Flowchart

When to use a flowchart

• To understand how a process is performed.
• To communicate how a process is performed.
• To study a process for improvement.
• To facilitate better communication among people involved with the same process.
• To document a process.
• To plan a project.
• To accelerate root cause analysis.
• To define process boundaries.
• To verify and identify customer-supplier relationships in a process.
• To determine the best method of performing a process.

Flowchart Basic Procedure

Use whatever charting tools work best for your team, such as sticky notes on a wall, MS Word, MS PowerPoint, MS Visio, or a whiteboard.

1. Define the process to be diagrammed. Write its title at the top of the work surface.
2. Determine the process’s scope and boundaries. Where or when does the process start? Where or when does it end? Determine how much detail to include in the diagram.
3. Determine the process’s steps and activities, and write each on a card or sticky note.
4. Arrange the activities in proper sequence.
5. When all activities are included and everyone agrees the sequence is correct, draw arrows to show the process’s flow.
6. Review the flowchart with others involved in the process (workers, supervisors, suppliers, and customers) to see whether they agree the process is drawn accurately. A good way to do this is to walk through the process.
7. Determine whether the flowchart is correct. If so, you’re done! If not, return to step three and work through the steps again.

After the flowchart is complete, review it to address any issues such as:

• Unclear steps.
• Bottlenecks.
• Sources of delay.
• Sources of error or rework.
• People, knowledge, or authority gaps.
• Duplication.
• Excessive handoffs.
• Cycle time.
• Unnecessary steps.

Use the flowchart template (Excel) to create a graphical representation of the steps in a process to better understand it and reveal opportunities for improvement.

Flowchart Considerations

• Don’t worry about drawing the flowchart the "right way." Ultimately, the right way is the way that helps those involved understand the process.
• Use a cross-functional team. Identify and include all key people involved with the process, such as suppliers, customers, and supervisors.
• Do not assign a technical expert to draw the flowchart. People who perform the process should draw it.
• Chart the current state. Use process documentation to help construct the flowchart.
• Walk through the process after completing the first draft to ensure it’s accurate.

Commonly Used Symbols

One step in the process. The step is written inside the box. Usually, only one arrow goes out of the box.

Direction of flow from one step or decision to another.

Decision based on a question. The question is written in the diamond. More than one arrow goes out of the diamond, each one showing the direction the process takes for a given answer to the question. (Often the answers are "yes" and "no.")

Delay or wait

Link to another page or another flowchart. The same symbol on the other page indicates that the flow continues there.

Document

Alternate symbols for start and end points