Mastering Workflow Diagrams: Definitions, Types, Symbols, and Theories

Quixy Editorial Team

January 2, 2024

Imagine you’re planning a big event, like a launch of a new product. You have many things to take care of, like sending out invitations, booking a venue, arranging logistics, etc. Even if you have a team to help you, how will you ensure that everyone stays organized and knows what needs to be done and when?

This is where workflow mapping diagrams can help you. These diagrams are like a visual roadmap and, in a step-by-step guide, show you the order of tasks that are to be completed. This diagram helps you see the bigger picture and understand how different tasks are related. 

Since these diagrams can be used for various processes, like project management, employee onboarding, or even software development, it’s good to know all about them. So, in this article, let us see what workflow process diagrams are, their types, components, and a lot more.

Workflow Meaning

The term “workflow” refers to the sequence of tasks or activities that are required to complete a specific process or achieve a particular outcome. It involves the coordination and execution of different steps, often involving multiple individuals or systems, to accomplish a specific goal.

What is a Workflow Diagram?

A workflow mapping diagram visually represents a process or a series of steps required to complete a task. It’s like a roadmap that shows the sequence of actions, decisions, and interactions between different participants or components in a system. Think of it as a flowchart that illustrates how things are supposed to happen from start to finish.

In a workflow diagram, you’ll typically see various workflow diagrams, symbols, and shapes connected by arrows, each representing a specific action or decision point. These diagrams are incredibly useful in many fields, including project management, software development, business processes, and even everyday activities. They help stakeholders, teams, and individuals understand how a process should be executed, identify potential bottlenecks or inefficiencies, and improve overall productivity and coordination.

Workflow mapping diagrams are often confused with flowcharts. Let us see how they are distinct.

Workflow mapping diagrams focus specifically on illustrating the sequence and interactions within a particular workflow. Flowcharts, on the other hand, are more general and can represent various types of processes or information flows beyond just workflows. 

Also Read: Importance of Workflow Mapping and Easy Steps to Follow

What are the Types of Workflow Diagrams?

Multiple types of workflow mapping diagrams are commonly used to represent different aspects of processes. Some of the notable ones are:

ANSI Diagram

Established by the American National Standards Institute (ANSI), this workflow mapping diagram is a graphical representation that illustrates the sequence of activities, decision points, and interactions within the system or process. This diagram has actually set the standards for workflow mapping diagrams, and its symbols are considered the universal language of workflow symbols.

SSD Flowchart

System Sequence Diagram Flowchart visualizes the sequence of events and actions that occur during the execution of a process, helping understand the flow of information, input, and output. This type of diagram is typically useful for understanding system behavior, analyzing requirements, and communicating system interactions at a higher level.

Swimlane Diagram

Also known as a cross-functional flowchart, a swimlane diagram adds an extra layer of information by assigning activities to specific individuals, departments, or roles. It visually separates the responsibilities of different stakeholders, making it easier to identify who is involved at each step and understand the handoffs between them.

Also Read: How Visual Programming Transforms Software Development?

Data Flow Diagram

This type of diagram focuses on the movement of data within a system or process. It illustrates how data is input, processed, stored, and outputted, showing the interactions between different data sources, processes, and data sinks.

UML Activity Diagram

Unified Modeling Language diagram is used to model complex workflows. It illustrates the order of activities, choices, and how they connect and is useful for planning and communication. It helps everyone involved to have a common understanding of how things should happen.

What are the Components of a Workflow Diagram?

The components of a workflow mapping diagram can vary depending on the specific diagramming methods or notation being used. Nevertheless, here are some common workflow mapping diagram components that most of the diagrams may have.

• Start and end points: Indicates the beginning and conclusion of the workflow.
• Process steps: Represents the individual tasks or actions performed within the workflow. Each step is usually labeled and may include a description.
• Decision points: Specifies where decisions are made within the workflow, often leading to different paths or outcomes based on certain conditions or criteria.
• Connectors and arrows: Shows the direction and sequence of the workflow, linking the various steps and decision points together.
• Inputs and outputs: Denotes the inputs required for each step and the resulting outputs produced as a result of completing a particular task.
• Swimlanes: Helps organize the workflow by grouping related tasks or activities based on the individuals, departments, or roles responsible for them.

Also Read: Top 10 Workflow Automation Software for your Business

What are the Common Symbols and Shapes in a Workflow Diagram?

Workflow mapping diagrams commonly use various symbols and shapes to represent different elements and actions within the process. Here are some of the most common workflow mapping diagrams symbols and shapes you will find in workflow mapping diagrams:

• Rectangle: Represents a process step or activity.
• Diamond: Denotes a decision point where a choice or condition is evaluated, leading to different paths based on the outcome.
• Circle or oval: Indicates the start or end points of the workflow.
• Arrow: Shows the flow and direction of the process, connecting the steps and decision points.
• Connector or line: Links the different elements of the workflow, illustrating the sequence and order of tasks.
• Parallel lines: Oten, used horizontally, represents a subprocess or sub-flow that can be executed concurrently with other steps.
• Document: Represents a document or information input or output.
• Terminator: A rounded rectangle or capsule shape usually indicates a termination point or an external entity interacting with the workflow.
• Data storage: A rectangle with vertical lines at the left and right edges represents data storage, such as a database or file.
• Annotation: Often represented as rectangles with folded edges or sticky note shapes, it provides additional information or explanations about a specific step or decision.

By combining these symbols and shapes, you can visually represent any workflow or process, including the steps, decision points, inputs, outputs, and the overall flow from start to finish. The connectors and arrows ensure that the workflow is presented in a logical & sequential manner, making it easier for the reader to understand and analyze.

Also Read: Workflow Automation and Workflow Management

What are the Steps to Create a Workflow Diagram for Software development? (From Analysis to Workflow Design)

Your step to begin creating a workflow diagram should be to thoroughly understand why you need this diagram and what purpose it is going to solve for you. Once you have the answer, here are steps that you can follow:

1. Determine the Diagramming Method

Choose a diagramming method or notation that suits your needs. We have discussed some common types of workflow diagrams above, and one of them may fit your needs.

2. Define Symbols and Shapes

We have already seen above that when it comes to shapes; you have everything from rectangles and ovals to arrows and connectors to choose from. Familiarize yourself with these symbols and shapes and see how they represent different elements of your workflow.

3. Begin with the Start and End points

When you finally begin designing, place the workflow’s start and end points in your diagram. Use circle or oval shapes to represent the beginning and conclusion of the process.

4. Add process steps

Identify the individual steps or activities within the workflow and represent them using rectangles or other appropriate shapes. Arrange them in sequential order to depict the flow.

5. Incorporate decision points

Identify decision points within the workflow where choices or conditions affect the flow. Use diamond shapes to represent these decision points and connect them with appropriate arrows to show different paths based on outcomes.

6. Indicate Inputs and Outputs

Add symbols or shapes to represent the inputs and outputs associated with each step or activity. This could include documents, data storage symbols, or any other relevant representations.

7. Organize and Format

Arrange the diagram in a logical and easy-to-follow manner. Use swimlanes or other organizational techniques to group related activities or responsibilities. Apply formatting, such as colors or shading, to enhance readability.

8. Review and Iterate

Review your workflow diagram for accuracy, clarity, and completeness. Make any necessary revisions or iterations to improve the diagram’s effectiveness in conveying the workflow.

What are the 5 Common Workflow Improvement Theories?

Workflow improvement involves analyzing workflows to optimize resource utilization, minimize errors, and improve overall performance, all with the aim of enhancing the efficiency of work processes within an organization. 

Workflow improvement vs. Business process management

Both terms are often used interchangeably when, in reality, they are related but different concepts.

Workflow improvement targets the optimization of individual workflows to enhance efficiency and productivity. On the other hand, business process management (BPM) takes a broader perspective, managing and improving end-to-end business processes across the organization, including multiple workflows, coordination, and alignment with organizational goals and technology integration.

Now that the meaning of workflow improvement and how it is different from business process management is clear let us look at the five common workflow improvement theories:

1. Lean Six Sigma

This methodology combines the principles of Lean Manufacturing (reducing waste) and Six Sigma (improving quality and reducing defects) to systematically identify and eliminate inefficiencies in workflows.

2. Business Process Reengineering (BPR)

BPR centers its attention on the thorough overhaul of fundamental business processes, aiming to attain remarkable enhancements in performance, efficiency, and customer satisfaction.

3. Kaizen

Rooted in the Japanese philosophy of continuous improvement, Kaizen emphasizes making incremental changes to workflows on an ongoing basis, involving all employees in the process to foster a culture of continuous improvement.

4. Theory of Constraints (TOC)

TOC aims to identify and address the bottlenecks or constraints that limit overall system performance, ensuring that workflows are optimized to maximize throughput and minimize delays.

5. Agile Methodology

Initially developed for software development, Agile has gained broader applicability and emphasizes iterative, adaptive approaches to managing workflows, focusing on collaboration, flexibility, and responsiveness to change.

The Dynamic Duo of Workflow Diagrams and Automation

Workflow diagram and workflow automation play crucial roles in streamlining processes and enhancing efficiency within organizations. A workflow diagram visually represents the sequence of tasks, decisions, and interactions involved in a specific workflow. It provides a clear overview of the entire process, allowing stakeholders to identify bottlenecks, optimize steps, and improve overall productivity. On the other hand, workflow automation automates repetitive tasks, reducing manual efforts and human errors.

Organizations can automate workflows, trigger actions based on predefined conditions, and facilitate seamless collaboration across teams by integrating technology and software solutions. Workflow automation eliminates time-consuming manual interventions, enhances communication, accelerates task completion, and ensures consistency in process execution. The combination of workflow diagram and automation empowers organizations to achieve operational excellence, streamline processes, and achieve higher levels of productivity.

Also Read: Effective ROI with No-Code Business Workflow Automation

Harnessing Workflow Diagram, Automation, and No-Code Development for Streamlined Operations

Workflow diagram, automation, and no-code development are interconnected concepts that can greatly enhance business processes. Workflow diagram visually represent the sequence of tasks and activities in a process, making it easier to understand and analyze. Automation refers to the use of technology to automate manual or repetitive tasks, improving efficiency and reducing errors. No-code development allows non-technical users to create software applications and automation workflows without writing code.

By combining workflow diagram with automation and no-code development, organizations can streamline their operations. Workflow diagram serve as a blueprint for designing automated processes and identifying areas where automation can be applied effectively. No-code development platforms provide intuitive tools and pre-built components that enable users to create automation workflows without coding knowledge. This empowers business users to automate tasks, integrate systems, and optimize processes, reducing reliance on IT resources.

The combination of workflow diagram, automation, and no-code development empowers organizations to improve productivity, eliminate manual errors, and adapt to changing business needs more quickly. It enables businesses to leverage technology effectively, automate routine tasks, and focus on higher-value activities that drive growth and innovation.

Conclusion

Workflow diagrams are powerful tools for understanding and optimizing workflows. They visually represent the sequence and interactions of activities, enabling the identification of bottlenecks and areas for improvement. Workflow diagrams drive productivity, streamline operations, and improve outcomes. By embracing these diagrams, you can gain a holistic understanding, make informed decisions, and achieve greater success in your business operations. Harnessing the power of workflow mapping diagrams enhances efficiency and adaptability in processes.

Frequently Asked Questions (FAQs)