What You Need To Know About Process Diagrams

What is a Process Diagram?

A process diagram, also known as a process flowchart, is a visual representation of the steps required to complete a given task or achieve a desired outcome. They can be used by anyone from business owners to managers, team members, customers, and suppliers.

Process diagrams are commonly used in factories and other manufacturing settings, but they can also be applied in other areas such as service delivery, healthcare, research, and education.

What is its Purpose?

The purpose of a process diagram is to show how a process works and the different stages it goes through. They are used to improve communication within a team, identify areas for improvement, and track progress.

The icons and symbols used in process diagrams vary depending on the type of diagram it is, but all share a common goal: to show the sequence of events and activities required to complete a task.

When is it Used?

Process diagrams can be used for illustrating everything from the manufacturing process of a new product, to the steps involved in cooking a meal to serve. They’re versatile tools that make complex processes easier for everyone on the team to understand and follow.

However, they may not be ideal for highly abstract concepts, like customer behavior, or very technical ones, like data transformations. Though in many cases, a different type of process chart can still help businesses with their tasks.

Different Types of Process Diagrams

Different processes need different types of diagrams. For example, a diagram showing how data moves through a system will most likely look different from one that maps team roles or departmental responsibilities. Each type of process uses its own flowchart, with unique symbols and shapes to represent key steps and flow.

Here are some common process diagram types:

• Process Flowchart - A simple diagram that shows a step-by-step process, ideal for explaining linear workflows like incident reporting or routine procedures.

• Workflow Diagram - A diagram that shows the way a business functions, often used to train newly hired employees, spot issues, and orchestrate improvements in how work gets done.

• Business Process Model and Notation (BPMN) Diagram - This process diagram is best used to simplify complex business processes like process improvement or automation.

• Data Flow Diagram (DFD) - This diagram shows how data moves through a system, focusing on describing what data flows where, rather than describing what happens.

• Value Stream Map - This map is used in Six Sigma to show where value is created and where waste occurs within a process.

• SIPOC Diagram - This diagram also supports Six Sigma to help outline the scope of processes like suppliers, inputs, outputs, and customers.

• Swimlane (or Cross-functional) Process Diagram - This diagram shows how different roles or departments interact within a process, clarifying team roles and handoffs.

How Do You Create a Process Diagram?

Step-by-Step Process Diagram Creation Guide

Though some may think it’s complicated to create a process diagram, it’s actually rather simple, especially when you are using templates or digital solutions such as SafetyCulture.

Below are some steps to help you create a process diagram:

1. Define the Problem - State the problem and the outcome you want to achieve.

2. Outline Activities - List key tasks to accomplish and any constraints or risks to consider.

3. Set Boundaries - Clarify who’s involved (roles), the scope and limitations of the task, the start trigger, and the end condition.

4. Order the Steps - Break the work into clear steps that make sense from start to finish.

5. Apply Standard Symbols - Make sure to use these symbolize to standardize communication regarding the processes to follow:

   1. Oval - Start or End

   2. Rectangle - Process or Task

   3. Diamond - Decision (Yes or No branches)

   4. Parallelogram - Input or Output (data in or reports out)

   5. Arrows - Flow direction

6. Review and Finalize - Share process diagram for feedback, then refine labels and confirm accuracy.