What is process flow? [tips and examples]

Life is made up of processes. Hiring a new employee? Recruitment processes. Checking products are up to scratch? Quality control processes. Making a cup of coffee? 

Okay, so not every process is formally acknowledged, and nor should it be — but in the workplace, it makes sense to standardize the many complex tasks and items that form your business and its offering. This is what’s known as ‘process flow’.

Process flow is all about keeping projects on track and making sure everything runs as smoothly as possible. Let’s take a closer look at how to master this project management essential. 

What is process flow and a process flow diagram (PFD)?

Process flow refers to the sequential movement of tasks, information, and products that move through a system. And a process flow diagram is the visual representation of all of these moving parts. 

Think of it as being like a map that helps you see the path of a task or item from beginning to end. This makes everything easier to understand and manage, which, in turn, boosts communication and efficiency. 

Why do we use process flow diagrams?

By clearly mapping out each step from start to finish, everyone knows what their role and responsibilities are. 

This clarity helps you avoid misunderstandings and mistakes. Plus, process flow really boosts efficiency. When tasks are laid out clearly, people can cut down on wasted time and effort. 

It also helps you spot problems before they arise. When you can see the whole process, it’s easier to identify bottlenecks or areas that need a little tweaking.

Process flow diagrams — 

• Help visualize the journey of tasks, information, or products through a system.
• Clarify roles and responsibilities within an organization.
• Boost efficiency by outlining tasks clearly.
• Reduce misunderstandings and mistakes.
• Identify potential bottlenecks or issues early on.
• Ensure projects stay on track and run smoothly.
• Helps the organization achieve goals with minimal delays.

Ultimately, it’s all about keeping things running smoothly so the team can hit its targets without unnecessary holdups or confusion.

Examples of process flow diagrams

Now we know why it works, let’s look at what process flows look like in the real world.

1. Standardizing manufacturing processes 

Let’s say a car manufacturing plant reviews its assembly process flow. By standardizing each step—from welding to painting and final assembly—the team realizes it has a few too many inspections. By cutting these out, the manager realizes they can streamline production. 

This optimization not only lowers production times but reduces errors, boosting quality across all vehicles and making it easier to stick to production schedules.

2. Analyzing and optimizing software development

A software development company uses process flow charts to track its Agile development cycles. 

Once the manager reviews these charts, they notice that code review delays are a bottleneck. To address this issue, they streamline the review process and use continuous delivery techniques. This enhances the overall speed and quality of product delivery, ultimately optimizing their workflow.

3. Boosting team accountability in retail

A big retail chain sets up process flow maps for its inventory management system. 

When new stock arrives, employees can see their specific roles — from checking in deliveries to updating databases. This clarity boosts accountability and ensures tasks get completed accurately and on time, leading to improved store performance.

A step-by-step guide to creating a business process flow diagram

Here’s a detailed guide to help you design your own process flow diagram.

1. Define the process

Start by identifying a specific process you want to map out. This could range from employee onboarding to managing customer service calls. 

Next, define a start and an endpoint to keep your focus sharp. For example, if you’re mapping onboarding, your start point might be the acceptance of a job offer, and the endpoint could be the new employee’s first day.

2. Gather input from stakeholders

Chat with team members who are directly involved in the process. Their insights will help you understand a fuller picture of the process, plus how each step works. 

You might want to set up interviews or brainstorming sessions to encourage idea-sharing. Ask team members open-ended questions about their experiences, what challenges they face, and any suggestions they might have. 

This collaborative approach supports your diagram with real-world perspectives.

3. List all steps and tasks

Write down every step involved in the process, regardless of how minor it may seem. Be thorough because each task will contribute to the overall flow. 

Use a bullet-point list to organize these tasks and group related activities together. For example, if your process includes training sessions, you might list preparation, delivery, and feedback collection as grouped tasks.

4. Identify inputs and outputs

Now you need to clarify what inputs you need trigger each step, and the outputs you expect after each action. This might be as straightforward as a form submission leading to data entry, or a completed analysis producing a report. 

Knowing how these elements work together will help make sure your diagram accurately reflects the process flow and the various task dependencies. 

5. Choose diagramming tools

Now it’s time to visualize your process. You can use Word or Google Docs, or an old-fashioned pen and paper — and the latter isn’t bad for a first draft. But when it comes to formatting, editing, and sharing, none of these options is ideal. So get diagramming tools involved. 

Choose a tool that fits your personal style and the preferences of your team. Familiarize yourself with its features, and get creative. Ideally, your chosen tool will allow you to share with others, so you can get their input before finalizing. 

6. Use standardized symbols

There’s no need to reinvent the wheel. Stick to commonly accepted flowchart symbols to make sure your diagram is easy to understand and follows convention.

• Use ovals to denote start and end points
• Use rectangles for tasks
• You’ll want diamonds for decision points
• And arrows to indicate the flow of the process.

By standardizing your symbols, you make it easier for others to follow and interpret your diagram without ambiguity.

7. Draft the diagram

Now it’s time to position your identified tasks in the order they happen. Connect each step with arrows to illustrate the flow of the process clearly. 

Don’t forget to include decision points where choices need to happen. These are essential for understanding the potential paths through the process. Aim for a logical and straightforward layout that guides the viewer from start to finish, and don’t be afraid to run it by others on the team just to make sure it makes sense. 

8. Review and refine

Once you have a draft, share it with the wider team and other stakeholders for their feedback. 

Be open to their suggestions since they’ll have a valuable perspective and might spot things you’ve missed. This step helps you make sure your PFD isn’t just accurate but also comprehensive. Make adjustments based on new input to keep it effective.

9. Label clearly

Each task and decision point needs to have a clear and concise label. Avoid using jargon or overly technical language. Instead, go for simplicity so everyone can understand the labels at a glance. 

For example, instead of “Conduct HR evaluation,” you might say “Review candidate qualifications” to make it more relatable.

10. Distribute the final diagram

After finalizing your PFD, share it with your entire team. You might want to host a short session to walk everyone through the diagram, answer any questions, and clarify roles within the process. This helps everyone know what’s going on and how they fit into the workflow.  

Project management tools were made for process flow diagrams

Diagramming tools are your secret weapon here. Not only do they make it easier to actually create the PFD (Cacoo comes with a handy drag-and-drop interface) — they also make the whole process that little bit more collaborative, which is exactly what you want when it comes to processes. 

If you’re using Cacoo, simply select your template, customize it with shapes, arrows, and colors, and then share it with the team. Read their comments, make adjustments with a click, and then invite stakeholders in. And when your creation has the green light, it’s stored on the cloud, so everyone can access it at any time. It makes the daunting task of managing timelines, workflows, and resources a breeze, allowing for smarter decision-making and smoother workflow management. Give it a try for free today!