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Creating Quality Flowcharts: Three Blunders to Avoid

Posted on 03. Sep, 2009 by bradsemp in Brad's B.S.

One of the best things about systems is that they can be easily reduced to a graphical representation. You don’t need to read about the processes and logically assemble them in your mind; you can look at a flowchart and “see” how the whole thing operates.

A good flowchart is worth several times its weight in gold in the world of systems. It clarifies the system. It communicates processes to those who need to understand them. It provides an instantly interpretable and adjustable roadmap that allows for systems review and improvement.

A bad flowchart, on the other hand, can be an unmitigated disaster. When the visual version of your system is incorrectly assembled, it can lead to a slew of problems. Those involved in carrying out its steps may misread or misunderstand their responsibilities. A bad chart may make it harder to spot serious planning flaws. Weak efforts make it more difficult to hone systems for maximum effectiveness.

While some flowchart goofs are worse than others, three stand out as common sources of confusion.

Flow Inconsistency. Every flowchart needs to move in the right direction. Two conventions determine the proper direction of flow. Either you move from top-to-bottom or you move from right-to-left. When a flowchart features elements that are moving in different directions, interpretation can become very confusing. Violating the norms also makes it more difficult for people to get a grip on your system even if you’re consistently “moving in the wrong direction”.

Symbol Sameness. This is a common problem in flowcharts generated by people who are just getting their feet wet in the world of systems. They’re doing their best to plan and organize, but they don’t really speak the “visual language” of flowcharting. They use circles, rectangles, diamonds and ovals indiscriminately or utilize one symbol for virtually everything. There is a fairly standardized approach to drawing up flowcharts and virtually anyone will be able to decipher a chart created with ANSI standards in mind. When you “do your own thing” in terms of presentation, it can be confusing to those who may “speak the language” and frustrating to those just learning it. You can find quick explanations of which shapes to use for what purposes and you should do so.

Branch Inconsistency. We mentioned the chaos of workflow running in every direction. It’s just as important to try to maintain consistency in the direction of individual branches within your flowchart. For instance, many flowcharts have frequent “true/false” or “yes/no” components. A smart chart will have all “true” branches flowing out of the same side of the decision symbols. Every time you encounter a “true”, the path might emerge from the bottom of the symbol. Every “false” response might lead out of the symbol’s right side. Charts that lack branch consistency can increase the likelihood of user error and to more clearly communicate the structure of the system.
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There’s more to a great flowchart than directional flow, proper symbol use and branch consistency. If you are doing things the right way on all three of these fronts, however, you will be more likely to generate a powerful and useable than are those who make mistakes in these areas.

Tags: Brad Semp, business process automation, business process mapping, document workflow, flowchart