What is a Flowchart?

A Flowchart stands as an indispensable tool in the world of information representation. Whether outlining a straightforward algorithm in an academic setting or illustrating intricate technological processes, a flowchart facilitates seamless visualization, simplifying documentation and sharing processes.

In this blog, we will dig into the fundamentals of a flowchart, different types of flowcharts, the array of tools available for flowchart creation, and check out some inspiring examples.

What is a Flowchart?

A Flowchart is a diagram that visually represents a process or an algorithm in a sequential or chronological order. A Flowchart uses defined flowchart shapes to depict each step of the process and connectors to achieve uniform representation worldwide.

Other ways people refer to flowcharts include flow chart, process flowchart, functional flowchart, process map, process chart, functional process chart, business process model, process model, process flow diagram, workflow diagram, and business flow diagram.

Here is an example of a simple flowchart:

What is a Flowchart Used For?

A flowchart is a visual representation of a process or workflow that uses standard symbols to illustrate steps, decisions, and outcomes. Understanding what a flowchart is and its applications can improve clarity, efficiency, and decision-making in any organization.

Visualizing Processes and Workflows

The main use of a flowchart is to visualize processes. By representing steps in a process with standardized symbols like rectangles for tasks, diamonds for decisions, and arrows for direction, a flowchart transforms complex procedures into a simple, easy-to-follow flow diagram. This helps anyone understand how a process works from start to finish.

Problem-Solving and Decision Making

Flowcharts are valuable tools for problem-solving. When there is a bottleneck or inefficiency, creating a flowchart makes it easier to identify exactly where the issues occur. Whats a flowchart used for in decision-making? Flowcharts show possible outcomes based on decisions at each step, helping teams make informed choices with clarity.

Training and Documentation

Flowcharts are useful for training and documentation. New employees can quickly learn complex workflows without reading long manuals. Whether it is a software development pipeline, business approval process, or customer support procedure, a flowchart provides a step-by-step guide that is easy to follow.

Process Optimization

Flowcharts help with process optimization. By laying out every step visually, organizations can identify redundancies, remove unnecessary steps, and streamline operations. This can save both time and resources while improving efficiency.

Communication Across Teams

A flowchart also acts as a universal language in organizations. Technical and non-technical team members can follow a flow diagram, reducing misunderstandings and keeping everyone aligned. This is especially helpful in project planning, software development, and operational management.

History of Flowcharts

The history of flowcharts spans over a century, evolving from industrial engineering to modern computing. Key milestones include:

1. 1921 – Frank and Lillian Gilbreth introduced the flow process chart, a structured method to document and analyze process flows in industrial engineering.
2. 1930s – Allan H. Mogensen trained business professionals in industrial engineering tools, spreading the use of process documentation techniques.
3. Art Spinanger, a Mogensen student, applied these tools at Procter & Gamble, developing the Deliberate Methods Change Program to improve workflows.
4. 1947 – The American Society of Mechanical Engineers (ASME) adopted a standardized set of symbols based on Gilbreth’s work, formalizing the flowchart as a universal process documentation tool.
5. 1949 – Douglas Hartree noted that Goldstine and von Neumann used flowcharts to plan computer programs, showing their value in early computing.
6. 1970s – Flowcharts became slightly less popular with the rise of new programming tools but continued to be widely used for describing computer algorithms.
7. 21st Century – Modern process modeling techniques, such as UML activity diagrams and Drakon-charts, are considered extensions of classic flowcharts.

Types of Flowchart

Flowcharts can be of different types based on their purpose and complexity. Here are some of the commonly used flowcharts based on its application along with some example flowcharts.

Process Flowcharts

Process Flowcharts illustrates the sequence of steps and activities involved in a process. It provides a clear and detailed overview of how a particular task or system works, from the beginning to the end. Process flowcharts are widely used in various industries, including manufacturing, business processes, software development, and more.

Architecture Diagrams

An architectural diagram serves as a visual representation encapsulating all the integral elements that collectively constitute a segment or the entirety of a system. Its principal objective is to enhance understanding for engineers, designers, stakeholders, and all involved participants in the project. They can be further specialized as cloud architecture diagrams, network architecture diagrams, software architecture diagrams, etc.

User Flow Diagrams

A user flow diagram is a chart or diagram illustrating the steps a user takes within an application to complete a task. These visual representations are valuable tools for modeling and understanding the interactions that users have with a software.

Data Flow Diagrams (DFD)

A Data Flow Diagram (DFD) is a graphical representation that illustrates how data moves through a system, emphasizing the flow of information and processes. DFDs are commonly used in system analysis and design to visualize and describe the data processing within a system. They are a part of structured analysis and design methods and are valuable tools for understanding, modeling, and communicating complex systems.

Swimlane Flowcharts

A Swimlane Flowchart is a type of process flowchart that organizes information based on the responsible or accountable parties involved in each step of a process. The term "swimlane" refers to the visual division of the flowchart into parallel lanes, each representing a specific participant, department, or functional area within an organization. Swimlane flowcharts are particularly useful for illustrating and understanding the interactions and responsibilities across different entities in a process.

Workflow Diagrams

A workflow diagram illustrates the sequence of steps, tasks, or activities involved in a process or workflow. It provides a clear and detailed overview of how work progresses from initiation to completion, including the interactions between different components, participants, or systems.

System Flowcharts

A system flowchart is a visual representation that illustrates the sequence of operations or processes within a system. This type of flowchart focuses on the flow of data and control between various components of a system, providing a detailed overview of how information is processed, stored, and transferred.

Document Flowcharts

A document flowchart illustrates the flow of documents or information within a system or a specific business process. This type of flowchart is designed to show how documents move through various stages, departments, or individuals within an organization. Document flowcharts are particularly useful for analyzing, documenting, and improving processes related to the handling of paperwork, forms, or electronic documents.

Business Process Model and Notation (BPMN) Diagrams

Business Process Model and Notation (BPMN) is a standard graphical notation for representing business processes in a visual and easily understandable manner. BPMN diagrams provide a standardized way to model and document business processes, making them accessible to both technical and non-technical stakeholders. BPMN is widely used in business process management (BPM) and system analysis.

Hierarchy Flowcharts

A hierarchy flowchart, also known as an organizational chart or hierarchy chart, represents the structure and relationships within an organization or a specific system. It illustrates the hierarchy of different levels of entities, such as departments, roles, or individuals, and their relationships to one another. The chart typically uses a tree-like structure to showcase the levels of authority and reporting relationships.

Mind Maps

A mind map is a diagram that visually outlines information using branches, colors, keywords, and images to represent relationships between different concepts. Mind maps are commonly used for brainstorming, note-taking, problem-solving, and organizing thoughts in a creative and non-linear way.

Audit Flowcharts

Audit flowcharts are widely employed in internal and external auditing, compliance audits, financial audits, and other types of audit activities. They contribute to the efficiency and effectiveness of the audit process by providing a clear and standardized representation of the steps involved.

Flowchart Symbols

Flowcharts are made up of different shapes and symbols, each representing a specific type of step or action in a process. These symbols follow ANSI standards (adopted by ISO in 1970) to ensure consistency across industries. Knowing what each symbol represents makes it easier to read, create, and communicate processes effectively.

Flowcharts are typically read from top to bottom and left to right, which helps maintain a logical flow for any workflow or process diagram.

Common Flowchart Symbols

1. Oval / Terminator: Represents the start or end of a process. Example: Process initiation or completion.
2. Rectangle / Process: Represents a process step or action Example: Data transformation, calculations, or logical operations.
3. Parallelogram / Input-Output: Represents input or output of information. Example: Entering customer data or generating a report.
4. Diamond / Decision: A decision point that determines the next step. Example: Approve or reject a leave request.
5. Arrow / Flowline: Shows the direction of process flow and connects steps.
6. Annotation / Comment: Provides additional information about a step. Example: Notes, instructions, or clarifications.
7. Document: Represents a single document. Example: Invoice, report, or form.
8. Multiple Documents: Represents multiple related documents. Example: Batch of reports.
9. Stored Data: Represents a file or database. Example: Reading or writing data from a database.
10. Display: Represents information displayed to the user. Example: Report shown on a screen.
11. Manual Input: Represents data manually entered by a user. Example: Filling out a form.
12. Manual Operation: Represents a manual action or adjustment. Example: Assembly line operation.
13. Delay: Represents a waiting period or pause in the process. Example: Waiting for approval or system processing.
14. Off-Page Connector: Connects steps across different pages. Example: Continuation of a long process.
15. On-Page Connector: Connects lines within the same page for clarity.
16. Summoning Junction: Merges multiple branches into a single process. Example: Multiple approvals converging into one step.
17. Alternate Process: Represents an optional or alternative path. Example: Backup workflow in case of failure.
18. Predefined Process: Represents a process defined elsewhere. Example: Standard operating procedure.
19. Preparation / Initialization: Represents setup or prep steps before the main process. Example: System initialization or resource setup.

Tips for Using Flowchart Symbols

1. Include a legend if your flowchart uses custom symbols.
2. Keep flowcharts simple and readable, avoiding too many crossing lines.
3. Use consistent symbol sizes and shapes for clarity.
4. Provide examples when necessary to help team members understand the workflow

Flowchart Vs. UML

When discussing diagramming tools, it’s important to recognize that flowcharts are just one type of visual tool for representing processes, but they are not the only option available, especially in specialized fields like software development. Another widely used diagramming method is UML (Unified Modeling Language). While both flowcharts and UML diagrams serve the purpose of visualizing processes and structures, they are quite different in terms of their scope, complexity, and application.

Flowcharts: A General-Purpose Tool

Flowcharts are one of the simplest and most versatile diagramming tools. They are widely used across various industries to illustrate the flow of tasks, steps, or decisions in a process. Flowcharts break down complex processes into simpler, manageable parts, using standardized symbols such as rectangles for tasks, diamonds for decision points, and arrows for directional flow.

1. Application Areas: Business workflows, project management, troubleshooting processes, training manuals, and technical documentation.
2. Simplicity: Flowcharts are ideal for non-technical users who need to map out processes or decision-making steps. They are easy to understand and can be used by virtually anyone, from managers to engineers.
3. Focus: Flowcharts focus on sequences of actions and logical flows, making them great for illustrating straightforward processes, like an approval workflow or a customer service process.

UML: A Specialized Tool for Software and Systems

UML diagram is a more specialized and complex visual language used primarily in software engineering and system design. UML provides a standardized way to visualize the architecture of a system, and it is more technical in nature than flowcharts. UML was developed to model object-oriented programming concepts, and it is widely used in software development to help developers design and communicate system architectures.

1. Application Areas: UML is most commonly used in software development, system engineering, and IT infrastructure projects. It helps developers and architects model system behaviors, interactions, and components.
2. Variety of Diagrams: Unlike flowcharts, which focus on task sequences, UML includes several different types of diagrams, each with a specific purpose:
3. Class Diagrams: Represent the structure of a system by showing its classes, attributes, and relationships.
4. Use Case Diagrams: Illustrate how different users interact with a system.
5. Sequence Diagrams: Show the order of interactions between system components over time.
6. Activity Diagrams: Visualize workflows similar to flowcharts, but often with more complexity, especially when representing parallel processes.
7. State Diagrams: Depict the various states an object or system can be in and the transitions between these states.
8. Focus: UML focuses on system structure and behavior. It models relationships, hierarchies, and interactions within a system, making it more technical and detail-oriented than flowcharts.
9. Audience: UML is typically used by software developers, system architects, and engineers who need to document and design complex systems. It provides the detail needed for coding and system integration, which flowcharts often don’t offer.

When to Use Flowcharts vs. UML?

Use Flowcharts when you need to map out a process or workflow in a clear, easy-to-follow format that can be understood by non-technical stakeholders. Flowcharts excels at illustrating straightforward processes, such as decision-making flows, task sequences, or project workflows.

Use UML when you're dealing with complex systems, especially in the context of software engineering or systems architecture. UML is designed for detailed technical modeling, allowing you to visualize the interactions between different system components, user roles, and behaviors.

How to create a Flowchart?

Creating a flowchart is very simple. It can be done even using a Word document or you can use a specialized Flowchart maker application like the MockFlow Flowchart Maker, which is free and is available online. Using a Flowchart maker gives you the advantages of having ready-to-use flowchart shapes and symbols, connector flowlines, etc which will save you a lot of time and effort.

The flowcharting process can be done in 3 steps:

1. Gather information: You need to know the primary goal or the topic for which you are creating the flowchart and also the details of each steps that go into that workflow.
2. Draw the flowchart blocks: Flowcharts are generally drawn top-to-bottom or left-to-right. Identify the steps sequentially and choose the appropriate flowchart symbol for each step. Add text to describe each step inside the flowchart shape.
3. Connect the Flowchart blocks with flow lines: Use the flowchart connector to connect the sequential blocks and use the arrow head in the correct direction to indicate the process flow. . Ensure to add labels to the connectors, especially for decision symbols outward connectors.

Tips for Creating the Best Flowcharts:

1. Style your Flowchart: Make your flowcharts look more appealing by styling the blocks with colours, add containers to indicate sub-processes, etc.
2. Use different types of connectors: Use dotted/ solid connectors to differentiate optional and required process flows.
3. Keep the flowchart simple: If you are diagramming a very complex process or workflow, consider breaking it into sub-processes and creating separate flowcharts for each and finally inter-connect them with connectors to create interactive flowcharts.

Conclusion

Flowcharts are remarkably simple yet highly effective method for designing and documenting processes and workflows. They serve as invaluable tools in streamlining processes and enhancing overall efficiency. If you are in need of creating a flowchart, then sign up for MockFlow—an exceptional platform that allows you to craft flowcharts rapidly and at no cost. Elevate your process documentation and communication with MockFlow!