Understanding

Flowcharts
What is a Flowchart?

A flowchart is a picture of a process as it occurs in sequential order. One purpose of the

flowchart is to define the system being studied and provide a visual people can
understand, describing and documenting the process.

Flowcharts are typically built in one of three ways:

● High Level
● Detailed
● Functional

High Level charts are very simple, usually including 4-6 steps. Detailed charts take it
further an often include multiple levels of detail. The Functional element can be added to
either a high level or detailed flow chart.

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What does a Flowchart look like?

As you can see in the example to the

right, there are five different areas:
Customer, Sales, Contracts, Legal, and
Fulfillment. These areas have respective
items that participate in the completion
of the process. You can see how items
from the five different areas interconnect
to continue the flow of the process.

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When should I use a Flowchart?

● Document procedures
● Provide a common understanding for everyone
● Define process boundaries
● Recognize bottlenecks and opportunities for improvement

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How Do I Make a Flowchart?

1. Define the process: Start by defining the process diagram and list the starting and end
steps.
2. Observe the process: Take note of each step as it occurs. You may not be able to
observe all steps, so if necessary gather needed information from personnel who know
or perform those steps, such as customers or suppliers. Also, note who is involved in
the process (workers, equipment, supervisors, etc.).
3. List major steps: Create a list of all the steps in the process and put them in sequence
(i.e., order of occurrence).

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How Do I Make a Flowchart?, cont.

4. Draw the flowchart using symbols: Use the industry-recognized flowchart symbols
(described on pages 10-12). Each symbol, or step, should be connected with arrows to
show the direction of the work and its performer (i.e., the individual or department
[dept.] who will complete the step). Create a graphical representation of the process
and look for improvement opportunities.

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Building a Flowchart

1. Define the process: We want to create a flowchart for our company’s ordering process.
The process starts when a member of our staff sends in a requisition for supplies. The
process ends we receive the ordered supplies.
2. Observe the process: Beginning at the starting point, we walk through each step of
the process until we reach the ending point. We take notes on who does what and
how the work is completed. Once we finished following the process, we have
generated a list of all the major steps (seen in Step 3 on the next page).

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Building a Flowchart, cont.

3. List major steps: In the list to the top

right are all the steps we gathered.
After following the process we have a
clear idea who the key players/dept.’s
are in our process. We write the
names of the players/dept.’s in a
series of horizontal boxes across the
top of our flowchart. An example is
shown to the bottom right.

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Building a Flowchart, cont.

4. Draw the flowchart using symbols:

We drew each step in the process
using flowchart symbols. Our process
moves left to right and in order of
occurrence. Each symbol/ step is
placed below the correct player or
dept., and each symbol/step is
connected with lines and arrows
showing the direction of the process
flow. Our example is to the right.

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Flowchart Symbols
COMMON FLOWCHART SYMBOLS OTHER FLOWCHART SYMBOLS
Symbol Name Function Symbol Name Function

An oval represents a start or end Represents a printed document or

Start/End Document
point report

A line is a connector showing a Multiple Represents multiple documents in

Arrows
relationship between two shapes Documents the process

A parallelogram represents an input Represents a step requiring a user

Input/Output Manual Input
or an output to enter information manually

Represents preparation or setup for

Process A rectangle represents a process Preparation
another step in the process

Indicates the flow continues

A diamond represents a decision
Decision Connector continues where a matching symbol
point
has been placed

Indicates a process flow continues

Or
in more than two branches

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Flowchart Symbols, cont.
OTHER FLOWCHART SYMBOLS OTHER FLOWCHART SYMBOLS
Symbol Name Function Symbol Name Function

Indicates a point where multiple

Summoning
branches converge back into a Delay Indicates a delay in the process
Junction
single process

Indicates a step where two or more Indicates a step where data gets
Merge Data Storage
sub- processes become one stored

Indicates a step to order Indicates information structured for

Collate Database
information into a standard format ease of searching and sorting

Indicates a step to organize items

Indicates information was stored in
Sort into a sequence based on set Internal Storage2
memory during a program
criteria

Indicates a sequence to perform a

Subroutine1 specific task embedded within a Indicates a step to display
Display
process information

Indicates a sequence of commands Indicates the process continues off

Manual Loop Off Page
that repeat until stopped manually page (or on another page)

Indicates the point where a loop 1

This step could be described in more detail on a separate flowchart.
Loop Limit
should stop 2
This symbol is typically used in software designed flowcharts.
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Flowchart
Symbols

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 Key Takeaway

A Flowchart is a visual representation

of a process. There are many different
styles of flowcharts, so choose the
style best suited for your need.

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