What is a process flowchart?
A process flowchart (or process flow diagram) shows the sequence of steps in a process, the decisions taken along the way and the documents or data involved. It is the most common way to describe how work is done, and one of the first tools used in any improvement project, SOP rewrite or audit preparation.
Flowcharts work because they are visual and unambiguous: everyone can follow the arrows, and gaps such as missing decisions, loops without exits or steps nobody owns become obvious.
Flowchart symbols
| Symbol | Name | Use it for |
|---|---|---|
| Oval | Start / End (terminator) | The trigger that starts the process and the outcome that ends it |
| Rectangle | Process step | An activity, written as verb + object: "Inspect incoming material" |
| Diamond | Decision | A question with two or more exits, such as "Within specification?" |
| Parallelogram | Input / Output | Data or material entering or leaving the process |
| Wavy rectangle | Document | A record, form or report created or used |
| Double-sided rectangle | Predefined process | A sub-process described in its own flowchart or SOP |
When to use a process flowchart
- To document a process for an SOP, work instruction or training.
- To understand the current state before improving it, for example in the Define or Measure phase of DMAIC.
- To find failure points as input to an FMEA or a fishbone diagram.
- To design a future state and agree on it before changing systems or procedures.
If several teams are involved, a swimlane diagram shows who does each step. For a one-page scope of the process, start with a SIPOC.
Process flowchart example
The example maps customer complaint handling at a medical device company. After logging, a decision checks whether the event must be reported to regulators. Every complaint is investigated, and a second decision opens a CAPA when a product defect is confirmed, before the customer receives a response and the complaint is closed.
Tips for better flowcharts
- Map what really happens, not what the procedure says. Walk the process with the people doing it.
- Use verb + object for steps and a clear question for decisions.
- Keep one direction of flow, top to bottom, and avoid crossing arrows where possible.
- Every decision needs labelled exits, and every path must lead to an end.
- Hide detail in sub-processes to keep a flowchart readable on one page.
How to use this Process Flowchart tool
- Name the process and its boundaries. Decide where the process starts and ends, and enter the process name.
- Add the start. Start with a Start/End shape, then select it and add the first process step. New steps are placed below and connected automatically.
- Add steps and decisions. Keep adding steps. Use a decision shape for questions and label its exits Yes and No.
- Connect and arrange. Drag from a blue handle on a selected shape to another shape to connect them, and drag shapes to tidy the layout.
- Walk the process. Check the flowchart with the people who do the work, and correct it until it matches reality, not the ideal.
- Export and use it. Export to PDF or PNG for SOPs and training, or Excel for a step list.
Frequently asked questions
What is a process flowchart?
A process flowchart is a diagram that shows the steps of a process in sequence, using standard shapes for start and end points, activities, decisions, documents and data, connected by arrows that show the flow.
What do the flowchart symbols mean?
An oval (terminator) marks the start or end. A rectangle is a process step. A diamond is a decision with two or more exits. A parallelogram is an input or output. A shape with a wavy bottom is a document, and a rectangle with double side lines is a predefined process described elsewhere.
What is the difference between a flowchart and a swimlane diagram?
A flowchart shows what happens and in what order. A swimlane diagram adds who does each step by placing the steps in lanes for each role or department, which makes hand-offs between teams visible.
How detailed should a process flowchart be?
Match the detail to the purpose. A high-level flowchart for training may have 8 to 15 steps. A flowchart used to write an SOP or find failure points may go down to individual tasks. If it gets too large, move detail into predefined (sub-)processes.
Can I use this flowchart for an SOP?
Yes. Many quality teams include a flowchart at the start of an SOP or work instruction. Export it as a PNG or PDF and insert it into your document; the step table export helps you write the procedure text.
Is this flowchart maker free?
Yes. It is free, needs no sign-up and keeps your work in your browser. Export to PDF, PNG, Excel or CSV, or save a file to keep editing later.