Understanding flowcharts: Key concepts and uses

Clunky process documentation can slow you down when you least need it and, not to mention, increase the risk of critical errors. A flexible, accessible, and visual flowchart can explain detailed processes in a format that’s much easier to follow. Let’s get into what makes flowcharts worthwhile and how to use them to your advantage.

A flowchart is a visual representation that breaks down a process or workflow. It uses various symbols to represent steps, decisions, or actions, making understanding the sequence and relationships between tasks easier.

[Image: a simple new product development flowchart illustrating the steps from brainstorming to testing.]

Flowcharts are an invaluable tool for any organization looking to improve or simplify its processes and identify inefficiencies. They can also help you better understand a process, enhance communication about it, and improve efficiency and collaboration.

Flowcharts visually represent the steps involved in processes through a series of shapes and arrows presented in a linear, sequential way. They are widely used in project management, business, engineering, education, healthcare, manufacturing, finance, legal, and software development. 

Using flowcharts may offer the following benefits:

• Clarity: complex processes are broken down into easy-to-understand pieces, with symbols that provide clear context for each step.

• Communication: the details in a flowchart ensure that everyone has a complete picture of processes, improving communication and collaboration.

• Removing blockers and bottlenecks: creating and evaluating a flowchart highlights areas where inefficiencies occur so they can be resolved or removed.

• Documentation: flowcharts provide precise details about how processes work, serving as convenient reference documentation.

• Training: flowcharts are helpful visual training resources for new employees.

You might use a flowchart in nearly any scenario where procedures need to be improved or better understood.

Here are some of the common ways people use them:

• Process analysis: when analyzing a complex process to understand it better and identify inefficiencies

• System design: during the design phase of system or software development to outline the workflow

• Training: as a feature in training materials to provide clear instructions

• Decision-making: when decisions involve multiple steps or branches

• Project planning: to map out tasks and timelines in project management

• Troubleshooting: to diagnose and resolve issues systematically

Here are some of the different types of flowcharts and how they are used:

Process flowcharts

These flowcharts, which use standard flowchart symbols, provide a visual map of the steps that make up a workflow or process. They identify bottlenecks and inefficiencies to help you understand and optimize workflows.

They are commonly used for manufacturing, business process management, and quality control processes.

Systems flowcharts

The purpose of systems flowcharts is to illustrate the flow of data within a system, highlighting the relationships between different components. They are useful when you need to analyze or design a system.

The symbols used in systems flowcharts typically represent inputs, processes, outputs, storage, and data flow paths. If process flowcharts visualize the smaller process, think of a systems flowchart as the bigger picture.

Document flowcharts

In much the same way that systems flowcharts document the flow of data, document flowcharts illustrate the flow of documentation and information within a process or system. They show how documents are created, distributed, reviewed, and stored.

An organization might use a document flowchart to streamline the processes used by administrative and clerical teams. They can help reduce redundancies and bottlenecks while improving compliance.

Decision flowcharts

These flowcharts use decision points, often represented by diamonds, to show where decisions need to be made and what the possible outcomes are.

They can simplify complex decision-making scenarios, allowing users to make more informed decisions by illuminating all the possibilities.

The key to understanding any flowchart is to understand its symbols. Many symbols are standardized and may not be marked on the chart, whereas special symbols, if used, will be defined on the flowchart.

Standardized symbols in flowcharts

The standardized symbols are universally recognized with specific, agreed-upon meanings. These meanings should be adhered to in any flowchart in which they are used.

These symbols are defined by standards bodies such as the International Organization for Standardization (ISO) and the American National Standards Institute (ANSI). This is to ensure consistency across industries and regions.

• Oval (start/end): an oval shape lets users easily identify the flowchart’s starting and stopping points.

• Rectangle (process): generic steps or tasks within a process are marked with a rectangle.

• Diamond (decision): when a diamond appears in a flowchart, the user needs to stop and make a decision. The pathways leading from the diamond represent potential choices.

• Parallelogram (input/output): areas of the process that require an input or provide an output are illustrated with a parallelogram.

• Arrow (flow line): the lines that connect the symbols above often have arrows on them to help you follow the process.

Common shapes and symbols used in flowcharts

Other symbols are common enough to have taken their own semi-standard place in many flowcharts.

Because a standards body hasn’t created these, there may be some variation in how they are used between industries or contexts. For that reason, think of the descriptions below as general guidelines.

• Rounded rectangle (start/end): often used interchangeably with the oval, marking the beginning or end of a process.

• Circle (connector): used to connect different parts of the flowchart, especially when space constraints require breaks in the flow.

• Document symbol: this symbol represents a step that results in a document or report. The symbol itself is typically a rectangle with wavy lines to indicate text.

Not all flowcharts are created equally. If you are not careful, the flowchart won’t accurately describe the process or will be hard to read.

Follow the steps below to create a helpful flowchart:

1. Identifying the flowchart’s purpose and scope

The first step before starting any design work is to define the objectives. What is the purpose of the flowchart? Is it to improve a process, document a system, train staff, or something else?

Once the goal is decided, determine the process’s start and endpoints. Ensure the flowchart remains focused by deciding exactly what elements of the process will be included and excluded.

Before finalizing any decisions, get stakeholder input to ensure the flowchart fulfills its intended goals.

2. Analyzing the process and gathering information

To begin filling in the flowchart, speak with people involved in the process you document. The goal here is to gather complete and detailed information about each step. Examine any existing documentation to gain a more thorough understanding.

Watching the process performed several times can help refine your knowledge further. Often, carrying out it in real life deviates from existing documentation.

3. Determining the sequence of steps and activities

With all the information gathered, you can now begin the process of documenting the steps.

From your notes, identify all the steps involved in the process, writing them down logically. Before putting anything on the flowchart, determine how the steps connect to one another and where the decision points are. Sort the steps by importance or sequence, depending on the type of flowchart being created.

4. Choosing the appropriate flowchart shapes and symbols

Review the standard and common symbols we outlined above. If the organization you are working with uses any special symbols, familiarize yourself with them as well.

For each step in the process, pick the symbol that best represents the step. Be consistent here to avoid confusion.

Now, you can begin creating the flowchart in your favorite tool. You’ll find a few common tools at the end of this article.

5. Drawing the flowchart and applying visual representation techniques

All popular flowchart software comes with templates that can be used to get started quickly. Select one that will provide an accurate flowchart for the process you’re documenting.

Arrange the selected symbols in the template in the correct sequence so they flow logically from start to finish. Use arrows to connect the shapes and indicate the flow.

Finish the flowchart by applying color coding, labels, annotations, and other elements to improve clarity and readability.

6. Reviewing and testing the flowchart for accuracy and usability

Before putting the flowchart to use, make sure that it’s accurate and usable. To do this, have any relevant stakeholders review it and provide feedback. They may spot errors or provide suggestions for improvement.

For further testing, use the flowchart to guide an actual run-through of the process and use your observations to make any final revisions. The flowchart will then be ready to use.

Let’s look at some of the most common uses of flowcharts, focussing on some of the biggest areas where the tool is employed.

Flowcharts in programming and software engineering

Flowcharts can be useful in several areas of software engineering.

• Visualizing algorithms: this makes it easier for developers to understand and communicate complex logic structures.

• Documenting code: a flowchart can serve as a visual aid for documenting the flow of code in a project, increasing readability and simplifying maintenance.

• Aiding with debugging: you can use a flowchart to identify potential points of failure and help trace the execution flow of the code for easier debugging.

• Designing systems: a flowchart can help design system architecture by mapping out system components and their interactions.

• Analyzing requirements: software engineering teams can use flowcharts to visualize user requirements and system functionalities, helping them during the analysis and validation phases.

Flowcharts in healthcare organizations

The healthcare industry relies on well-documented, functional processes to comply with industry regulations, manage costs, and provide excellent care to patients.

• Patient care pathways and clinical decision-making: flowcharts show the steps that should be taken from when the patient first arrives at a facility to their discharge, including diagnosis, treatment, and monitoring. This ensures all patients receive standardized and consistent care.

• Emergency protocols: flowcharts can provide clear instructions for life-saving actions, reducing errors in time-critical situations like trauma or cardiac arrest.

• Administrative workflows: administrative departments can use flowcharts to organize processes like patient admissions, discharges, and insurance claims, improving efficiency and reducing delays.

Flowcharts in business process modeling and improvement

Flowcharts are useful tools in nearly every aspect of business process modeling, including the following:

• Mapping processes: flowcharts visualize business processes to illustrate and document current workflows, providing a high-level outline that’s easy to follow.

• Improving efficiency: breaking down processes into steps and decisions helps flag bottlenecks and other inefficiencies, enabling process optimization and improvement

• Training tools: flowcharts are helpful training resources, enabling new employees to visualize and understand business processes quickly.

• Standardization: everyone following a detailed flowchart ensures consistency and standardization in cross-departmental processes.

• Compliance and auditing: creating clear process documentation for audits and reviews helps companies comply with regulatory requirements.

Flowcharts in manufacturing

Flowcharts are widely used in manufacturing to improve efficiency, standardize processes, and ensure consistency. Here are some key applications:

• Process mapping: flowcharts are used to visually represent manufacturing processes, from raw material handling to finished product assembly. This helps identify inefficiencies, bottlenecks, and areas for improvement, enabling more streamlined production.

• Quality control: flowcharts can outline the steps in quality assurance and inspection procedures, ensuring that every product meets specified standards.

• Standard operating procedures (SOPs): manufacturers can use flowcharts to create clear, step-by-step instructions for employees to follow during production. This ensures consistency and compliance with safety and quality standards.

• Supply chain management: flowcharts help visualize the flow of materials and goods from suppliers to the production line and, ultimately, to customers.

• Troubleshooting and maintenance: flowcharts help map out troubleshooting steps for equipment and machinery. This allows maintenance teams to quickly identify the cause of issues and take corrective actions.

Here’s an overview of some of the most popular software and tools used by working professionals to create flowcharts:

Microsoft Visio

Visio is a powerful diagramming tool by Microsoft. It’s widely used in business and technical environments that require flexibility. It offers many templates and shapes for creating complex and professional flowcharts.

The tool integrates seamlessly with other Microsoft products, and the desktop app version facilitates data input from Microsoft Excel and Access.

Lucidchart

The web-based application Lucidchart enables real-time collaboration when creating flowcharts, making it ideal for team projects.

It features an intuitive drag-and-drop interface that’s easy for anyone to use.

The tool integrates with other popular apps, like Google Drive, Slack, and Atlassian. Your flowcharts will be stored in the cloud, meaning you can access them from anywhere.

draw.io

This free, open-source diagramming tool operates directly in web browsers. It supports a large number of diagram types, including flowcharts.

Although it has no native storage, draw.io can save diagrams to cloud storage services like Google Drive and Dropbox. It’s as user-friendly as it is versatile—a good choice for users of all skill levels.

SmartDraw

SmartDraw provides a comprehensive suite of tools for creating flowcharts and other diagrams.

The software features several templates and automation options to make the process smoother. It facilitates a collaborative approach; you and your team members can leave feedback and comments on the flowchart as you work on it.

To enhance its functionality, it integrates with several popular platforms, including Slack, Google Drive, and Teams.