Every decision, every procedure, every process follows a structure - but how often does this remain opaque in day-to-day work? An unclear process leads to misunderstandings, delays and avoidable errors. This is exactly where process diagrams come in: They make processes visible, create transparency and help to clearly define responsibilities.
In this article, you will find out what a process diagram is, what symbols there are and how to set it up correctly. We show you how to create a clear diagram that optimizes your work processes in just a few steps. With Collaboard, you can design process diagrams intuitively, edit them in real time with your team and save them securely - whether in the cloud or on your own servers.
A process diagram shows you the individual steps of a process and makes it clear which tasks are carried out when and by whom. Unlike a flowchart or a process diagram, it often focuses on the overall structure instead of showing every single decision or branch.
In many projects, a process diagram is used to clearly line up work steps and clarify responsibilities. In training courses, you can use it to explain processes without getting lost in details. Such a diagram is also useful in quality assurance because you can see at a glance where there is potential for improvement.
Standardized symbols should be used to ensure that the process diagram remains clear and easy to read. They ensure that everyone involved can immediately understand and comprehend the diagram.
A good flowchart is not only correct in terms of content, but also easy to understand. A clear layout helps to quickly grasp processes and avoid errors. To keep your diagram clearly structured, you should consider the following points:
A process diagram helps you to visualize workflows in a structured way and clearly depict complex processes. To ensure that the diagram remains comprehensible and conveys the right information, there are a few key steps to consider.
Before you create a process diagram, you should be clear about the goal and the flow of the process. Do you want to optimize an internal work process, depict a decision-making structure or document a production process?
Write down the main steps of the process and identify important decision points. Think about which departments or people are involved and whether there are any dependencies. A clear objective facilitates the structure of the diagram and ensures a precise presentation.
Begin with a starting point that initiates the process. Then add process steps as rectangles. Decision paths are represented by diamonds that have at least two possible outcomes (e.g. "Yes" or "No").
Arrows connect the elements and show the sequence of steps. Make sure that the sequence is logical and that there are no unnecessary branches or dead ends. A clear structure improves readability and ensures that the diagram is understandable at first glance.
A process diagram is a living document that should be reviewed and updated regularly. Test whether the diagram correctly reflects the process and adjust it if necessary. Digital tools such as Collaboard allow you to make changes at any time, insert new process steps and adapt the diagram flexibly to changing processes.
Process diagrams are versatile tools for visualizing processes. Different diagram types are available depending on the application. Here are some practical examples:
A data flowchart shows how data is moved, processed and stored within a system. It is often used in software development or to analyze business processes.
Example: In a bank, a data flow diagram is used to illustrate the path of a loan request - from the application to the credit check to approval or rejection.
A decision flow diagram (classification tree) helps to systematically evaluate different options. It is often used for approval processes or in medicine for diagnosis.
Example: In a hospital, a decision flow chart can determine which measures are to be taken in the event of certain symptoms of illness - e.g. whether a patient is admitted as an inpatient or treated as an outpatient.
A process flow diagram shows the sequence of work processes and is often used in manufacturing or logistics.
Example: In a production facility for electrical appliances, a process flow diagram is used to illustrate the assembly processes from material procurement to quality inspection. This allows bottlenecks and optimization potential to be identified quickly.
Companies use process diagrams to make administrative processes transparent.
Example: An order process is displayed as a diagram: From receipt of an order, through internal checking, to approval by the finance department and final delivery.
In teams and projects, process diagrams help to visualize responsibilities and workflows.
Example: A team uses a swimlane diagram to clearly separate tasks and responsibilities within a project. Each lane represents a department or person so that everyone knows which steps are the responsibility of whom.
A well-visualized process makes procedures understandable and helps to identify sources of error. To ensure that your process diagram is clearly structured and effective, you should follow a few basic principles.
With a well-structured process diagram, you bring clarity to processes and make connections understandable at a glance. Standardized symbols help to map complex processes simply and link the most important steps logically.
Whether data flows, decision paths or workflows - with the right visualization, you can optimize processes, uncover sources of error and clearly define responsibilities. A digital tool not only makes it easier to create, but also to collaborate and adapt to changing processes.
With Collaboard, you can create your process diagrams intuitively and quickly - alone or in a team. With secure storage and flexible hosting options, you retain control of your data at all times.
Process diagrams help to visualize workflows, clearly define responsibilities and identify weak points. They facilitate communication within the team, improve work processes and ensure transparent documentation.
Process diagrams focus on the overarching structure and the sequence of work steps. In contrast, flowcharts are often more detailed and explicitly depict decisions or branches. Process diagrams are particularly suitable for process optimization, whereas flowcharts are often used in software development or logistics.
Common symbols are ovals for start and end points, rectangles for individual process steps, diamonds for decisions and arrows to connect the elements. This standardization facilitates understanding and application in different areas.
Yes, with Collaboard you can create and save your own templates to map processes in a time-saving way. You can adapt standardized diagrams for recurring processes and share them with your team.
Process diagrams should be regularly reviewed and adapted to take account of changed processes or new guidelines. With digital tools such as Collaboard, diagrams can be edited in real time and coordinated with those involved.
Process diagrams are an excellent way of illustrating training content. They help to make complex processes easy to understand and can be edited interactively in Collaboard to simulate practical scenarios.
Collaboard enables functions such as the joint editing of process diagrams in real time. Teams can work together on diagrams, leave comments and implement adjustments immediately without having to manually synchronize versions.