Flow charting is a visual tool used to represent processes, workflows, or systems in a sequential, step-by-step format. It helps illustrate how different actions, decisions, or steps are connected. Here are the key concepts of flow charting:
- Start/End (Terminator) Symbols:
- Oval shapes are used to mark the start or end of a process.
- These symbols define the entry and exit points of the workflow.
- Process (Action) Symbols:
- Rectangles represent processes, actions, or tasks that occur within the flow.
- Each rectangle contains a short description of the specific step being performed.
- Decision Points:
- Diamonds indicate a decision or choice point where the process can branch into different paths based on conditions.
- Each branch from the diamond leads to different outcomes, typically labeled “Yes” or “No” to indicate the decision being made.
- Flow Lines/Arrows:
- Arrows or lines show the flow or direction of the process.
- They connect symbols and define the sequence in which steps or decisions occur.
- Input/Output (Data) Symbols:
- Parallelograms represent input (e.g., data entry, receiving information) or output (e.g., printing a document, displaying results).
- They signify the interaction with external data sources or systems.
- Connector Symbols:
- Small circles or other shapes are used as connectors when the flow chart becomes too complex for a single page.
- They allow you to continue the flow at different points in the chart or across multiple diagrams.
- Subprocess Symbols:
- Double-bordered rectangles represent a subprocess, which is a detailed process that can be broken down into a separate flow chart.
- This symbol helps simplify complex flow charts by referencing other detailed processes elsewhere.
- Document or Data Symbols:
- Rectangles with wavy edges or cylinders are used to show documents, reports, or databases involved in the process.
- These symbols indicate where data or information is stored or used in the workflow.
- Loops and Iteration:
- Backwards arrows are used to indicate repetition or loops in the process, where a certain set of steps must be repeated based on a condition.
- This helps capture iterative processes or cyclical workflows.
- Decision Outcomes:
- Multiple Paths: From a decision point, the flow can branch into multiple possible paths (e.g., “Yes” leads to one outcome, “No” leads to another).
- This allows modeling of complex processes with conditional logic.
- Parallel Processes:
- Split paths represent processes that occur in parallel or can happen simultaneously.
- This allows you to show concurrent workflows or multiple tasks happening at once.
- Flow Chart Levels:
- High-level Flow Charts: These show the overall process or system, focusing on major steps.
- Detailed Flow Charts: These zoom in on individual steps for a more granular look at the process.
- Annotations and Comments:
- Annotations can be added to explain or clarify specific parts of the flow chart.
- This helps provide context or further explanation for certain steps or decisions.
- Standardization:
- Consistent Symbols: Flow charts use standardized symbols (as described above) to ensure clarity and ease of understanding across various industries and teams.
- This standardization allows others to easily interpret the flow chart without confusion.
Benefits of Flow Charting:
- Visual Clarity: Provides a clear visual representation of a process, making it easier to understand.
- Problem-Solving: Helps identify bottlenecks, inefficiencies, or areas for improvement in a workflow.
- Process Improvement: Flow charts make it easier to optimize or redesign processes by highlighting each step and decision point.
- Communication: Facilitates communication by giving everyone a common understanding of how a process works.
Flow charts are useful in many fields, including business process modeling, software development, manufacturing, and systems analysis. They provide an easy way to visualize workflows and decision-making paths.
To show who is acting in a flow chart, you can use a variety of methods that clearly define responsibilities or roles. Here are the most common approaches:
- Swimlane Diagrams:
- Definition: A swimlane diagram is a specialized type of flow chart that organizes the process into “lanes,” each representing a different actor (person, department, team, or system).
- How it Works:
- Each lane (horizontal or vertical) corresponds to a different role or entity.
- The actions or processes are placed in the respective lane based on who performs the action.
- Lines between lanes show how responsibility moves from one actor to another.
- Benefit: Clearly shows who is responsible for each step and highlights interactions between different actors.
- Example: If two departments are involved, one lane might be labeled “Sales” and another “Customer Support,” with each lane containing the steps performed by that department.
- Actor Labels in Process Boxes:
- Definition: This method involves adding actor names or role labels directly in or near the process box that describes the action.
- How it Works:
- Each process box (rectangle) that represents an action can include the actor’s name or role inside the box or as a label above or beside it.
- This explicitly ties the action to the responsible party.
- Benefit: Provides clear, direct information about who is performing each task without needing separate lanes.
- Color Coding:
- Definition: Use different colors to represent different actors or roles in the flow chart.
- How it Works:
- Each actor or role is assigned a unique color.
- The process boxes are filled or outlined with that color to indicate which actor is responsible for each action.
- Benefit: Visually distinguishes who is performing each action, making it easy to see at a glance.
- Role Symbols or Icons:
- Definition: Use symbols or icons (such as user icons or department symbols) to visually represent the actor or role responsible for each step.
- How it Works:
- Add an icon next to or within each process box to indicate which actor is responsible for that action.
- Benefit: Adds a visual cue, which can help quickly identify the role responsible for a task without relying on text alone.
- Annotations or Text Labels:
- Definition: Add text labels or annotations next to specific steps in the process to indicate which actor is responsible.
- How it Works:
- Simply place a text label or note alongside each action box (e.g., “Performed by Sales Team”).
- Benefit: Simple and straightforward method to identify roles without altering the main flow chart structure.
- Responsibility Matrix (RACI Chart):
- Definition: Combine a flow chart with a RACI chart, which outlines who is Responsible, Accountable, Consulted, and Informed for each step.
- How it Works:
- The RACI chart lists tasks along with the associated roles and their involvement levels.
- You can either integrate this into the flow chart or keep it as a supplemental reference.
- Benefit: This method provides a more detailed understanding of roles, especially for complex processes.
Summary of Methods:
- Swimlane Diagram: Separate lanes for each actor.
- Actor Labels: Actor names inside or beside process boxes.
- Color Coding: Different colors for different actors.
- Role Symbols/Icons: Visual symbols to represent roles.
- Annotations: Text labels indicating who is responsible for each action.
- RACI Chart: Supplemental chart detailing role involvement per task.
Conclusion:
For most clarity in a flow chart, swimlane diagrams and actor labels are the most commonly used methods. Swimlane diagrams are especially useful when you want to track multiple actors interacting across a process. However, for smaller processes, color coding or simple labels might suffice.