A workflow diagram shows the steps that must be taken to
achieve a particular objective. Learn how to create a workflow diagram and the
background of workflow chart templates.
What Is a Workflow Diagram?
A workflow diagram, also referred to as a workflow chart or
a process flow diagram, is a diagram that shows how business operations and
processes are carried out. This kind of diagram is used by businesses to
organize workflow analysis and streamline processes. These flowcharts show the
various steps required to achieve a goal, prevent bottlenecks, and specify
which team members complete tasks when.
Workflow vs. Flowchart: What's the Difference?
Workflow refers to the actions and procedures a team takes
to accomplish a goal. To simplify the process, a flowchart assigns the tasks
and visually outlines these steps.
A Brief History of the Workflow Diagram
Various industries have used activity diagrams to streamline
work processes throughout history. Consider the following flowchart iterations:
1. Flow process diagram: Engineers and efficiency experts In
1921, Frank and Lillian Gilberth invented the flow process chart. This concept
was based on mechanical engineer Henry Gantt's Gantt Chart, a diagram tool used
to support time management by charting the relationship between activity and
time.
2. Architects: The Gilberths presented their model for
process improvement to the American Society of Mechanical Engineers. Business
leaders took notice, and throughout the 1930s, industrial engineer Allan H. Mogensen,
known as the "Father of Simplicity," taught team members and leaders
about such process diagrams.
3. Post-war: Following World War II, manufacturing resumed,
and these process workflows became more common in various departments across
various industries. The United States Navy, the Department of Defense, and the
Apollo program, for example, all implemented variations on this process
mapping.
4. Process improvement: Companies seeking globalization in
the 1980s focused on process improvement in production and manufacturing.
Flowcharts were an important part of Six Sigma, a quality improvement
methodology.
5. Workflow management: Traditionally, companies used
workflow diagrams for operations and production, such as providing process
steps for assembly lines. Today, digital workflow management programs and data
flow diagrams are used in a variety of industries, including technology and
media. These tools can help with onboarding new employees and demonstrating to
stakeholders how processes unfold in real time to improve efficiencies.
What Is the Purpose of a Workflow Diagram?
In a few cases, teams can use workflow diagrams to provide
numerous benefits to a company. Consider the following benefits:
1. Improve communication: Visually mapping out who needs to
do what and when will help employees know who to go to for which tasks. This
can save time while also increasing employee productivity and clarity.
2. Identify inefficiencies: If your company is experiencing
bottlenecks, creating an overview of a business process can assist in
identifying and implementing scientific work step management.
3. Streamline e-commerce: Workflow software can better map
the customer journey and the steps that illuminate structural processes to
improve purchase and sales paths.
3 Types of Process Flow Diagrams
Workflow diagrams are classified into several types,
including:
1. Notation for business process modelling: The BPMN method
is based on a unified modelling language (UML), which employs standardized symbols
to provide visual clarity and a shared workplace vocabulary. BPMNs are also
referred to as UML diagrams. UML activity is generally not shared with external
clients because standardized symbols are used for internal tracking.
2. Process flow diagram: This common flowchart depicts labour
in sequential steps that lead to specific endpoints. These steps are brief but
provide an overview of business process mapping and project management.
3. Swimlane diagrams: These diagrams divide work into
smaller units and steps. These diagrams emphasize the efforts that serve as
connectors, demonstrating how one step influences the next and who is in charge
of specific tasks. Swimlanes, as a more detailed workflow diagram example, can
help reduce inefficiencies.
How to Create a Workflow Diagram
When creating a workflow diagram to meet the needs of your
company and team, keep the following tips in mind:
1. Think about the causes and effects. Every action causes a
reaction. Work backwards or forwards from the end goal to determine how each
task influences a neighbouring one in your flowchart.
2. Establish the company's long-term objectives. To create
an effective workflow diagram, you must first understand what you are working
toward. Name the end goals, what constitutes success, and when they should be
met”then work backward to identify the steps required to achieve success.
3. Get rid of inefficiencies. Include the resources required
to complete each task as well as the team members who will be responsible for
its success. Allow for some wiggle room so you can keep up.
4. Consider team members. Determine which team members
should carry out which tasks. They'll be the puzzle pieces you strategically
place along the path of your workflow diagram to complete critical tasks.
5. Display team members and stakeholders. Before
implementing, show the workflow diagram to upper management and those
performing the tasks. Others with different points of view may have questions
and concerns. These suggestions can help to determine overall productivity and
team members' success requirements.
