Understanding Flow Process Charts: Definition & Example

Imagine you're trying to understand how a complex system works, like manufacturing a product or providing a service. You need a clear, visual representation of the steps involved, and that's where a flow process chart (FPC) comes into play. It's a powerful graphical tool that breaks down a process into simple, consecutive steps, enabling you to understand, communicate, and improve it.

A flow process chart is a visual representation of a process, using standard symbols and conventions to depict the sequence of operations or steps needed to complete a task. It's a key component of process mapping, where the aim is to document, analyze, improve, and manage work processes. Let's dive into the world of flow process charts, exploring what they are, their symbols, uses, and how to create one.

Understanding Flow Process Charts

Before we delve into the details, let's ensure we're on the same page regarding what flow process charts represent. They are series of boxes and arrows that mimic the flow of a process. Each box typically contains a step or action, while the arrows link these steps, indicating the sequence of operations. The goal is to represent the process as a series of logical, step-by-step instructions, making it easy to understand and follow.

Flow process charts serve various purposes. They help identify bottlenecks and inefficiencies, facilitate training new employees, and ensure consistency in work processes. They can also be used to document 'as-is' processes before a process improvement project and as a baseline for future improvements. Now, let's look at the symbols used in flow process charts.

Flow Process Chart Symbols

There are several standard symbols used in flow process charts. Familiarizing yourself with these symbols is crucial for creating and interpreting flowcharts. Here are the most common ones:

• Box or Rectangle: Represents a process step or action. The content inside these boxes usually describes the action verb, object, and any relevant details.
• Oval or Diamond: Ovals represent the start and end points of the process. Diamonds are used for decision points, where the path of the process might diverge.
• Arrow: Connects the various boxes and circles, demonstrating the sequence of operations.
• Gateway or Decision Symbol (Parallelogram): Indicates a condition that must be met before proceeding to the next step. The condition is usually written inside the parallelogram.
• Document or Predefined Process (D-shaped box): Represents an input or output document, or a subprocess that has been predefined and encapsulated.

These symbols provide a universal language for documenting and communicating processes. Consistency in using these symbols is critical, regardless of the industry or the software tool used to create the flowchart.

Types of Flow Process Charts

While the primary goal of all flowcharts is to represent a process visually, there are different types of flowcharts used for various purposes. Here are a few common types:

• Cross-functional Flowchart: Shows how different departments or functions interact with each other to complete a process.
• Swimlane Flowchart: Uses horizontal or vertical lines (lanes) to separate related boxes into different categories or departments.
• Data Flow Diagram (DFD): Focuses on the movement of data within and between processes. It's particularly useful for understanding data processing systems.

The choice of flowchart type depends on the objectives of your project, the complexity of the process, and who the flowchart's intended audience is.

Creating a Flow Process Chart

Now that you understand what flow process charts are and the symbols used, let's discuss how to create one. The following steps will guide you through the process, from preparation to execution:

Step 1: Preparation

• Gather relevant information about the process you're documenting.
• Identify the start and end points of the process.
• Define the scope of the process, i.e., what's included and what's not.

Step 2: Identify the Process Steps

• Break down the process into component steps or actions.
• List these steps in the sequence they occur.
• Be thorough but avoid unnecessary detail.

Step 3: Arrange the Steps

• Use a whiteboard, paper, or flowchart software to arrange the steps visually.
• Start with the oval symbol at the beginning and end with another oval at the end.
• Use rectangles to represent each step and arrows to link them in sequence.

Step 4: Refine and Review

• Review the flowchart with colleagues or process participants.
• Make revisions as necessary to ensure accuracy and completeness.
• Test the flowchart by walking through the process yourself or with others to validate the steps.

Step 5: Document and Communicate

• Once finalized, document the flowchart using flowchart software or by hand.
• Communicate the flowchart to relevant stakeholders, providing context and explaining any complex aspects.

To create an effective flowchart, always remember to be clear, concise, and focused on the process rather than personal opinions or preferences.

Best Practices for Creating Effective Flow Process Charts

Here are some best practices to keep in mind when creating flow process charts:

• Keep it simple and easy to understand. Avoid complex, interconnected flows.
• Use consistent terminology and symbols throughout the flowchart.
• Ensure the flowchart accurately reflects the actual process.
• Document the flowchart with a legend explaining any non-standard symbols or terminology.
• Review and test your flowchart with stakeholders and process participants.

Regularly review and update your flowcharts to ensure they remain relevant and accurate. Process improvements, changes in technology, or organizational restructuring can all impact the flow of a process, so it's crucial to keep your flowcharts up-to-date.

Conclusion and Future Trends

The flow process chart is a powerful, versatile tool for documenting, analyzing, and improving processes. Its ability to break down complex systems into simple, logical steps has made it an indispensable part of process management and improvement initiatives. As businesses continue to evolve, so too will the way we use flowcharts. The rise of digital transformation and Industry 4.0 is driving the development of smart, interconnected charts that can adapt and learn from real-time data. While these advanced tools may be on the horizon, the fundamental principles of flow process charts remain unchanged: clarity, conciseness, and understanding.

So, whether you're a business leader, a project manager, or a student looking to grasp a complex process, flow process charts are an essential tool in your repertoire. Consider this your starting point. Now, go out and create, refine, and share your flowcharts, contributing to a more efficient, productive world one process at a time.

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