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Process Flow Charting Symbols
Of course, there are alternative methods to the Top-Down Flow Chart shown on the previous web page, and the Decision Chart shown on the next web page. You may have seen those Process Flow Charts that look rather like electronic circuit diagrams. You should be aware from the outset, that charting a process can quickly become quite complicated. Remember, the point of Process Flow Charting is to clarify and communicate, in order to help document and (hopefully) improve a process. So, if you are able to meet your requirements with a simple diagram, by all means do so. But, if you must adopt more sophisticated means to achieve your aims, a full-fledged Process Flow Chart complete with specialized symbols is the way to go.
The only "hard and fast" rules are to be clear in your design and consistent in your use of flow chart symbols. It is critically essential that your flow charts translate readily into clear, cogent understanding. The people in any part of an organization should be able to view a flow chart created in another part of the organization, and understand immediately all that it communicates. This is the true test for clarity and consistency.
Some people - particularly those involved with the International Standards Organization (ISO) - have proposed a standard set of Flow Chart Symbols. The ISO9004.4 standard sets-out only four such symbols, and if you can keep your flow charts down to this number of different symbols, they will be much easier to understand for everyone.
However, many organizations have had to use additional symbols and adapt otherwise common ones to better suit their unique processes and flow charting needs. This is perfectly fine, so long as you remain clear and consistent across all of the flow charts in your organization. If you are charting a process as part of your organization's ISO certification initiative, you should use the following set of symbols as a starting point to developing your flow charts. By far, the top eight symbols are the most widely used. Be aware that the more symbols you use, the harder it will be for everyone in your organization to readily understand your process flow charts.
Of course, for some quality initiatives, increased sophistication is essential - even if it adds complexity - because the reward of clarity does not always flow from simplicity. As a general rule, if your objective is merely to document a process, keeping it simple pays dividends. However, if process improvement is the order of the day, the intelligent use of more symbols and richer information will likely be necessary. You will have to use your own judgement on how best to use these flow chart symbols to achieve the results you are seeking.
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INPUT/ OUTPUT or START/ STOP: Signifies the starting and ending points of the process. Typically named after the inputs and outputs of the process, or "triggers" and results. Conforms to ISO9004.4.
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TASK/ ACTION/ ACTIVITY: Something that is done - a step in the process. The most frequently used symbol. Conforms to ISO9004.4. |
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DECISION: Whether to accept or reject something, determine yes or no, pass or fail, etc. Use where only one possible outcome can be chosen. Conforms to ISO9004.4. (See also the Multi-Decision Symbol Below.)
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ARROW: Shows the direction of flow taken by the process, through all the other symbols. Conforms to ISO9004.4. |
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CONNECTION: These paired symbols direct users to other parts of the flow chart by looking for the matching letter. Helpful to avoid excessive lines on the diagram. (For off-diagram connections, use the Off-Page Connection Symbol.)
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DOCUMENT: Signifies a printed or hard-copy document, whether used to refer to information or add to it. (To show kits of documents, use the Multi-Document Symbol.) |
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MANUAL OPERATION: Signifies a task done by hand. It is often important to distinguish Manual Operations from other tasks, to focus the attention of improvement efforts.
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DELAY: Signifies a delay or wait period. Many improvement efforts focus on minimizing delays, so they should be mapped-out thoroughly. |
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OFF-PAGE CONNECTION: Used to refer to another diagram or other document. A page number or document control code is usually shown inside the symbol. |
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DATA: Details operational information such as acceptable limits, performance rates and other process parameters. Useful when defining critical control points. For this reason, Data Symbols are frequently followed by Decision Symbols.
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COMMENT: Use this symbol to add brief text to your flow charts. Be careful to use the dashed line, which keeps the regular flow intact; and don't close the open end, otherwise it will look like a task. |
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PREPARATION: Signifies a preparatory step, otherwise extraneous to the value-adding flow of the process. For example, booting a computer or setting-up a machine or gathering and staging materials.
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MULTI-DECISION: Use for decisions that have more than three outcomes, but where only one can be chosen in any single instance. |
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MULTIPLE DOCUMENT: Like the Document Symbol, except it points to a kit of documents rather than a single one. |
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MANUAL INPUT: Signifies a Manual Input operation, either feeding a machine by hand or keying information into a computer system or form, or hand-writing instructions, etc. |
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INTERNAL STORAGE: Shows in-process storage or staging. For example, buffer stocks or hold areas in factories, or in-boxes in administrative processes. (For out-of-process storage, use the Direct Access and Sequential Access Storage Symbols, or the Data Storage Symbol.)
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SUB-TASK: Use to direct readers to another flow chart for more detailed information. The shadow means that there is another flow chart "behind" this one. |
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ALTERNATE PROCESS: Indicates an alternate process that has the same starting and ending points, but potentially different steps along the way. For example; factories with varied cellular manufacturing set-ups that are used to produce identical items for the process being charted.
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PREDEFINED PROCESS: Use on flow charts to show instances where a sub-process recurs, that has already been detailed earlier within the same diagram. Helps avoid repetition. |
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TERMINATOR: Signifies the end of a flow that does not result in an intentional outcome. Usually appears after a Decision Symbol (to show a dead-end) or after an Extract Symbol (for wastes).
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CARD: Directs readers to refer to a card for more information. Useful both for flow charts used in meetings, and when readers will not have the benefit of a presenter. Helpful when Comment Symbol is inadequate. |
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DISPLAY: Indicates data displayed on a computer screen. This symbol is distinct from the Document Symbol and Manual Input Symbol, in that it cannot be used to signify data entry - only viewing.
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SUMMING JUNCTION: Used at the convergence of two or more flows, where the result is a single flow. Consider it the opposite of a Decision Symbol. |
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OR JUNCTION: Used along one flow, or at the convergence of two or more flows, where the result could be two or more other flows. Similar to the Multi-Decision Symbol, except that the determination in question occurs automatically, or occurred previously in the process rather than at this step.
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COLLATE: Signifies the selection and combining of elements in a sequential order, to form two or more identical sets. (Usually "Assembly" of hard-copy documents.) |
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SORT: Shows the ordered reduction of an integral set into its elemental component parts. (Usually "Disassembly" of batches of hard-copy documents into various categories or parts.)
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EXTRACT: Signifies the separation of an amalgamation into constituent elements. (The opposite of the Merge Symbol.) |
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MERGE: Signifies the combination of elements into an amalgamated whole. (The opposite of the Extract Symbol.) |
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DIRECT ACCESS STORAGE: Use to signify a means of storage that allows users to access any item stored within it with equal ease. |
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SEQUENTIAL ACCESS STORAGE: Use to signify a means of storage where the choice of retrieval is restricted by practicality to an ordered item. |
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STORED DATA: Special symbol used to signify data storage, as opposed to the storage of a physical item or good. |
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INTERSECTION: Where two or more flows intersect but do not actually interact, use this symbol to show that there is no interplay between them. |
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The rules for using these symbols and for creating flow charts in general are simple and common sense. As always, you should use your own best judgement.
- When charting an existing process, study it carefully to develop the chart. Do not simply refer to existing (and potentially out-of-date) documentation or rely on explanations from people, even the most knowledgeable people available. Follow the process "in-process", and chart as you go.
- Try to keep text short and sweet, and within the symbols you use, if possible. When more text is essential, use the Comment Symbol to enclose your text, or the Card Symbol to direct people to refer to a card, or book of cards. Use numbering as required.
- Any task symbol must be preceded and followed by an appropriate task, subtask, decision or start/end symbol. Task symbols do not start or end processes.
- There can only be one start/input symbol and it can only have one arrow out. To show processes that can start with multiple inputs or a "triage" activity, begin with a single start/input symbol and connect it to a decision symbol (or multi-decision symbol) for each of the alternatives.
- There should be no endless loops.
- There should be no unconnected symbols or arrows pointing to nothing.
- All flow charts, just like any printed document, MUST BE DATED!
- When complete, see if someone can follow the process depicted, and accurately explain what actually happens (or should happen) in the process. An uninvolved and uninformed person can be especially helpful in this regard.
- Only after your Process Flow Chart is complete and has been tested and verified by others in your organization, should you consider committing it to a computerized tool, such as Microsoft Excel (FYI: Most of the above symbols are standard offerings in Microsoft Excel's "Autoshapes", which are available from the "Drawing" menu.) By rendering your Process Flow Chart over-top of a Microsoft Excel spreadsheet, and unleashing the full power of this potent software package, you can develop extremely sophisticated process control, measurement and monitoring utilities. Because these can be tailored to your operation, and maintained and further developed by your existing employees, this avenue has the potential to rival any options that are offered by corporate software vendors or specialized "Flow Charting Software" packages (which tend only to help with drawings, not calculations). This kind of organizational learning initiative is a speciality of Synerlux Consulting.
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