A diagram that shows a process or system step by step is known as a flow chart or flowchart, used in numerous areas, whether to plan, document, improve, etc. These use a series of symbols with which each of the steps that are carried out is indicated, such as the rectangle, rhombus and circle, which must be known to know how to make a flow diagram. Some of the most common diagrams are those of systems, data and documents, but for their elaboration it is necessary to follow a few steps thoroughly.
What is a flowchart
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Understanding what a flow chart is is really important, because through them you can solve various problems with the processes within an organization. The most accepted definition of a flow chart is that of " diagrammatic graph that is used to indicate the order in which instructions must be carried out in order to be able to solve a certain problem." In general, this type of graph is used within areas like economics, programming, cognitive psychology, and even industrial processes.
These diagrams can be based on any process, an example of a flow chart could be the lighting system of a light bulb, or the process to prepare a food recipe.
Characteristics of a flow chart
The main characteristics of a flow chart are the following:
- They must be as precise as possible, since very long diagrams are usually more complicated to understand and assimilate, so they are less practical.
- They must contain the appropriate symbols according to the process that is represented, which prevents them from being misinterpreted.
- When observing the diagram, the steps to be followed in a process or system should be directly captured, without the need to read long notes referring to said process.
- It should be noted that the characteristics of a flow chart may vary depending on the type of diagram and the process that is described.
What is a flow chart for?
These graphs are very useful to break down any activity that you want to carry out both at an industrial and service level, in any of its areas. The flow diagram of a company is extremely important, since through it you can know the order in which it operates and the processes that follow to obtain its product. In the same way, they are used for the description of any system or method that has to be implemented within them, allowing a clear understanding of any process that is carried out, as well as its operation, which in turn contributes to subsequent studies and possible modifications to improve it.
Flow charts can even replace long pages of texts, since being a drawing, the human brain interacts better with the information it contains. This is why it is important to know what a flow chart is.
Most common flowchart symbols
Start / end symbol
It is represented by an oval, it is in charge of indicating the starting point and the end of the process, it generally includes the words within it, such as "start" and "end" as appropriate. This is also called the terminator symbol and can indicate in addition to the above, the possible result of a path.
Action or process symbol
In this case the symbol used is the rectangle, it should be noted that each rectangle will indicate a step within the system ("add cheese to the pizza") or, failing that, a thread for those systems of greater complexity or size (develop a pizza), which makes it one of the most commonly used symbols within diagrams.
Printed document symbol
It is a rectangle whose lower line is curved, this represents the input or output of data that can be read by people, such as a document or printed report, although it could also be an email, while in the case of outputs could be a memo or a letter.
Multi-document symbol
It is similar to the one described above, however in this case three symbols are shown superimposed one behind the other, indicating the entry or exit of various documents within the process. Like the printed document symbol, some examples can be: print reports or emails for input and a memo for output.
Decision or branching symbol
It is shaped like a rhombus and marks an unknown that must be answered, thus originating a branch that indicates that the course of the system will follow a direction according to said decision. Those lines that indicate different decisions, originated from different points of the rhombus and this can happen according to the answers that are provided.
Input / output symbol
This is also called the data symbol and is used to show or indicate the data that goes into and out of the system, such as a customer's order (entry into the system) and the sale of the product (exit). It should be noted that the symbol of the paper tape represents entry and exit, however it has been replaced by it.
Manual input symbol
This symbol represents that a person will perform a procedure manually. In other words, the data in the field or the step to be followed by the system must be carried out by means of a manual device, such as a keyboard. Another example can be when logging in to the PC and the user is asked for his password.
Preparation symbol
This symbol indicates that before continuing with the process, it is necessary to make adjustments or some modifications. It is the point of difference between the steps in which the process is prepared and where the process is executed. It allows incorporating the configuration in another step within the same system.
Connector symbol
It is shaped like a sphere and is characterized by marking that an inspection will be carried out at that point and that the process will continue where an identical drawing was placed. In general, this figure is used in more complex diagrams and is responsible for linking the elements that are separated on the same page.
Fusion symbol
It indicates that in this step, two or more threads will be combined into one. The shape it has is an inverted pyramid.
Types of flow chart
Document Flow Diagrams
Its purpose is to indicate the controls that exist within the document flow, through the components of a process. This type of diagram should be read from left to right, for example: process of transporting documents to places where they are required.
Data flow diagram
Through them, the controls that determine the data flows within a process are shown. They are used to indicate the channels through which the data is sent, for example: they are used in software engineering, to provide an approach focused on technical development.
Systems Flow Diagrams
It indicates the magnitude of the data that passes through the most important components of the process, such as storage media, communication networks, processors, data entry and programs.
General Flow Diagram
It is used to describe each of the stages that make up a production or service process, representing each of the steps to follow to obtain said product. For example: the process of bottling a beverage in a bottling plant.
Work Flow Diagram
Workflows are charted, it is common to use office information and documentation, in addition to involving tasks. For example: graph the steps required in a health center for a visit.
Program Flow Diagrams
Through them, the controls that are incorporated in a program that in turn are part of a process are shown. For example: the process of how a machine performs, which at the same time is part of a larger system.
Detailed flow chart
In this class, all the details of each of the activities of the processes, the feedback, the guidelines, the points where decisions would have to be made, among others, are exhibited, for example: when the product must be selected in a production line finished and discard those that present failures.
Product flow diagram
It is used solely to describe how a certain product is made. This diagram determines which will be the raw material to be used. For example: when some type of bread is made and the type of flour to be used and how it should be used is specified.
Process flow diagram
This type reflects the relationships between the main components of an industrial plant. It is widely used in the fields of chemical and process engineering.
For example: it is used to improve or document a process or shape a new one.
Logical flow diagram
It is a type of diagram that focuses on businesses and their activities. It is a tool that graphically symbolizes the sequences of the steps of a process, demonstrating the logical sequence of those steps to solve or develop a process. For example: it helps in detecting and finding errors in a process.
Decision flow diagram
This contributes to the study of strategies both in terms of internal relationship and in congruence with the exterior. For example: the communication process within one of the sections of a company
How to draw a flow chart
1. The first thing that must be taken into account to know how to make a flow diagram is to determine the elements that will make up the system, since this will help to draw it in the correct order so that it can be understood in a simple way. Some of the components are:
- Input or inputs: these are various types of data, such as tables, information, documents, articles, among others. What are used within the system and subsequently transformed into outputs.
- Processing: actions that through techniques and tools are implemented in the inputs, which are later converted into products or outputs.
- Output or outputs: it is the fruit of the process and that, like the inputs, can be documents, materials, articles, etc.
2. The second step is to know which symbols are used and the meaning of each one of them.
3. Draw each step in the correct order. It should be noted that in some cases there are steps that occur in parallel or that, failing that, must wait for the exit of other previous processes.
4. Draw the arrows that link the processes.
5. Next, symbols should show what happens in each step of the process, that is, whether to wait for another step, whether to wait for documents or data, or also to make a decision.
6. At this point, the symbols that correspond to each step of the system should be drawn.
7. Finally the result should be inspected.
Currently there are various tools to develop these diagrams, to the point that on the web it is possible to find programs to make flow diagrams, thus opening the doors to an important tool so that it is available to those who need it and that even, give you the ability to create a flow chart online.
