeling for the last few weeks. Some of you have written in asking for more background on what is business process modeling. So, let’s start at the top. ‘

http://www.klariti.com/business-process-design-template/Business-Process-Design-Tutorial-Part-1-What-is-Business-Process.shtml

Another part of the process design package is the flowchart diagrams. One area where I’m getting a little stuck is deciding how many swim lanes to add to the Visio diagrams. To get things rolling I have created three Visio diagrams with 2, 3 and 4 swim lanes. Take a look here.

The question is: which one will be business analysts use the most?

Regards,

Ivan

Twitter @ivanwalsh

I spent most of this afternoon developing a set of process design templates (more of that tomorrow) and got to thinking about the main activities involved in process definition. I’m mentoring graduates business analysts and walking them through the ABCs of process design. It’s baby steps for now. Here’s what we came up with this afternoon.
Depending on the nature of the project, the process definition lifecycle will involve several of the following steps:

1. Identifying high-priority process tasks – This is based on analysis of process requirements and by identifying who is best qualified to create the processes.

2. Analyze Process Requirements – Maintain a clear understanding of what the process is intended to do, how it should be done, and how it should be expressed, for example in MS Word process narratives or in MS Visio flowcharts.

3. Create the Process Architecture – Define and/or refine the organization’s current process architecture.

4. Define the Processes – Add, refine, restructure, and/or delete the processes.

5. Perform the Defined Process(es) – Test the defined processes, and gather measurements as well as identifying process improvements.

6. Assess Results & Identify Improvements – Use the test results to analyze the accuracy of the process. Recommend process improvements if appropriate.

Once the process is completed, the next step is to implement the process and start the knowledge transfer activities.

This involves training and raising awareness amongst staff, partners, and clients depending on the scope of work involved.

I know this isn’t everything.

What did I miss?