How to create an awesome workflow diagram and why you need one

words Al Woods

A visual graphical representation allows the user to have a clear picture of various tasks they wish to undertake. It’s a map that offers information and directions to take through the particular operation. The same way a workflow diagram is a step-by-step visual demonstration of a business process. The diagram provides organizations with a series of tasks from start to end. All steps are well defined and give the role of each department or person.

Workflow provides the user with a sequential process from beginning to end of the business process. It maps out the activities, data, tools, and people to handle each task. Organizations can opt to partially automate or fully automate their workflow diagram for easy business processes.  A workflow diagram is also referred to as workflow, is represented with unique symbols and shapes. Every feature has a significant meaning.

workflow tips

Importance of Workflow diagram

Workflows are significant facilities for all businesses regardless of the level and type.  It’s a unique tool used to help rationalize business activities and operations, increase productivity, enhance workforce abilities, and identify loopholes.

Organizations can easily track their business deals, tasks using the step-by-step process. Each employee is allocated a task making everyone relevant in the company. Workflow diagrams improve efficiency and help provide proper flow in the business. It’s a simple system that accommodates all stakeholders by providing simple steps to direct the user from one step to another.

When and where can one user Workflow diagram

Workflow diagrams are essential to all industries—they play a significant role based on the business needs. The following are a few examples of industries that use workflow diagrams.

●       Military

Military basements require workflow diagrams to help in the planning and deployment of operations. The involved military officers undertake various tasks and missions as planned on the diagram.

●       Finance

All financial departments depend on workflow to conduct payment processes, invoicing, assigning purchase orders, collection, and more. To ease the process, many organizations automate the workflow to eliminate errors.

●       Medical

Medical facilities can also utilize workflows to show steps on patient’s progress, treatment, ER visits, and other medical-related data.

●       Education

The education sector is broad; departments need to use a visual representation in various sectors such as enrolling students, education programs, faculty duties, and more.

●       E-commerce

Businesses can get details on customers’ details from purchase history, preferences, orders, shipping, and invoicing details.

●       App building

Developing a business app takes several stages to complete.  Developers need to gather information, plan, design, program, test, and launch. Every detail should follow a sequence to ensure no bugs are developed in the process.

How to create a workflow diagram

Creating a workflow diagram entails planning and gathering the correct information. Businesses need to outline their ideas before designing a workflow.

1.      Identify the process

Organization developers’ teams should first identify and outline the plan they wish to use. The identification process helps the user decide on the type of workflow diagram to invest in.  Next, consider all people involved in the process—those who will see and use the workflow. For example, if the diagram is for non-technical users. Organizations should get a simple workflow with easy symbols and shapes.

2.      Outline the start and end of the workflow

After deciding on the type of workflow diagram to use, incorporate all people and define the start and the end. All stakeholders should provide an opinion to help you pick the best ideas and create a rough start to end process.

3.      Gather information and essential tools

Don’t build a workflow without involving all departments. The information is crucial and provides a different opinion about the plan. A quality business process will include customers’ feedback to ensure the end process suits all parties.

4.      Categorize the tasks

Now that you have all information categorize the task based on importance. Classify the task as necessary, unnecessary, helpful, etc. This will assign each duty/task to the rightful people. Ensure to analyze each employee’s ability not to overtask other or delegate tasks to the wrong workforce.

5.      Now design the workflow.

Once you assemble all details and delegate the task, it’s time to design the diagram; you can use automated facilities or manual processes. Ensure the workflow is simple and easy to edit or modify.

6.      Analyzing the results

At this stage, check for any loopholes. Test the diagram and see what needs to be added or removed. Here, developers can determine which process uses more time and requires automation once the team analyzes and identifies the bugs. They can modify and test again before fully launching the diagram.

7.      Launch

Now the developers’ team can launch the diagram for all stakeholders to use. Note the workflow diagram should be open for update and modification based on current market changes.

Why you need workflow diagram: benefits

●       Improves communication and collaboration

Workflow development involves team collaboration and communication. All teams need to air their opinions and decide on the best plan. This improves communication and raises team collaboration. For business, productivity communication is an essential factor. Workflow diagrams allow for better team communication and enhance profitability.

●       Improves customer care

A workflow diagram allows businesses to address customers’ needs as they arise. Developers should involve customers through feedback, evaluating, and managing their complaints to build a perfect workflow.  The process helps build strong customer relationships.

●       Increase productivity

Organizations using workflow diagrams report better revenue due to aligning business operations. The process assists businesses to have a good flow on how to conduct their sales. There are better ways to attract customers and make sales and create more profits. Automated workflow help businesses reach potential leads, drive sales and improve productivity fast.


Creating a workflow is the beginning of better business operations. The diagram involves all parties to accomplish a common goal. Businesses should invest in building good workflows that suit business and customers’ needs. Workflows produce more when automated, thus saving time and resources for companies.  To enjoy the benefits, organizations should analyze and establish the best workflow type for their business.


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