Flowchart

What is a Flowchart ?


A flowchart is a graphical representation of a process or algorithm that uses symbols and arrows to illustrate the sequence of steps and decision points involved. It serves as a visual tool to understand, analyze, and communicate complex processes in a clear and organized manner.

Flowcharts are commonly used in fields such as computer programming, software development, business processes, and problem-solving. They provide a systematic way to break down a process into smaller steps, allowing for a better understanding of the overall flow and identifying potential areas for improvement.

The main purpose of a flowchart is to visually represent the logical flow of a process, showing how inputs are transformed into outputs through a series of actions, decisions, and conditions. It helps stakeholders, team members, or users grasp the process quickly and accurately.

By using standardized symbols and arrows, flowcharts enable the representation of different types of actions, decisions, inputs, outputs, and connectors. These symbols and connectors create a visual map of the process, making it easier to follow and analyze.

Flowcharts are valuable in various contexts. In software development, they can outline the steps required to execute a program or troubleshoot issues. In business processes, they can demonstrate workflows, identify bottlenecks, and optimize efficiency. Flowcharts are also used in decision-making, project planning, and instructional materials.

Creating a flowchart involves placing the appropriate symbols in the desired sequence and connecting them with arrows to indicate the flow of control or information. The level of detail in a flowchart can vary, ranging from simple and high-level representations to more complex and detailed diagrams.

In summary, flowcharts provide a visual representation of a process or algorithm, helping to understand, analyze, and communicate it effectively. They are widely used in different industries and disciplines to improve efficiency, troubleshoot problems, and enhance process understanding.

Definitions of Flowchart


Here are definitions of flowchart by various authors:

1) American National Standards Institute (ANSI): 
"Flowchart is a diagram that depicts a process, system, or computer algorithm using standard symbols and arrows to represent the flow of data or activities."

2) Joseph M. Juran (Quality Management Expert): 
"Flowchart is a visual representation of a process, enabling the viewer to understand the sequence of activities, decision points, and interactions within the process."

3) Alan Shalloway and James Trott (Authors of "Design Patterns Explained"): 
"Flowchart is a diagram that shows the steps of a process or algorithm in sequential order, often with decision points or loops, and is used to communicate the structure and flow of a system."

4) W. Edwards Deming (Statistical Quality Control Expert): 
"Flowchart is a tool for displaying the sequence and interrelationships of actions, operations, or steps of a process or system, including the inputs, outputs, decisions, and feedback loops."

5) Ian Sommerville (Author of "Software Engineering"): 
"Flowchart is a graphical representation of a software process or system, which uses symbols and arrows to illustrate the flow of control, data, and information between different components and activities."

Flowchart Symbols


Flowchart symbols are graphical representations used to depict different elements and actions within a flowchart. These symbols provide a standardized visual language to communicate the various steps, decisions, inputs, outputs, and connections involved in a process. Here are some commonly used flowchart symbols:

Flowchart Symbols

1) Terminator: 
This symbol represents the start or end of a process. It is usually represented by a rounded rectangle with the word "Start" or "End" inside.

2) Process: 
This symbol represents a specific action or process within the flowchart. It is usually represented by a rectangle with rounded corners. The action or process is described inside the rectangle.

3) Decision: 
This symbol represents a decision point where the flowchart branches out based on a condition. It is usually represented by a diamond shape. The condition or question is written inside the diamond, and the flowchart branches out into different paths based on the answer (usually represented by arrows).

4) Input/Output: 
This symbol represents the input or output of data in the flowchart. It is usually represented by a parallelogram. The input or output data is described inside the parallelogram.

5) Connector: 
This symbol is used to connect different parts of the flowchart that are on separate pages or sheets. It is usually represented by a circle or a rectangle with labeled reference letters or numbers.

6) Predefined Process: 
This symbol represents a sub-process or subroutine that is defined separately from the main process. It is usually represented by a rectangle with double vertical lines on the sides.

7) Document: 
This symbol represents a document or report in the flowchart. It is usually represented by a rectangle with a wavy base.

8) Delay: 
This symbol represents a delay or waiting period in the flowchart. It is usually represented by a half-circle or a D-shaped object.

9) Loop: 
This symbol represents a loop or repetition in the flowchart. It is usually represented by a rectangle with curved edges or a curved arrow.

10) Annotation: 
This symbol is used to add additional information or comments to the flowchart. It is usually represented by a rectangle with a dashed or dotted outline.

Types of Flowcharts


Here is an expanded list of various flowchart types commonly used in different contexts:

1) Process Flowchart: 
It represents the sequence of steps and actions involved in a process, showing the inputs, outputs, and decisions along the way.

2) Data Flow Diagram (DFD): 
DFDs focus on the flow of data or information within a system or process. They illustrate how data is input, processed, stored, and output within the system.

3) Swimlane Flowchart: 
Organizes process steps into separate lanes or columns based on different participants or functional areas. It shows the interactions and responsibilities of different departments, teams, or individuals involved in the process.

4) Workflow Diagram: 
Workflow diagrams focus on the sequential flow of tasks or activities within a process. They highlight the specific actions, decisions, and conditions required at each step.

5) Decision Tree: 
Illustrates decision-making processes, showing choices, conditions, and outcomes. Decision trees use nodes to represent decisions or events, branches to represent different options or conditions, and leaves to represent the final outcomes or results.

6) Value Stream Map: 
Value stream mapping is a flowcharting method used in Lean Six Sigma methodologies to analyze and improve the flow of materials, information, and activities within a process or value stream. It visually represents the entire value stream, from supplier to customer, including all the steps and processes involved.

7) Deployment Flowchart: 
Demonstrates the allocation and interaction of resources or components in a system or process.

8) Event-Driven Process Chain (EPC): 
Represents business processes with events, functions, and process paths.

9) System Flowchart: 
Illustrates the flow of inputs, outputs, and controls within a system.

10) Cross-Functional Flowchart: 
Shows the interactions and responsibilities of different departments or individuals in a process.

11) Audit Flowchart: 
Documents the steps and processes involved in an audit procedure.

12) Program Flowchart: 
Represents the logical flow of a computer program, showing control structures and program modules.

13) Troubleshooting Flowchart: 
Guides the diagnosis and resolution of problems or issues.

14) Sales Process Flowchart: 
Represents the steps and stages involved in the sales process, from lead generation to closing a deal.

15) Customer Service Flowchart: 
Illustrates the process of handling customer inquiries, complaints, or requests.

16) Supply Chain Flowchart: 
Maps the flow of goods, information, and finances within a supply chain.

17) Marketing Campaign Flowchart: 
Represents the steps and activities involved in planning and executing a marketing campaign.

18) Quality Control Flowchart: 
Documents the steps and procedures for ensuring product or service quality.

19) Emergency Response Flowchart: 
Guides the actions and decisions during emergency situations or crisis management.

20) HR Process Flowchart: 
Illustrates the steps and procedures involved in HR processes, such as recruitment, onboarding, or performance evaluation.

Uses of Flowcharts


Flowcharts have a wide range of uses across various industries and disciplines. Here are some common uses of flowcharts:

1) Process Documentation: 
Flowcharts are commonly used to document and communicate processes within organizations. They provide a visual representation of the steps, decisions, and actions involved in a process, making it easier to understand and follow.

2) Process Analysis and Improvement: 
Flowcharts are valuable tools for analyzing and improving processes. They help identify bottlenecks, inefficiencies, and areas for optimization. By visually mapping out the process, stakeholders can identify areas of improvement and implement changes to streamline operations.

3) System and Software Development: 
Flowcharts are widely used in system and software development to plan, design, and understand the flow of logic and functionality. They help developers and stakeholders visualize the sequence of actions, conditions, and inputs/outputs required in a system or software application.

4) Troubleshooting and Problem Solving: 
Flowcharts aid in troubleshooting and problem-solving by visually representing the steps to diagnose and resolve issues. They help in identifying the root cause of a problem and guiding users through a decision-making process to reach a solution.

5) Project Planning and Management: 
Flowcharts can be used to plan and manage projects by outlining the sequence of tasks, dependencies, and milestones. They help project managers and teams understand the project scope, timelines, and critical paths.

6) Training and Onboarding: 
Flowcharts are useful for training new employees or onboarding team members. They provide a visual guide to understanding a process or workflow, making it easier for individuals to grasp and follow the steps.

7) Decision-Making: 
Flowcharts, especially decision trees, can assist in decision-making processes by visually representing various options, conditions, and outcomes. They help stakeholders consider different scenarios and make informed decisions based on the available choices.

8) Compliance and Standardization: 
Flowcharts can be used to ensure compliance with regulations or standards by documenting and illustrating the required processes and procedures. They serve as a reference tool for employees and auditors to understand and follow the prescribed guidelines.

9) Customer Journey Mapping: 
Flowcharts can be utilized to map out the customer journey, depicting the various touchpoints, interactions, and decision points a customer experiences while engaging with a product or service. This helps businesses identify opportunities for enhancing the customer experience.

10) Education and Instruction: 
Flowcharts are used in educational settings to teach concepts, illustrate algorithms, or explain complex processes in a simplified manner. They provide a visual aid to facilitate learning and comprehension.

How to Make a Flowchart ?


Making a flowchart involves a systematic process of representing the steps, decisions, inputs, and outputs of a process in a graphical format. Here are the general steps to create a flowchart:

1) Define the purpose and scope: 
Understand the process you want to depict and determine the specific objectives of the flowchart. Identify the boundaries and the level of detail you want to include.

2) Identify the symbols and their meanings: 
Familiarize yourself with the standard flowchart symbols and their meanings, such as the ones mentioned earlier (start/end, process, decision, input/output, connector, and flow arrows).

3) Determine the flowchart software or tools: 
Choose a flowchart software or tool that suits your needs. There are numerous options available, ranging from simple online tools to more advanced software like Microsoft Visio, Lucidchart, or draw.io. Alternatively, you can also create a flowchart manually using pen and paper.

4) Start with the start/end symbol: 
Begin by placing the start/end symbol on the page to represent the beginning and end of the process.

5) Add process symbols: 
Identify the steps or actions involved in the process and represent each step with a process symbol (rectangle with rounded corners). Arrange the process symbols in sequential order from left to right or top to bottom, depending on the preferred direction of the flow.

6) Add decision symbols: 
Identify decision points within the process where a choice needs to be made. Represent each decision point with a diamond-shaped symbol. Connect the decision symbols with arrows to show the different paths based on the possible outcomes.

7) Add input/output symbols:
Identify the inputs and outputs of the process and represent them with parallelogram symbols. Connect the input/output symbols with the relevant steps in the flowchart.

8) Connect the symbols: 
Use arrows to connect the symbols and show the flow of the process. Ensure that the arrows indicate the correct sequence and direction of the process.

9) Include connectors:
If the flowchart becomes too large to fit on a single page or if there are portions that need to continue on a different page, use connectors with letters or numbers to indicate the continuation. Place a small circle at the point where the flowchart continues, and label it with the appropriate connector.

10) Review and refine: 
Once the flowchart is complete, review it to ensure accuracy, clarity, and logical flow. Make any necessary revisions or adjustments to improve its readability and understandability.

11) Share or present the flowchart: 
Save the flowchart in the desired format (e.g., PDF, image file) and share it with relevant stakeholders or present it in meetings or presentations to communicate the process effectively.

Remember that creating a flowchart is an iterative process, and you may need to refine and revise it based on feedback or changes to the process. It's essential to keep the flowchart clear, concise, and easy to understand for the intended audience.

Advantages of Flowchart


Flowcharts offer several advantages in various contexts. Here are some of the key advantages of using flowcharts:

1) Visual Representation: 
Flowcharts provide a visual representation of a process or system, making it easier to understand and follow the flow of steps, decisions, and actions. They enhance comprehension by presenting complex information in a simplified and organized manner.

2) Clarity and Communication: 
Flowcharts improve communication by presenting information in a clear and concise format. They allow stakeholders, team members, or users to quickly grasp the process, its components, and the relationships between them. Flowcharts facilitate effective communication and eliminate confusion or misinterpretation.

3) Process Analysis and Improvement: 
Flowcharts are valuable tools for analyzing and improving processes. They help identify bottlenecks, inefficiencies, and areas for optimization. By visually mapping out the process, flowcharts provide a holistic view of the process, enabling stakeholders to pinpoint areas for improvement and implement changes effectively.

4) Standardization and Consistency: 
Flowcharts promote standardization and consistency in processes. They serve as a reference point for ensuring that tasks and actions are performed in the correct sequence and with consistent procedures. Flowcharts help maintain quality and adherence to established guidelines.

5) Documentation and Record Keeping: 
Flowcharts serve as a form of documentation, providing a record of processes and workflows. They enable easy reference and help in preserving institutional knowledge. Flowcharts are valuable in training new employees, ensuring continuity, and facilitating knowledge transfer.

6) Decision-Making and Problem Solving: 
Flowcharts aid in decision-making and problem-solving processes. They provide a structured visual representation of choices, conditions, and outcomes, helping stakeholders analyze different scenarios and make informed decisions. Flowcharts also guide troubleshooting efforts by outlining the steps to diagnose and resolve problems.

7) Process Standardization and Compliance: 
Flowcharts assist in establishing and maintaining process standardization and compliance with regulations or standards. They document the required procedures and actions, ensuring that processes adhere to prescribed guidelines. Flowcharts serve as a valuable tool for audits, compliance assessments, and quality control.

8) Efficiency and Optimization: 
Flowcharts facilitate process optimization by identifying inefficiencies and opportunities for improvement. They help streamline processes, eliminate unnecessary steps, and reduce waste or redundancies. Flowcharts support lean methodologies and continuous improvement efforts.

9) Training and Onboarding: 
Flowcharts are effective training tools for new employees or team members. They provide a visual guide to understanding processes, making it easier for individuals to learn and follow the steps. Flowcharts streamline onboarding processes and reduce the learning curve.

10) Collaboration and Decision Consensus: 
Flowcharts encourage collaboration and consensus-building among team members or stakeholders. They facilitate discussions, allow for feedback and input, and promote a shared understanding of the process. Flowcharts enable effective teamwork and decision-making.

Disadvantages of Flowchart


While flowcharts offer many advantages, there are also some potential disadvantages to consider. Here are a few disadvantages of using flowcharts:

1) Simplification and Oversimplification: 
Flowcharts aim to simplify complex processes into a visual representation. However, in some cases, this simplification may lead to an oversimplification of the actual process. Important details or nuances may be overlooked or not adequately represented in the flowchart, potentially leading to misunderstandings or incomplete analysis.

2) Limited Scope: 
Flowcharts are best suited for representing linear or sequential processes. They may not be as effective for capturing complex or nonlinear processes with multiple interdependencies or feedback loops. Representing such processes accurately in a flowchart can be challenging and may require additional documentation or supplementary diagrams.

3) Lack of Real-Time Updates: 
Flowcharts are typically static representations that do not update in real-time. As processes evolve or undergo changes, the flowchart may become outdated if not regularly updated. This can lead to confusion or reliance on outdated information, especially if the flowchart is used as a reference for operational tasks.

4) Complexity Management: 
Flowcharts can become complex and difficult to interpret when representing intricate processes or those with numerous decision points and branches. Large flowcharts may span multiple pages or become visually cluttered, making it harder to understand the flow and relationships between steps. Managing the complexity of a flowchart can be challenging, especially for complex processes.

5) Lack of Context: 
Flowcharts primarily focus on the logical flow of steps and decisions in a process. They may not capture the broader context, external factors, or specific requirements that impact the process. Without this additional context, the flowchart may provide an incomplete understanding of the process or its constraints.

6) Interpretation Variability: 
The interpretation of flowcharts may vary among individuals, leading to potential misunderstandings or confusion. Different stakeholders may have different perspectives or levels of familiarity with flowchart symbols and conventions. This variability in interpretation can affect communication and collaboration, particularly if there is no standardization or training on flowchart usage.

7) Time and Effort: 
Creating and maintaining flowcharts can require significant time and effort, especially for complex processes. It may involve gathering information, collaborating with stakeholders, and revising the flowchart as the process evolves. The time and effort invested in creating flowcharts should be balanced with the expected benefits and practicality of using them in a particular context.