How to Make Simple Flowcharts

Flowcharts show the series of steps that are followed in performing a process, including any instances where something different may happen depending on circumstances. They are used for many purposes in business and organizational settings. Simple flowcharts can help managers and employees understand how a process works, where there are inefficiencies, and where improvements can be made. You can even create a process map to design a new process, and then use it as part of a user guide for instructing employees who will be involved in the process.

Things You'll Need

• Computer Software to make basic graphics

Instructions

1. 

   Get familiar with the symbols and overall arrangements that are standard for simple flowcharts. Beginning and end points are usually indicated with an oval or rounded rectangle shape, while individual steps in the process are represented by a rectangle. Steps are connected by arrows showing the flow of the process, and are laid out from left to right, top to bottom. Decision points are designated using a diamond shape.

2. Gather the information about how the process works. You may need to conduct interviews or focus groups with people who perform the process, or you may be able to gather all the information you need through observing the process. Be sure to make note of any instances where the steps vary depending on certain conditions.

3. Decide what format you will use for your flowchart. Specialty software, such as Microsoft Visio, provides advanced features, but simpler programs, such as a word processor, graphics program or presentation program, can do the trick as well. Unless you are likely to need complicated flowcharts now or in the near future, you should be able to work with your existing software.

4. Create the basic flow of steps. Each step is indicated by a shape in the flowchart and is labeled with a brief description of the step. Some people like to start with the beginning and end points and then fill in the middle, whereas others are more comfortable just going from beginning to end, one step at a time. Depending on the software you use and how you prefer to work, you can either connect shapes as you go, or wait to connect them once you have them laid out completely.

5. 

   Once the basic steps have been captured, add the details about any decision points. These are points where the next step in the process depends on a specific condition. For instance, in charting the process for customer service calls, there is usually a decision point based on whether it is during business hours, and another based on whether an agent is available to take the call. So you would use a diamond shape and label it "Is an agent available?"

6. For each decision point, indicate which next steps follow depending on the decision made. For example, if an agent is available, the next step is to route the call to the next agent in the queue. If one is not available, the call is routed to the automated message asking the customer to hold. Be sure to label the arrows leading from the decision point to the next steps to show how the next steps correspond to the decision made.

7. Review all the steps and the overall flow of your flowchart. Be sure that all the steps are connected correctly using arrows that show the order of steps and incorporate the decision points.

Tips & Warnings

• It is a good idea to have individuals who are involved in performing the process review your flowchart to make sure that it correctly captures how the process works.