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What is a Flowchart?

Last updated: March 2026

A flowchart is a graphical representation of a process that shows, step by step, the activities that compose it, the decisions made and the order in which they occur. It is the most widely used tool in business process management because it turns something abstract into something visual and comprehensible to anyone.

A flowchart is not just a pretty drawing. It is a communication tool. When the whole team can see a process the same way, misunderstandings are eliminated, errors are detected and continuous improvement is facilitated.

Standard flowchart symbols

Oval — Start / End (Terminal)

Marks the start or end point of the process. Every diagram must have at least one start oval and one end oval.

Rectangle — Activity or Task

Represents a concrete action performed by a person or system. It is the most common symbol in any diagram.

Diamond — Decision

Represents a point where the flow can go in different directions depending on a condition (Yes/No, Approved/Rejected, etc.).

Parallelogram — Input / Output

Indicates data entering the process (a form, an email) or leaving it (a report, a notification).

Arrow — Flow direction

Connects nodes and indicates the order of process execution.

For a complete catalog of node types with examples, see our guide to flowchart node types.

Most common flowchart types in business

Basic flowchart

The simplest type: a linear sequence of steps with possible branches. Ideal for simple processes or as a starting point when beginning to document.

Swimlane diagram

Divides the diagram into lanes, one per person, team or system involved. Especially useful for seeing where responsibility transfers between departments.

Global process map

Represents not a single process, but all company processes and how they relate. The starting point for any BPM initiative.

When to use a flowchart

  • Documenting procedures so new people can learn them independently.
  • Detecting inefficiencies — seeing the full process surfaces redundant steps and bottlenecks.
  • Preparing for automation — you can't automate a process that isn't well defined.
  • Meeting certifications like ISO 9001, EFQM or similar.

How to create a flowchart step by step

  1. Define the process — name it and establish where it starts and ends.
  2. Gather information — talk to whoever executes the process.
  3. Draft it — don't aim for perfection. Draw the sequence with standard symbols.
  4. Identify decision points — when can the flow go in different directions?
  5. Validate with the team — share the draft and correct anything that doesn't reflect reality.
  6. Publish and keep updated — store the diagram in an accessible location.

Practical tip: always start with the main path (the happy path, when everything goes well) and add exceptions afterwards. Trying to capture everything at once usually produces unreadable diagrams.

Tools for creating flowcharts

Mapaflow is specifically designed for this. It offers a collaborative diagram editor with all standard nodes, swimlane support and a global map that connects all company processes.

Want to start creating your own flowcharts? Try Mapaflow free — no credit card, no commitment.

Related resources

Frequently asked questions

What is a flowchart and what is it used for?+
A flowchart is a visual representation of a process that shows, step by step, the activities that compose it, the decisions made and the order in which they occur. It is used to document processes, detect inefficiencies, train teams and meet certification requirements such as ISO 9001.
When should I use a flowchart instead of describing the process in text?+
Whenever the process has more than 4-5 steps, involves more than one person, or includes decision points. Visual representation reduces misunderstandings and allows you to identify problems that text hides.
What symbols are essential in a flowchart?+
The essentials are: oval (start/end), rectangle (activity or task), diamond (decision/gateway) and arrow (flow). With these four elements you can represent 90% of business processes. Other symbols add more detail depending on the notation (ISO 5807 or BPMN 2.0).
What is the difference between a flowchart and BPMN?+
The classic flowchart (ISO 5807) is simpler and universal — anyone can understand it without training. BPMN 2.0 is a more complete international standard that allows modelling complex processes with events, task types and pools. Mapaflow supports both notations.
How long does it take to make a professional flowchart?+
A well-documented process of 10-15 steps takes between 30 and 90 minutes with a good tool. The most time-consuming part is not drawing but interviewing those who execute the process and validating the draft.