2.3Flowchart (process flowchart)
The essentials in 30 seconds
- The FLOWCHART represents a PROCESS (steps + decisions) — the most universal diagram (document, analyze, improve). Its strength: STANDARDIZED SYMBOLS understood universally.
- Symbols: RECTANGLE = step/action; DIAMOND = decision/question (branches); OVAL = start/end; parallelogram = input/output. Use the CORRECT symbol according to its meaning.
- Key RULE: LABEL the decision branches (“Yes”/“No”) — otherwise you don’t know which path to follow (common mistake). CLEAR and consistent flow (up→down / left→right), every branch leads somewhere.
Ongoing mini-case — Nadia applies “Logigram (process flowchart)”
Nadia, quality and organization manager in a service SME in Algiers, must create professional flowcharts (standardized symbols, labeled decisions, clear flow) which clarify a process at a glance. She starts from “Logigram (process flowchart)” and follows the procedure: Start from the Flowchart model and place the START (oval), then chain together the STEPS (rectangles) connected by arrows indicating the flow. Insert DECISIONS (diamonds) where the process branches off; LABEL each branch (“Yes”/“No”) to the appropriate continuation. End with the END(s) (oval); check that there is a consistent reading direction (top→bottom / left→right) and that any branch leads somewhere. Apply good practices: good symbols according to their meaning, labeled branches, clear flow without unnecessary crossings, good level of detail, concise labels. Expected Outcome: You create professional flowcharts (well-used standardized symbols, labeled decisions, clear flow) that clarify a process at a glance — one of the most useful uses of Visio.
Ongoing case from section 2.3: it comes back in the script and the 48 hour challenge.
1. Standardized symbols
The flowchart (also called a process flowchart) is probably the most universal and useful diagram: it represents a PROCESS — a series of STEPS and DECISIONS — in a clear and standardized way. It is used to document, analyze, explain or improve any process (an administrative procedure, a workflow, an algorithm, a customer journey, etc.). Its strength is to use STANDARDIZED symbols, understood universally, which give meaning to each form according to its nature. The basic symbols: the rectangle = a STEP / ACTION (“Check the order”); the diamond = a DECISION / question (“Order valid?”) from which several branches depart (typically “Yes”/“No”); the oval / terminator = the START and END of the process; the parallelogram = a data INPUT/OUTPUT; and others (document, subprocess, referral connector, etc.). Visio provides the Flowchart template with these standardized shapes ready to use.
2. Build a good flowchart
Building a good flowchart follows logic. We start from the START (oval), we chain together the STEPS (rectangles) connected by arrows indicating the FLOW, we insert the DECISIONS (diamonds) where the process FORKS according to a condition - each branch of the diamond being LABELED ("Yes"/"No") and leading to the appropriate continuation -, and we finish with the END (oval). The flow should be CLEAR and follow a consistent direction (usually top to bottom or left to right). Best practices for a professional flowchart. (1) Use the RIGHT symbols according to their standardized meaning (rectangle = action, diamond = decision, oval = start/end) — this is what makes the flowchart universally understandable; mixing symbols randomly makes it confusing. (2) LABEL the decision branches (“Yes”/“No”) — without this, we do not know which path to follow (frequent and serious error). (3) A clear and coherent flow: a logical reading direction, directional arrows, no unnecessary crossings of lines (which confuse). (4) A single BEGINNING and clear ENDINGS: the process must have a well-identified entry point and exits; every branch must LEAD somewhere (no unresolved “dead end”). (5) The right LEVEL of detail: neither too much (an overloaded flowchart is unreadable — we can then break it down into sub-processes) nor too little. (6) Concise wording (clear action verbs). The flowchart is a fundamental diagram, transversal to all professions (as soon as there is a process to represent). Mastering it — well-used standardized symbols, labeled decisions, clear flow — is a very useful skill: a good flowchart clarifies a complex process at a glance, serves to communicate it, train it, analyze it and improve it. This is one of the most common and valuable uses of Visio.
🔎 Concrete example — The correct symbol according to the meaning
The form carries the meaning.
Action → rectangle (“Check order”).
Decision → diamond (“Order valid?”) + Yes/No branches.
→ start/end → oval; data → parallelogram.Result: a clarified process at a glance.
Reflex: break down into sub-processes if overloaded.
Section vocabulary
- Flowchart
- Diagram representing a PROCESS (sequence of steps and decisions) in a clear and standardized way; the most universal diagram (document, analyze, improve a process).
Simple example: In “Logigram (process flowchart)”, Nadia applies it as follows: start from the Flowchart model and place the START (oval), then chain together the STEPS (rectangles) connected by arrows indicating the flow.
What it is not: It is not a simple decorative element: without this reference, the diagram loses clarity or rigor.
Reflex: Flowchart → diagram representing a PROCESS (sequence of steps and decisions) in a clear and standardized way
- Standardized symbols
- Rectangle = STEP/action; diamond = DECISION/question (branches); oval = START/END; parallelogram = data input/output; etc. Universally understood.
Simple example: In “Logigram (process flowchart)”, Nadia applies it as follows: start from the Flowchart model and place the START (oval), then chain together the STEPS (rectangles) connected by arrows indicating the flow.
What it is not: It is not a simple decorative element: without this reference, the diagram loses clarity or rigor.
Reflex: Standardized symbols → rectangle = STEP/action
- Decision (diamond) & branches
- The diamond asks a question (“Command valid?”) from which several LABELED branches (“Yes”/“No”) lead to the appropriate sequence.
Simple example: In “Logigram (process flowchart)”, Nadia applies it as follows: start from the Flowchart model and place the START (oval), then chain together the STEPS (rectangles) connected by arrows indicating the flow.
What it is not: It is not a simple decorative element: without this reference, the diagram loses clarity or rigor.
Reflex: Decision (diamond) & branches → the diamond asks a question (“Command valid?”) from which several LABELED branches (“Yes”/“No”) lead to the appropriate next step
- Clear flow
- The process follows start → steps → decisions → end, in a coherent direction (top to bottom / left to right), without unnecessary crossings; every branch leads somewhere.
Simple example: In “Logigram (process flowchart)”, Nadia applies it as follows: start from the Flowchart model and place the START (oval), then chain together the STEPS (rectangles) connected by arrows indicating the flow.
What it is not: It is not a simple decorative element: without this reference, the diagram loses clarity or rigor.
Reflex: Clear flow → the process follows start → steps → decisions → end, in a coherent direction (top to bottom / left to right), without unnecessary crossings
- Level of detail
- Neither too much (illegible overloaded flowchart - break down into sub-processes) nor too little; concise wording (action verbs). Single beginning, clear endings.
Simple example: In “Logigram (process flowchart)”, Nadia applies it as follows: start from the Flowchart model and place the START (oval), then chain together the STEPS (rectangles) connected by arrows indicating the flow.
What it is not: It is not a simple decorative element: without this reference, the diagram loses clarity or rigor.
Reflex: Level of detail → neither too much (illegible overloaded flowchart - break down into sub-processes) nor too little
In practice — Create a process flowchart
- Start from the Flowchart model and place the START (oval), then chain the STEPS (rectangles) connected by arrows indicating the flow.
- Insert DECISIONS (diamonds) where the process branches off; LABEL each branch (“Yes”/“No”) to the appropriate continuation.
- End with the END(s) (oval); check that there is a consistent reading direction (top→bottom / left→right) and that any branch leads somewhere.
- Apply good practices: good symbols according to their meaning, labeled branches, clear flow without unnecessary crossings, good level of detail, concise labels.
Script to say — Flowchart (process flowchart)
1) Start from the Flowchart model and place the START (oval), then chain the STEPS (rectangles) connected by arrows indicating the flow. 2) Insert DECISIONS (diamonds) where the process branches off; LABEL each branch (“Yes”/“No”) to the appropriate continuation. 3) End with the END(s) (oval); check that there is a consistent reading direction (top→bottom / left→right) and that any branch leads somewhere. 4) Apply good practices: good symbols according to their meaning, labeled branches, clear flow without unnecessary crossings, good level of detail, concise wording. Then I check: You create professional flowcharts (well-used standardized symbols, labeled decisions, clear flow) that clarify a process at a glance — one of the most useful uses of Visio
Adapt the names, forms and distribution format to your context.
Copy and paste model — Card 2.3
Card 2.3 — Flowchart (process flowchart)
Goal: Create professional flowcharts (standardized symbols, labeled decisions, clear flow) that clarify a process at a glance
1. Start from the Flowchart model and place the START (oval), then chain the STEPS (rectangles) connected by arrows indicating the flow.
2. Insert DECISIONS (diamonds) where the process branches off; LABEL each branch (“Yes”/“No”) to the appropriate continuation.
3. End with the END(s) (oval); check that there is a consistent reading direction (top→bottom / left→right) and that any branch leads somewhere.
4. Apply good practices: good symbols according to their meaning, labeled branches, clear flow without unnecessary crossings, good level of detail, concise wording.
Expected Result: You create professional flowcharts (well-used standardized symbols, labeled decisions, clear flow) that clarify a process at a glance — one of the most useful uses of VisioSME / low budget
Minimum version: the FLOWCHART represents a PROCESS (steps + decisions) — the most universal diagram (document, analyze, improve). Its strength: STANDARDIZED SYMBOLS understood universally. We limit ourselves to a model, a diagram and a PDF export.
Algerian SME
Local context: symbols: RECTANGLE = step/action; DIAMOND = decision/question (branches); OVAL = start/end; parallelogram = input/output. Use the CORRECT symbol according to its meaning. We adapt the wording, examples and distribution formats to the team.
Remote work
From a distance: key RULE: LABEL the decision branches (“Yes”/“No”) — otherwise we don’t know which path to follow (common error). CLEAR and consistent flow (up→down / left→right), every branch leads somewhere. We favor cloud storage, sharing by link and comments.
Multidisciplinary team
For a mixed audience: good LEVEL of detail (neither overloaded – break it down into sub-processes – nor too little), CONCISE wording (action verbs). A good flowchart clarifies a complex process at a glance — transversal to all professions. We explain the symbols and keep the wording short.
✓ Best practices
- Use the correct symbol depending on the nature of the element.
- Always label the decision branches (Yes/No).
- Break down into subprocesses if the flowchart is overloaded.
✗ Common pitfalls
- A rectangle where a diamond is needed (decision).
- Unlabeled (ambiguous) decision branches.
- Branches that lead nowhere (dead end).
Key takeaways
- The FLOWCHART represents a PROCESS (steps + decisions) — the most universal diagram (document, analyze, improve). Its strength: STANDARDIZED SYMBOLS understood universally.
- Symbols: RECTANGLE = step/action; DIAMOND = decision/question (branches); OVAL = start/end; parallelogram = input/output. Use the CORRECT symbol according to its meaning.
- Key RULE: LABEL the decision branches (“Yes”/“No”) — otherwise you don’t know which path to follow (common mistake). CLEAR and consistent flow (up→down / left→right), every branch leads somewhere.
- Good LEVEL of detail (neither overloaded – break it down into sub-processes – nor too little), CONCISE wording (action verbs). A good flowchart clarifies a complex process at a glance — transversal to all professions.
48h challenge — apply tomorrow
Within 48 hours, take an actual diagram and apply “Flowchart”: You create professional flowcharts (well-used standardized symbols, labeled decisions, clear flow) that clarify a process at a glance — one of the most useful uses of Visio Deliver the .vsdx and a PDF export, with a sentence about what has changed.
- I know how to explain: The FLOWCHART represents a PROCESS (steps + decisions) — the most universal diagram (document, analyze, improve). Its strength: STANDARDIZED SYMBOLS understood universally.
- Symbols: RECTANGLE = step/action; DIAMOND = decision/question (branches); OVAL = start/end; parallelogram = input/output. Use the CORRECT symbol according to its meaning.
- Key RULE: LABEL the decision branches (“Yes”/“No”) — otherwise you don’t know which path to follow (common mistake). CLEAR and consistent flow (up→down / left→right), every branch leads somewhere.
Frequently asked questions
What are the standardized symbols of a flowchart and why should they be respected?
The standardized symbols of the flowchart are a universal VISUAL LANGUAGE: each shape has a precise meaning, and respecting them makes the flowchart immediately understandable to everyone - ignoring them makes it confusing. Here are the main ones and why they matter. The basic symbols and their meaning: (1) RECTANGLE = a STEP / ACTION / PROCESS. This is the most common symbol: it represents an action or processing (“Check order”, “Send email”, “Calculate total”). Each thing that the process “does” is a rectangle. (2) RDOM = a DECISION / QUESTION. It represents a point where the process FORKS according to a condition. It contains a QUESTION (“Valid order?”, “Amount > 1000?”) and from which SEVERAL BRANCHES come (typically “Yes”/“No”, sometimes more) leading to different outcomes. The diamond is what makes a flowchart “intelligent” (it models the choices). (3) OVAL / TERMINATOR = the START and the END. It marks the ENTRY point (“Start”, “Order received”) and the EXIT points (“End”, “Order processed”) of the process. A flowchart begins and ends with ovals. (4) PARALLELOGRAM = a data INPUT / OUTPUT (“Enter information”, “Display result”). (5) Other common symbols: DOCUMENT (a rectangle with a wavy base = a document produced/used), SUB-PROCESS (a rectangle with double edges = a process detailed elsewhere), CONNECTOR (a small circle = a link to another part of the flowchart, to avoid long intersecting lines), etc. Why RESPECT these symbols (the issue): (1) UNIVERSAL UNDERSTANDING. These symbols are STANDARDIZED and known internationally. When you use a diamond for a decision and a rectangle for an action, ANY READER familiar with flowcharts IMMEDIATELY understands the nature of each element, without explanation. The flowchart “speaks” a common visual language. This is its strength: clear and universal communication. (2) CLARITY. The shape gives the MEANING: by seeing a diamond, we know that there is a choice (and we look for the branches); by seeing an oval, we know that it is a beginning/end. This meaning conveyed by the form makes the flowchart readable at a glance. (3) PROFESSIONALISM and CREDIBILITY. A flowchart that respects conventions appears professional and serious; a flowchart with fanciful or poorly used symbols appears amateurish and sows doubt. (4) What happens if you DON'T respect: using random symbols (a rectangle for a decision, random shapes) makes the flowchart CONFUSED — the reader no longer knows what each shape represents, has to guess, can misinterpret. We lose all the interest in standardized language. A flowchart whose symbols mean nothing is just a drawing, not a flowchart. Common mistakes to avoid: (1) Using a rectangle where a diamond is needed (for a decision) — the decision must be a diamond, with its branches. (2) Forget start/end OVALS (the process must have clear entry/exit points). (3) Do not LABEL the branches of a diamond (“Yes”/“No”) — without a label, it is not clear which path corresponds to which answer (serious and common error). (4) Mix symbols without logic. (5) Create branches that lead nowhere (dead end). How to do it right: (1) USE the correct symbol according to the NATURE of the element (action → rectangle, decision → diamond, start/end → oval, data → parallelogram). (2) Visio's Flowchart template provides these standardized symbols — use them (don't draw random shapes). (3) LABEL the decision branches. (4) Ensure a clear flow (start → steps → decisions → end), with every branch leading somewhere. In summary: the standardized symbols of the flowchart form a universal visual language — RECTANGLE (step/action), DIAMOND (decision/question, with labeled branches), OVAL (start/end), PARALLELOGRAM (data input/output), plus document, subprocess, cross-connector. They must be RESPECTED because they make the flowchart IMMEDIATELY UNDERSTANDABLE by everyone (common language), the shape carrying the meaning (a diamond = a choice), which gives clarity and professionalism. Ignoring them (random symbols) makes the flowchart confusing and uninteresting. Use the right symbol according to the nature of each element (Visio provides them standardized), label the decision branches, and ensure a clear flow. Respecting these conventions is what makes the difference between a real flowchart (clear, universal, professional) and a simple confusing drawing — it is fundamental for your flowchart to communicate the process effectively.
What does the diamond represent in a flowchart?