What is a flowchart? Symbols, types, and how to make one

Whether you're a business owner looking to streamline operations, a project manager aiming to keep your team on track, or a software developer designing a new application, flowcharts can be an invaluable tool. By breaking down complex processes into clear, logical steps, flowcharts help you identify potential bottlenecks, optimize workflows, and communicate ideas effectively. In this comprehensive guide, we'll explore the fundamentals of flowcharts, including their symbols, types, and practical applications.

What is a flowchart?

A flowchart is a visual diagram that shows the steps, decisions, and sequence of a process from start to finish. It uses standardized shapes and symbols to represent different types of actions, making complex workflows easy to understand at a glance. Teams use flowcharts to plan, document, and improve processes across industries.

Industrial engineers Frank and Lillian Gilbreth introduced the flowchart concept in 1921, when they presented it to the American Society of Mechanical Engineers (ASME). Since then, flowcharts have been refined and standardized to optimize processes across various industries.

If you want to learn more about the variety of different types of flowcharts and flowchart symbols, you've come to the right place. We're also going to cover how you can create flowchart diagrams and provide a few examples for inspiration.

When to use flowcharts

Flowcharts can be helpful in a variety of scenarios, including when you need to:

1. Documenting and standardizing processes

A flowchart is a wonderful way to map out and document a collaborative project or process. Once your flowchart is done, you can reuse it for similar projects and processes. This can save you and your team time and stress in the long run.

2. Visualizing complex ideas and systems

Not everyone on your team will have the time (or resources) to read through a complicated and lengthy process document. A flowchart allows everyone to follow the workflow, understand the tasks, and quickly and easily analyze the individual steps.

3. Organizing teams and assigning tasks

Visually representing a process can make it easier for you to assign tasks to team members and organize your team's work so it all flows better.

4. Making data-driven decisions

Decisions often look way less intimidating and complicated when they're mapped out in a flowchart. A flowchart can also help you see the consequences of your decisions, which makes it easier to anticipate and justify next steps.

5. Identifying and preventing bottlenecks

Flowcharts help you uncover bottlenecks or problems before they become issues. By mapping out the entire process with this visual guide, you can follow each step and ensure that you allocate enough time and resources to every task.

6. Planning and tracking project progress

Since it's so easy to follow the steps in your flowchart, you can always pinpoint where your team is currently at in the project or process. This makes tracking progress very easy and also gives you a great overview of the tasks that still need to be completed.

Flowchart symbols and definitions

Flowcharts range from quick hand-drawn sketches to comprehensive workflow diagrams created with dedicated software. To ensure consistency across teams and industries, the American National Standards Institute (ANSI) established official standards in the 1960s.

These standards were adopted by the International Organization for Standardization (ISO) in 1970 and are maintained by ISO. When reading a flowchart, follow the Western standard: read from top to bottom and from left to right. Let's take a look at some of the most commonly used flowchart shapes, symbols, names, and meanings.

• Flowline: The flowline shows the process's direction by connecting two blocks with one another.

• Terminator: The terminal or terminator represents the start or end points of a flowchart process.

• Process: The process symbol is the most common component of a flowchart and indicates a step in the process.

• Comment or Annotation: You can indicate additional information about a step with a comment or annotation.

• Decision: This symbol represents a decision you or your team must make to move to the next step in the process. Typically, it's a true or false decision or a yes or no question that you need to answer.

• Stored data: This symbolizes a data file or database.

• "Or" symbol: This indicates that the process flow continues in three or more branches.

• Input/Output: The input/output symbol represents the process of inputting or outputting external data.

• Display: This indicates a step that displays relevant information.

• Document: This symbol represents a single document.

• Delay: This symbol allows you to plan and represent any delay periods that will be part of the process.

• Manual input: This symbol indicates data or information that must be entered manually into a system.

• Manual operation: This symbolizes a manual operation or adjustment to the process.

• Off-page connector: This symbol connects two symbols on different pages.

• On-page connector: This dot can connect two symbols and replace long lines, resulting in a cleaner flowchart.

• Summoning junction symbol: This symbol is used to converge multiple branches back into a single process.

• Alternate process: The lines to this symbol are usually dotted. The symbol itself stands for an alternative to the normal process step, in case one is needed.

• Predefined process: This symbol indicates a process that is already defined elsewhere.

• Multiple documents: This symbolizes multiple documents.

• Preparation or initialization: This symbol indicates a preparation or initialization step in the process.

Once you've learned what the symbols represent, you can read, or create, pretty much any type of flowchart and gain a better understanding of the visualized process. When you create a flowchart that needs different shapes or symbols, include a legend so it's still accessible to your teammates.

Common types of flowcharts

Different types of flowcharts serve different purposes. Choosing the right one depends on what you're visualizing, whether that's a simple workflow, a technical algorithm, or a cross-functional process.

Decision flowchart

A decision flowchart focuses on the decision-making process, outlining the different paths and outcomes based on specific conditions or criteria. It helps teams evaluate and improve their decision-making strategies.

Process flowchart

Also known as a process flow diagram or process map, a process flowchart provides a step-by-step representation of a process, showcasing the sequence of tasks, decision points, and endpoints. It is useful for documenting, analyzing business processes, and optimizing workflows.

Workflow diagram

A workflow diagram illustrates the flow of work and information between people, departments, or systems. It helps streamline processes, identify bottlenecks, and ensure efficient collaboration among team members.

Swimlane flowchart

Also called a cross-functional flowchart or swimlane diagram, this type of flowchart separates the process steps into lanes representing different actors, such as departments or roles. It is ideal for visualizing complex processes that involve multiple stakeholders.

Data flow diagram (DFD)

A data flow diagram (DFD) maps out the flow of data within a system, showcasing how data is processed, stored, and transmitted. DFDs are commonly used in computer programming and systems analysis to design and document information systems.

Program flowchart

A program flowchart represents the sequence of steps and decisions in a computer program or algorithm. It helps programmers design, document, and debug software applications using standard flowchart symbols and shapes.

System flowchart

A system flowchart represents the architecture and components of a system, including hardware, software, and their interactions. It is useful for designing, documenting, and troubleshooting complex systems.

Process flow diagram (PFD)

Similar to a process flowchart, a process flow diagram (PFD) provides a high-level overview of a process, focusing on the major equipment, material flows, and control loops. This type of diagram is commonly used in chemical engineering and industrial processes.

Event-Driven Process Chain (EPC) flowchart

An event-driven process chain (EPC) flowchart is a specialized type of flowchart used to model business processes in terms of events, functions, and logical connectors. EPCs are often used in conjunction with other process modeling methodologies, such as BPMN (Business Process Model and Notation).

Specification and Description Language (SDL) flowchart

SDL flowcharts are used in the design and documentation of real-time systems, particularly in the telecommunications industry. They provide a graphical representation of a system's behavior, including states, transitions, and actions.

Tip: You can find a process document flowchart in our article on process documentation and check out PERT charts for another common flowchart example.

How to create a flowchart: step-by-step guide

Creating a flowchart doesn't have to be complicated. Follow these five steps to visualize any process, workflow, or algorithm using a flowchart maker or simple drawing tools.

1. Define your purpose and scope

Before you begin creating your flowchart, clearly define its purpose and scope. Are you documenting a business process, designing an algorithm, or visualizing a complex workflow? Understanding your goal will help you choose the right type of flowchart and determine the level of detail required.

2. Identify and organize tasks

Gather information about the process, workflow, or system you want to visualize. Brainstorm with team members and stakeholders to identify the key steps, decision points, inputs, and outputs. Use a whiteboard or sticky notes to organize your ideas and draft a rough flowchart.

3. Select the right flowchart symbols

Familiarize yourself with the standard flowchart symbols and shapes, including connectors, decision points, and end points. Choose the most appropriate symbols based on the type of flowchart you're creating. Consistency in symbol usage ensures clarity and readability.

4. Draw and refine your flowchart

Use a flowchart maker or software such as Microsoft Visio or Lucidchart to create a polished digital version of your flowchart. These tools offer templates, shapes, and connectors that make it easy to create professional diagrams.

When drawing your flowchart:

• Arrange logically: Place steps and decision points in a clear sequence from top to bottom or left to right.

• Use connectors: Draw arrows to show the flow between each step.

• Add context: Include annotations and labels to clarify complex steps.

5. Implement and optimize

Once your flowchart is complete, put it into action:

• Share and gather feedback: Distribute the flowchart to team members and stakeholders for review.

• Validate understanding: Confirm that everyone interprets the process the same way.

• Implement and monitor: Use the flowchart in your organization and track its effectiveness.

• Iterate: Update the flowchart based on real-world experience and feedback.

Flowchart best practices

A great flowchart brings clarity, not confusion. Follow these best practices to create diagrams your team can actually use.

Keep it simple

The goal of a flowchart is to simplify a complex process. Avoid unnecessary steps or details. If possible, try to fit the entire flowchart on a single page so your team can see the full picture at a glance.

Use consistent styling

Use the same shape for similar actions and maintain consistent font sizes and styling throughout the diagram. This visual consistency makes the flowchart easier to follow and look more professional.

Follow a clear direction

Always draw your flowlines from top to bottom or left to right. This predictable path helps readers follow the process logically without getting lost. Avoid crossing flowlines whenever possible to prevent confusion.

Add a legend for custom symbols

While it's best to use standard, universally recognized symbols, you may sometimes need a custom shape. If you do, include a legend or key that explains what each symbol means so everyone can understand it.

Review with your team

Once your flowchart is ready, share it with the stakeholders involved in the process. They can help validate the steps, spot any gaps or bottlenecks you may have missed, and ensure the diagram accurately reflects the workflow.

Streamline your workflows with flowchart templates

Creating a clear flowchart helps your team understand processes, make better decisions, and move work forward with confidence. Instead of starting from scratch, use templates and integrations to quickly build effective diagrams.

Use Asana's process map template to build flowcharts and process diagrams directly within your projects, keeping everyone connected to the plan. Ready to turn clarity into action? Get started with Asana today.

Frequently asked questions about flowcharts