How to Create a Workflow Diagram with Templates: Examples of Workflow Charts

Creating a workflow diagram can provide a helpful visual representation of a business process. Workflow diagrams allow you to map out the steps of a process from start to finish, identifying key tasks, decision points, and stakeholders. In this comprehensive guide, we'll cover everything you need to know about building effective workflow diagrams using templates and examples.

A workflow diagram is an invaluable tool for documenting processes, analyzing inefficiencies, and optimizing workflows. This type of chart gives you an overhead view of a process or system, allowing you to see how the different components fit together. In this article, we'll explore what workflow diagrams are, why they're useful, and how to create one using templates and real-world examples.

What is a Workflow Diagram?

A workflow diagram is a type of flowchart that depicts the steps and flow of a process. It visually represents the workflow and the sequential activities, enabling you to better understand the process flow and make decisions around improving it.

Workflow diagrams are commonly used for:

• Providing an overview of a business process

• Documenting process steps with standardized symbols

• Analyzing an existing process and identifying areas for improvement

• Designing a new, optimized process workflow

Examples of workflow diagrams include data flow diagrams, UML activity diagrams, swimlane diagrams, and business process modeling notation diagrams. These all share common symbols to map workflows, with slight variations.

Why Use a Workflow Diagram?

There are many benefits of developing a workflow diagram for your business process:

• Visualize the process - See all the key steps, stakeholders and decision points in one view.

• Standardize workflows - Define a consistent workflow that aligns processes across the organization.

• Identify inefficiencies - Spot redundant steps, bottlenecks or unused steps to optimize.

• Onboard new employees - Provide an easy-to-understand view of processes for training.

• Document workflows - Create institutional knowledge of processes for reference.

• Facilitate discussion - Use the diagram as a focal point to talk through workflows.

• Plan changes - Model what an improved workflow should look like.

As you can see, workflow diagrams are invaluable for understanding, sharing, optimizing and modeling your business processes.

Types of Workflow Diagrams

There are a few common types of workflow diagrams, each with minor variations in symbols and uses:

Swimlane Diagram

A swimlane diagram separates different process steps or responsibilities into visual "swimlanes". This provides an easy understanding of who does what in a workflow.

Data Flow Diagram

A data flow diagram focuses on how data moves through a system and the transformations that occur. These diagrams do not need to show detailed processes.

UML Activity Diagram

Unified Modeling Language (UML) activity diagrams use standardized symbols to model workflows and business processes. They can show steps, decision points and parallel actions.

Business Process Modeling Notation (BPMN)

BPMN diagrams are a common standard for modeling workflows. They use flowchart-style symbols to depict process steps and events.

SIPOC Diagram

SIPOC charts summarize the inputs, outputs, suppliers, process steps and customers of workflows at a high level.

How to Create a Workflow Diagram

Now let's explore a step-by-step guide on how to make a workflow diagram for your processes:

Step 1: Identify the Process

First, determine the specific process, system or workflow you want to diagram. Think through the full steps from start to finish. Outline the stages at a high level.

Step 2: Map out the Workflow Steps

Identify each step in the workflow process. Break down the stages into more granular steps and activities. Number the steps sequentially. Write out every action performed.

Step 3: Define Roles and Decisions

Determine who is involved in each step and whether the step involves a decision point. Mark actions that can occur in parallel. Note the hand-offs between departments or people.

Step 4: Choose a Template

Select a template that matches your workflow diagram type, such as a cross-functional flowchart template or UML activity diagram template. Excel, Word and PowerPoint have templates.

Step 5: Add Visual Symbols and Connect Flows

Use the template symbols to represent different steps, actions and decision points. Connect the elements with flowchart arrows showing the sequence.

Step 6: Finalize the Diagram

Review the accuracy of the workflow diagram. Make sure the flow and symbols make logical sense. Refine and clarify the chart as needed.

Step 7: Share and Evaluate the Diagram

Share the workflow diagram with stakeholders. Evaluate whether it provides a clear representation. Identify any further improvements to optimize the workflow.

Now let's look at some real-world examples of workflow diagrams. We'll explore sample diagrams across different industries to see variations in practice.

Workflow Diagram Examples

Here are 6 examples showcasing different workflows and diagram types:

1. Order Processing Workflow

This diagram maps out the steps after an order is placed with a company. It uses the cross functional flowchart template in PowerPoint, with columns for different departments.

2. Drug Development Workflow

This swimlane diagram shows the complex workflow for developing new pharmaceutical drugs. Different department roles are separated in horizontal swimlanes.

3. Software Development Workflow

Here is an example UML activity diagram modeling the software development life cycle. It includes steps like designing, coding and testing.

4. Marketing Campaign Workflow

This flowchart models the process of executing a marketing campaign. It flows from planning through to completed campaigns.

5. Employee Onboarding Workflow

Here is an onboarding workflow diagram depicting the steps for bringing a new employee into the company. It shows IT, HR and manager tasks.

6. Invoice Processing Workflow

This SIPOC diagram provides a high-level view of invoice processing, summarizing inputs, outputs, and more.

As you can see, workflow diagrams vary significantly across industries and processes. You can model everything from software systems to business operations.

Now let's go over some key components to include in your workflow diagrams.

Components of a Workflow Diagram

While workflow diagrams vary, they share common elements that you'll want to incorporate:

• Starting/Ending Steps - Mark the beginning and end of the workflow.

• Activity Steps - Show each task performed chronologically.

• Decision Points - Mark where a decision must be made, often as a diamond.

• Connectors - Use arrows to link steps sequentially.

• Swimlanes - Optionally divide process steps by roles, departments or systems.

• Data - Indicate information moving through the workflow, like order forms. 

• Conditions - Define conditions which determine routing between steps.

• Parallel Steps - Mark processes which can run simultaneously with parallel lines.

Make sure to also include a title and legend explaining shapes and symbols used. Finally, keep the amount of detail and complexity appropriate - aim for clarity.

Workflow Diagram Software

There are many helpful software tools for creating workflow diagrams. Popular options include:

• Microsoft PowerPoint - Easy built-in flowchart templates.

• Microsoft Visio - Robust diagrams with stencils for all shapes.

• Lucidchart - Web/mobile app with drag-and-drop shapes.

• SmartDraw - Customizable templates for all diagram types.

• Creately -Browser-based tool great for collaboration.

Look for an intuitive interface that allows you to quickly build diagrams without extensive formatting work. Cloud apps facilitate real-time collaboration during design.

Tips for Creating Workflow Diagrams

Follow these tips for developing effective and helpful workflow diagrams:

• Focus on the big picture rather than overload with granular steps.

• Use standard flowchart symbols everyone recognizes.

• Align the workflow direction with reading direction.

• Make liberal use of swimlanes to organize process steps and ownership.

• Show decision points clearly with diamond Decision shapes.

• Look for opportunities to simplify and streamline complex workflows.

• Avoid crossing lines and maintain clean lines of flow.

• Use highlighting, color and annotations to emphasize key points.

• Collaborate with team members to verify accuracy.

• Share the diagram actively with those executing the workflow.

Creating your first workflow diagram can seem daunting, but following workflow diagram templates and examples will help you build effective charts.

Benefits of Workflow Diagrams

Let's recap the key benefits that workflow diagrams provide:

• Give a clear visual overview of a process workflow.

• Identify improvements and streamline inefficient workflows.

• Standardize workflows across the organization.

• Onboard new employees and educate on processes.

• Share knowledge by documenting workflows.

• Model new, optimized workflows.

• Collaborate across teams to map workflows.

• Simplify complex processes by diagramming them visually.

• Gain consensus on the current or ideal future state workflows.

If you're seeking to improve your business workflows, a diagram provides an invaluable starting point for analysis and planning.

Summary of Key Points

To recap how to create a workflow diagram:

• Identify the process workflow you want to model.

• Map out all the detailed tasks and steps from end-to-end.

• Determine roles, systems, and decisions involved.

• Select a template matching your workflow diagram type.

• Add flowchart symbols representing each step and decision.

• Connect symbols with arrow connectors showing flow sequence.

• Review and refine the diagram with stakeholders.

• Share and evaluate the diagram to identify improvements.

By following these steps and looking at workflow diagram examples, you can create powerful visual representations of your business processes. Well-designed workflow charts communicate complex workflows clearly and concisely. Start diagramming your workflows today!