Workflow diagrams, symbols, uses and examples.
What is a workflow diagram?
A workflow diagram – commonly known as a flowchart – is an effective way to display a high level overview of a business process or system. Having done the initial research and project planning, you can use a flowchart to graphically present a complicated project, view all the major tasks, and appreciate any possible links and how these tie in with the complete project timeline.
A workflow diagram offers a visual representation of a business process or system. These diagrams assist team members to effortlessly ascertain their objectives and timeframes, avoiding potential delays. Learn how to craft one of your own.
Workflow diagram compared to other process mapping
Workflow diagrams can be described as part of UML (Unified Modeling Language), which is the standard language for stipulating, depicting, erecting, and recording software system components. Although these diagrams are analogous to other process mapping and UML diagrams, they vary slightly. This can be viewed when contrasting workflow diagrams to other commonly-used types, which show how they differ.
Business Process Mapping
Workflow diagrams are closely related to business process mapping, but the two serve different purposes. Process maps outline tasks and steps in detail, while workflow diagrams provide a visual representation of these tasks and steps. The aim of a workflow diagram is to demonstrate to team members what their roles and responsibilities are within the project, as well as the objectives and tasks they need to complete.
Process Flowcharts
Flowcharts are used to visualise various processes, such as workflows, PERT charts, and process documentation. While flowcharts and workflows do share similarities, they are not the same. A flowchart can provide a detailed illustration of a process, while workflows can be used to analyse, automate, and optimise processes.
Activity diagrams
Activity diagrams are a form of flowchart, ideal for simplifying complex business systems to make them more understandable.
- The user clicks the 'Create Project' button
- A new project is opened up
- The user customises the project's name and features
- The user saves the project and makes any necessary additional changes later on
Data Flow Diagrams
Data flow diagrams track data as it moves through a system or process, whereas workflow diagrams track the activities of the system or process. In a data flow diagram, instead of recording steps or actions, metrics, results and other data points are documented.
When to use a workflow diagram
A workflow diagram is a graphical representation of a sequence of operations, consisting of steps or activities, which can be used to show the flow of a process either when creating a new one or making changes to an existing one. For example:
- A process to streamline your customer journey.
- A project to increase customer retention and satisfaction.
- A process to automate and optimise manual tasks involving customer data.
Before embarking on a project, it is important to produce a business process map. This gives a comprehensive list of the steps that stakeholders must implement in order to get started. Afterwards, a workflow diagram can be drawn up to illustrate the main aims of the process. This visual representation is advantageous for finding any areas that can be improved which can lead to business process automation, the ultimate aim being to make the process more efficient.
The components of a workflow diagram
To become accustomed to workflow diagrams, initially become acquainted with the three core elements: inputs, outputs, and transformations. Pinpointing and grasping these components will help you convey project outputs quickly and effectively.
Once you have a good grasp of all the components, you will have the ability to both interpret and construct a workflow diagram. Elements required to make a workflow diagram are as follows:
- Inputs: An action that can affect the following step
- Transformations: A change in input
- Outputs: The result following the transformation
These components are personified by shapes and arrows, which include:
- Ovals: Represent the start and finish of the procedure.
- Squares: Show instructions about activities and steps.
- Diamonds: Represent key decisions while constructing the process.
- Triangles: Present a break from activities and can in certain circumstances suggest steps to skip.
- Arrows: Connectors that represent the link between all shapes and actions.
When combined, these elements can guide someone in a successful journey towards their target.
Types of workflow diagrams
When looking to map out a process, there are a range of workflow diagram formats available. Each of these will have its own advantages that can help you with your process. You should choose the visualisation that best fits the needs of your process and also reflects the process itself.
Process flow diagram
A process flow diagram is the conventional way of depicting workflows. This variety of diagram demonstrates every single portion and the order in which they occur, forming a fundamental visualisation of the procedure from start to finish. It can give an expansive overview of tasks and aims while evading too much information.
Best for: Teams in need of an easy-to-understand, graphical illustration of their new process that employees and stakeholders can quickly grasp.
Swimlane diagram
A swimlane diagram is an alternative method of analysing workflows compared to process flow diagrams. Unlike the latter, swimlane diagrams divide the workflow into smaller, linked sections which are then organised into 'lanes' to emphasise potential interaction points and inefficient parts. This enables it to be simpler to evaluate the overall procedure and understand it better.
Best for: Teams collaborating on intricate processes with multiple components that interact yet remain distinct.
BPMN (Business process modelling notation)
BPMN utilises standardised symbols, meaning that both technical and business stakeholders can understand easily, creating a unified modelling language. These symbols have been designed for both stakeholders to comprehend with ease, making BPMN a useful tool when the aim is to make internal process adjustments without affecting external customers.
Best for: Different departments that are working in teams to improve processes.
SIPC (Supplier, input, process, outcome, customers)
A SIPOC (Supplier, Input, Process, Output, Customer) diagram is a swimlane diagram that examines each stage of a workflow from both an internal and an external perspective. It prioritizes the people who create and receive the data, rather than the steps of the process in chronological order. This method of diagramming is ideal for processes related to customer experience, showing who sends and receives the data and how it's managed.
Best for: Teams aiming to investigate both incoming and outgoing data.
How to create a workflow diagram
Start by gathering together all the different components of your workflow. Identify the inputs that are required, the outputs that are produced, the transformations that take place, and the deliverables of the process. Once you have the components organized in your mind, begin putting together a diagram that charts the relationships between the items. This will give you a visual representation of your workflow.
1. Select your type of workflow
Consider the functions needed for your process to determine which type of workflow is best for you. Is the process complex and involves multiple stakeholders? If so, a swim lane diagram may be most suitable. On the other hand, if the process is relatively simple, a process flow diagram could be the way to go.
2. Determine your start and end points
Rewrite:To establish the start and end of your workflow, contemplate when the process begins and concludes. Are there any events that trigger the process to start? Similarly, is there any step that denotes the conclusion of the process? Knowing these points will assist in effectively expressing when the process begins and ends, which is usually symbolised as ovals in your diagram.
3. Gather necessary information
To ensure that all information is accurately captured, it is important to reach out to the various stakeholders involved in the process. This may require hosting a kickoff meeting in which each department and leader is present to provide the relevant details needed, as well as obtain approvals to move forward with constructing the workflow diagram. Once the stakeholders are identified, take the time to consider all the steps involved in the process, who is responsible for what, and any other noteworthy aspects which should be included in the diagram.
4. Eliminate inefficiencies
Before constructing your visual workflow, make sure to document any potential inefficiencies in a change log. Look at a lack of resources, product development issues, and any other possible obstacles you could encounter down the line. This will help you share these problems with stakeholders, prioritize accordingly, and stay on top of progress to resolve them. In this way you can take preventative action against any issues, instead of dealing with them in real time.
5. Design your workflow
Start designing your workflow by collecting the necessary unit information, data points, and efficiencies and plotting them on your selected diagram. However, since each process is different and each diagram is unique, your workflow diagram will likely be different. An example of a workflow diagram may look something like this:
Once every part of your workflow has been laid out, bring it to the attention of your stakeholders and make sure it is suitable and precise. This is an excellent way to make sure that all issues have been taken into consideration and the proper resources have been properly identified.
Use workflows to map out processes
Using visuals to illustrate workflows can be highly beneficial in conveying deliverables to management and stakeholders. Additionally, it can be an effective way to get different departments to collaborate and come together on a unified process.
Find out more by speaking to team@yopla.co.uk