What is a flowchart? Symbols, benefits, & how to make one

What is a flowchart?

A flowchart is a visual representation of a process or workflow. It uses symbols and shapes connected by lines to show individual steps.

Flowcharts have a wide variety of applications in project management. For example, you can use them to demonstrate how a team handles customer support requests, from the moment a customer makes a request to when the issue is resolved. Some project managers combine flowcharts with Gantt charts to create a more comprehensive project plan.

History of flowcharts

Flowcharts have a long history in the business world, but the concept wasn’t introduced until 1921. Frank and Lillian Gilbreth, a pair of brothers who worked as industrial engineers, developed the concept of a flowchart and presented it to the American Society of Mechanical Engineers (ASME).

Initially, flowcharts were used by the Gilbreth brothers and other engineers to map out processes and determine the most efficient way to work. However, it didn’t take long for different industries to adopt the concept of flowcharts.

Over the years, flowcharts have become a standard tool in nearly every industry. Today, these charts are used alongside other brainstorming tools, like cause and effect diagrams or Ishikawa diagrams, to help everyone, from inventors to software engineers, work more efficiently.

Flowchart symbols & what they mean

Flowcharts utilize various symbols, and each shape or symbol has a specific meaning and plays a distinct role in making flowcharts easier to read at a glance. Here’s a quick breakdown of some of the different symbols and how they’re used for process mapping:

• Arrows: Arrows show the flow from one step to the next. When reading a flowchart, follow these arrows to ensure you’re looking at the process in the correct order.
• Ovals: Ovals represent the start or end of a process, so you know where to start as soon as you glance at a flowchart.
• Rectangles: Rectangles represent a single step or process within the flowchart.
• Diamonds: Diamonds are used to indicate a decision point. When you see a diamond, you must make a yes or no decision at that point.
• Parallelagrams: Parallelagrams are used to denote data in flowcharts.

When to use a flowchart

Flowcharts break down complex tasks and illustrate the steps required to achieve a goal. They can help with project management, business process modeling, computer programming, and everyday tasks. There are various instances when it would be helpful to use a flowchart, including:

• Project management: Project managers utilize flowcharts to streamline their project management efforts, enhance efficiency, and foster collaboration among teams. Flowcharts ensure that teams follow efficient processes for maximum efficiency.
• Customer service: Flowcharts can help improve customer service by establishing a standard set of steps to follow when addressing customer inquiries. This helps increase customer satisfaction and eliminate unresolved inquiries.
• Software development: In software development, flowcharts can be used to design algorithms and debug software.

Other situations where flowcharts are an invaluable tool include onboarding and training, process improvement, strategic planning, communication and team collaboration, and documentation.

Types of flowcharts & what they’re used for

There are several types of flowcharts, each suited to a specific task. Here are a few flowchart examples and what they are used for:

Process flowchart

Process flowcharts are the most common type of flowcharts. They display every action in a process from beginning to end. They are helpful in fields such as manufacturing, where they depict the entire production journey of a product, starting from raw materials to the finished product.

Swimlane flowchart

A swimlane flowchart visually represents the roles and responsibilities within a process. It divides the flowchart into lanes (similar to lanes in a swimming pool) with each lane assigned to a specific person or group. For instance, in a business context, these lanes could be “sales,” “marketing,” or “legal.”

Document flowchart

Document flowcharts are similar to data flow diagrams. They show how documents move through a system. Think of them as maps that depict a letter's journey, starting from its arrival in the office and tracing its path until it reaches the intended recipient.

Data flow diagram

A data flow diagram (DFD) shows how data flows through a system, where it originates, how it is processed, and where it is stored. For example, consider a DFD that outlines how a company manages the process of hiring new employees and storing their information.

This diagram is a valuable tool for project managers. It enables them to gain insights into the flow of data within the company database. It helps in monitoring and enhancing data handling practices for more efficient and effective management.

Workflow diagram

A workflow diagram is a flowchart that displays the order of steps required to complete a task or process. It's like a cookbook recipe, showing each step in the meal preparation process.

5 simple steps to make a flowchart

The process of creating a flowchart is pretty straightforward. Let’s look at the five steps you must follow to make an effective flowchart for your business.

1. Identify the process you want to map

The first thing you need to do is figure out what you’re trying to map out. This could be a process you’re trying to make more efficient or something specific to the project you’re currently working on. Each flowchart should map out a single process.

2. Break the process into steps

Now it’s time to break the process down into individual steps so it’s easier to follow. Ensure that you include every step involved in the process.

Let’s say you’re breaking down how to handle customer service tickets. You don’t want to leave out any steps, especially if that step involves elevating the ticket or assigning it to a specific team. Think about every step of the process you’re mapping out.

3. Choose flowchart symbols to use

We mentioned the different flowchart symbols earlier, and these symbols play a crucial role in mapping out processes. Choose symbols to represent actions, decisions, and outcomes before you start mapping anything out. As you create your flowchart, maintain consistency in the symbols you use and use arrows to indicate the flow of the process.

4. Draw the chart

Now that you’ve figured out everything, you can start making your flowchart. Remember to keep your symbols consistent throughout the flowchart, and don’t worry if it’s not perfect the first time. Project collaboration is crucial in process mapping, enabling teams to identify gaps, refine steps, and ensure that the flowchart accurately reflects how work is done.

5. Review the chart and refine based on feedback

Once your flowchart is complete, review and share it with others to collect feedback. Flowcharts support knowledge sharing, so sharing them with various teams and making changes based on their feedback is essential.

Flowchart templates to visualize your workflows

Confluence features a variety of ready-made mind mapping and flowchart templates to help you save time and create more effective flowcharts.

• Flowchart template: Easily break processes down into individual steps so you can visualize each step and figure out how to work more efficiently.
• Workflow template: Map and optimize workflows to enhance efficiency and maintain consistency.
• Swimlanes template: Use this template to map out different roles, departments, or team members involved in a process.
• Concept map template: Create detailed maps to organize knowledge, using as many or as few nodes as you need.

Create flowcharts easily with Confluence

Efficiency is essential in the workplace, and flowcharts are an effective and straightforward way to map out processes and uncover opportunities for improvement. With Confluence, you can save time with ready-made templates and enhance collaboration with online whiteboards.

Confluence doesn’t just make creating flowcharts and other visual maps easy. Thanks to Confluence whiteboards, you can collaborate on flowcharts and share knowledge in real-time. Confluence whiteboards even integrate with other Atlassian tools to help you maximize productivity.

Flowcharts are a great place to start if you want to streamline processes to save time and money. Discover how Confluence whiteboards make creating and collaborating on flowcharts easier than ever.

Use free flowchart template