If you’ve ever tried to explain a multistep process to someone else, you know how helpful a visual aid like a flow diagram can be. And thanks to cutting-edge software, making these diagrams has never been easier.
Here’s a look at flow diagrams and how they can benefit nearly every aspect of your business operations.
What is a flow diagram?
A flow diagram is a visual representation of a process, workflow, or system. Also known as a flowchart, it uses a series of symbols, connecting lines, and directional arrows to show the sequence of steps and decisions needed to complete a task. The purpose of a flow diagram is to make complex processes easier to understand by breaking them down into clear, step-by-step paths.
Another meaning of flow diagram, particularly in scientific and engineering contexts, is a diagram that shows the movement or flow of a material or energy through a system. This type of system flowchart can be used to visualize everything from the flow of liquids through a network of pipes to the flow of resources in an ecosystem. Visually, these can look quite similar to a business workflow diagram, but the underlying content is different.
Types of flow diagrams
- Task flows
- Swimlane flowchart
- Process flow diagram (PFD)
- Tree diagram
- Data flow diagram (DFD)
- Workflow diagram
While many people use “flowchart” or “flow diagram” as catchall terms, there are specific types of flowchart diagrams that have different strengths and purposes. Here are a few of the most common.
Task flows
These diagrams map out how to complete a sequence of actions. These flowcharts are used in project planning, UX design, and customer journey mapping to highlight pain points or inefficiencies.
Swimlane flowchart
A swimlane flowchart, or swimlane diagram, organizes a process into “lanes” or columns to show the roles and responsibilities of different departments or employees. Also known as a cross-functional flowchart, it’s excellent for visualizing how a process moves between different teams, including handoffs, overlaps, and the people involved in each step.
Process flow diagram (PFD)
Commonly used in the manufacturing process and for business operations, this diagram illustrates how inputs are transformed into outputs, such as the undertaking of turning raw materials into finished products. Also known as a process map, process flowchart, or a flow process chart, a PFD focuses more on objects and equipment than the people using them.
Tree diagram
This flowchart type depicts a hierarchical structure, showing how something branches out from a single starting point. Tree diagrams are commonly used for organizing a sprawling batch of information, such as mapping out a company’s organizational structure or describing brand architecture.
Data flow diagram (DFD)
These diagrams illustrate how data moves through a system, including inputs, outputs, data storage, and data processing. They’re popular in IT, software development, and systems analysis.
Workflow diagram
This flowchart shows a step-by-step process for how tasks are performed, approvals are issued, and tasks are passed between teams and individuals. It’s often used to analyze and improve a business process model, and it can identify bottlenecks or areas for automation.
When to use a flow diagram
- Onboarding and training
- Customer service
- Sales process
- Order fulfillment
- Website development
- Computer programming and software engineering
- Project planning
- Project management
- Payment processing
- Inventory management
A detailed flowchart can enhance understanding across a wide array of business disciplines. Here are some areas where flow diagrams can clarify and streamline your operations.
Onboarding and training
Flow diagrams simplify the process of onboarding and training new employees. For instance, an HR manager could use a basic flowchart to explain how new employees can sign up for benefits, or a retail shop owner could train new hires how to work the cash register. This provides clear, step-by-step guides that are easier to follow and remember than an overly long text document.
Customer service
In customer service, a flow diagram can standardize and optimize how support issues are handled. The head of a customer service department could create a functional flowchart that outlines the steps a representative should take to resolve a customer complaint, from initial contact to final resolution. This ensures consistency and helps make sure all employees know the correct procedures.
Sales process
A flow diagram can be used to map a business’s entire sales process. It can show the journey a potential customer takes from initial contact (e.g., website visit, store visit, or email inquiry) to a final sale.
By visualizing the customer journey and its possible outcomes, a merchant can identify where leads are dropping off and implement strategies to improve conversion rates, which means you’ll get more customers to buy your goods or services.
Order fulfillment
Flow diagrams illustrate the entire process of order fulfillment, from receiving an order all the way through to packaging, shipping, and delivery. This can be especially helpful if your business manages a high volume of transactions.
Website development
A website flowchart can offer a graphical representation of the user experience for a website or mobile app. It can map out the user’s journey, from clicking on a menu to navigating to a specific page or completing a purchase. This helps a business owner ensure that their website is intuitive and easy to use.
Computer programming and software engineering
In computer programming and software engineering, flow diagrams can visually represent the logic of an algorithm or the structure of a program. A programmer can use a flow diagram for debugging, documentation, and communicating the program’s design to product managers.
Project planning
A flow diagram is a favorite of many project managers, and it comes into play before a project starts. A manager can create a diagram to visualize the project’s timeline, key milestones, and the logical order in which tasks can be performed.
This ensures that the entire team understands the project’s scope and individual responsibilities, helping to prevent delays and miscommunication.
Project management
During the execution of a project, managers can use flow diagrams to track project progress across different phases, communicate priorities, and ensure alignment across teams, making complex initiatives easier to coordinate.
Payment processing
A flow diagram of checkout and payment steps helps merchants streamline the process and eventually identify ways to reduce cart abandonment. A detailed flowchart can run through less frequent scenarios, like fraud detection and issuing refunds, to offer a comprehensive visualization of the entire payment process.
Inventory management
Flowcharts make it easier to track stock levels, reorder points, and supplier communications, helping you avoid stockouts or overstocking.
How to craft a useful flow diagram
- Start simple
- Use standardized symbols
- Leverage a cross-functional flowchart for complex workflows
- Cover all the steps in a process and all possible outcomes
Many professionals can benefit from an information flow diagram, whether that’s business people creating diagrams for process improvement or industrial engineers using diagrams to describe complex computer algorithms. Here are some best practices for making effective flow diagrams for your business.
1. Start simple
Don’t worry about creating a perfect, polished diagram on your first try. Begin by brainstorming the main steps and decisions of your process using sticky notes or a whiteboard. There are also flowchart apps you can explore, like Microsoft Visio, Lucidchart, and Draw.io.
A simple, low-tech draft allows you to test the logic of your flow before leveraging computer programs to create a formal product flowchart. Starting simple will save time and help you spot issues early on.
For example, as an ecommerce merchant, you may decide to quickly map out your product procurement process, including receiving low stock notices, automatically ordering more units, and receiving the product.
2. Use standardized symbols
You can design a flow diagram to look however you want, but there are standardized symbols that can help viewers understand your diagram at a glance.
Typically, you’ll see a rectangle for a process step, a diamond for decision points, and an oval for the process start and end points. Sticking to these standardized flowchart symbols makes the information processing a little easier for people reading your diagram.
For example, when mapping out your customer return process, a rectangle could contain “Inspect returned item,” while a diamond could house the query, “Is the item damaged?”
3. Leverage a cross-functional flowchart for complex workflows
When a process involves multiple teams, a cross-functional flowchart can be the perfect tool. Also known as a swimlane flowchart, this flow diagram separates the process into lanes for each department.
For instance, in your order fulfillment process, you can create lanes for marketing, warehouse, and shipping. This helps you visualize the information flow between teams and can be invaluable for process improvement.
4. Cover all the steps in a process and all possible outcomes
A truly useful flow diagram accounts for all possible scenarios and different outcomes. After you’ve mapped out the main path, go back and add the alternative paths and exceptions.
For an ecommerce business, a “Product out of stock?” diamond could have a “Yes” path that leads to a “Notify customer” step and a “No” path that continues to order fulfillment.
Flow diagram FAQ
How do you draw a flow diagram?
You draw a flow diagram by using standardized symbols to represent the steps and decisions of a process, and then you connect them with lines and arrows to show the sequential flow. Software like Microsoft Visio, Lucidchart, or draw.io can help make this much easier.
Are flowcharts and flow diagrams the same thing?
Yes, the terms “flowcharts” and “flow diagrams” can be used interchangeably, but a flow diagram can also be a broader term for a visual representation of any type of process or system. Flowcharts are often used for tasks like planning, decision making, and workflow.
What are the main elements of a good flow diagram?
The main elements of a good flow diagram include clearly defined start and end points, standardized flowchart symbols to represent steps and decision points, and directional arrows that show the sequence of activities. A well-structured diagram should also be easy to follow, logically organized, and focused on the key steps without unnecessary detail.
How can flow diagrams benefit your small business?
Flow diagrams can benefit your small business by visually clarifying complex processes. This helps your team identify inefficiencies, improve communication, and standardize procedures for everything from product design to sales to customer service.
