Flow chart

3 key takeaways

• Flow charts use standardized symbols to depict the steps, decisions, and flows in a process, helping to visualize and understand complex workflows.
• They are valuable tools for process documentation, analysis, and improvement, aiding in identifying inefficiencies and areas for optimization.
• Flow charts are widely used in various fields, including business, engineering, software development, and education, to communicate processes clearly and effectively.

What is a flow chart?

A flow chart is a diagram that maps out the steps or activities in a process from start to finish. It uses different shapes to represent different types of actions or steps and arrows to show the flow or direction of the process. Flow charts are used to break down complex processes into simpler, more understandable parts, making it easier to analyze, communicate, and improve these processes.

Common symbols used in flow charts

• Oval: Represents the start and end points of the process.
• Rectangle: Indicates a process step or activity.
• Diamond: Represents a decision point, where the flow can branch based on different outcomes.
• Parallelogram: Denotes input or output operations.
• Arrow: Shows the direction of the flow from one step to the next.
• Circle: Often used to represent a connector or a jump in the process flow.

Types of flow charts

Process flow chart: Illustrates the steps in a process in sequential order. Commonly used for process documentation, improvement, and communication.

Swimlane flow chart: Divides the process into lanes, with each lane representing a different department, team, or individual. This helps clarify roles and responsibilities in complex processes.

Workflow diagram: Focuses on the flow of tasks and information between people or systems. It is often used in project management and software development.

Data flow diagram: Shows how data moves through a system, including data inputs, outputs, storage points, and pathways. Commonly used in systems analysis and design.

Uses of flow charts

Process documentation: Flow charts help document processes clearly and concisely, providing a visual reference for how tasks are performed.

Process analysis: By visualizing the steps in a process, flow charts can help identify inefficiencies, bottlenecks, and areas for improvement.

Training and communication: Flow charts are effective tools for training new employees and communicating processes across teams and departments.

Problem-solving: Flow charts can aid in troubleshooting by mapping out processes and identifying where issues may arise.

Project planning: In project management, flow charts help plan and visualize the sequence of tasks, dependencies, and milestones.

Creating a flow chart

1. Define the process: Clearly identify the process to be charted, including its start and end points.
2. Gather information: Collect detailed information about each step, decision point, and input/output involved in the process.
3. Select the symbols: Choose appropriate symbols to represent different types of steps, actions, and decisions.
4. Draw the chart: Begin with the start symbol, and then add process steps, decision points, and arrows to show the flow. Ensure the sequence is logical and easy to follow.
5. Review and refine: Check the flow chart for accuracy, completeness, and clarity. Make necessary adjustments to improve readability and ensure it accurately represents the process.

Examples of flow charts

Order processing flow chart: Maps out the steps involved in receiving, processing, and fulfilling customer orders, including order entry, payment processing, and shipping.

Hiring process flow chart: Illustrates the steps in the recruitment and hiring process, from job posting and candidate screening to interviews and job offers.

Manufacturing process flow chart: Depicts the sequence of steps in a manufacturing process, including raw material sourcing, production, quality control, and packaging.

Customer service flow chart: Shows the steps involved in handling customer inquiries and complaints, from initial contact to resolution and follow-up.

Related topics

To further understand the concept and applications of flow charts, consider exploring these related topics:

• Process Mapping: The broader practice of creating visual representations of business processes to analyze and improve them.
• Business Process Management (BPM): A discipline that focuses on improving corporate performance by managing and optimizing a company’s business processes.
• Lean Six Sigma: A methodology that combines lean manufacturing principles and Six Sigma to improve processes, eliminate waste, and reduce variation.
• Workflow Automation: The use of technology to automate business processes, reducing manual effort and improving efficiency.
• Gantt Charts: A type of bar chart that represents a project schedule, showing the start and finish dates of elements within a project.

Flow charts are versatile tools that provide valuable insights into processes, aiding in analysis, communication, and improvement efforts. Exploring these related topics can enhance your understanding of how to effectively document and optimize workflows.