How To Create a Business Process Diagram

Business processes are the core of any business. Optimized business processes translate to operational excellence. Productivity and cost savings are high when a business operates at its peak levels. Every company wants to offer innovative products and services, and streamlining operations is the first step in that direction.

Identifying the various tasks involved in the process, their order, and their relationships is the first step in creating a process diagram. The tasks that demand human involvement must be identified after the task list has been created. System tasks are those that do not require human intervention. These tasks can be easily automated to reduce human effort. Gathering data, issuing emails, copying data, etc. are considered system tasks. Once the tasks have been decided upon, their relationship and order of execution must be established.

Business Process Model and Notation (BPMN) 2.0 Tutorial

Components of a business process diagram

A business process diagram is made by creating a map with various symbols and designs. To use, you can either modify the standard selection of shapes and symbols or create your own.

The typical shapes and symbols used in a business process diagram and their meaning are as follows:

What is a business process diagram?

An outline of a process’s individual steps is called a business process diagram. A variety of shapes, including squares and circles, are used in this diagram to indicate the process’ direction. A business process diagram is frequently used for procedural tasks and acts as a road map for achieving objectives.

Business process maps take into account potential choices and alternatives at each stage. For instance, a diagram might have two options, each with the response “yes” or “no.” The user follows a specific path on the diagram based on their choice. These illustrations clearly explain a business thought process or methodology for a particular task. It is a helpful tool for staff members in need of direction or for those outside the company who are interested in how things work there.

Advantages of creating a business process diagram

There are many advantages to creating a business process diagram. A business process diagram streamlines procedural information by emphasizing the steps that are most important to the process. Additional benefits of a business process diagram are listed below, along with reasons your company might make one:

Encourages a mutual mindset

A business process diagram gives employees and the company a solid foundation. As a result, everyone in the company uses the same data. This reliable source of information encourages staff to adopt a similar perspective on business. Because there are predetermined standards, a mutual mindset prevents disagreements, miscommunications, and a wide range of opinions.

Simplifies complex topics

Business process diagrams concentrate on the most crucial details while leaving out superfluous information. This strategy employs a common language to reduce confusion and aid in information comprehension.

Provides a reference

A business plan’s visual representation is very helpful to have. A business process diagram acts as a motivator and quick reference when it is displayed. For instance, an employee can quickly consult the diagram for confirmation if they are uncertain of the next step.

Documents progress

A business process diagram is an excellent tool for describing how a project is carried out. Employees can see their progress and how close they are to achieving goals by following the outlined steps.

How to create a business process diagram

The following actions should be taken into account when drawing a business process diagram:

1. Brainstorm ideas with a team

You and your staff should put your thoughts and ideas down in writing. Think about how to integrate them into a diagram. When brainstorming, be open to spontaneous conversation and ask lots of questions. In brainstorming meetings, encourage innovative thinking and consider all ideas.

2. Gather information on the project

Acquiring information is essential to an informed business process diagram. The more details you have, the more accurately your diagram will depict your project.

3. List keywords of steps

A great first step in creating a business process diagram is gathering keywords. By taking into account the initial information from information gathering and brainstorming, create keywords. Choose words that are special and practical to help you remember the most important aspects of each step.

4. Draw the map with shapes and symbols

The visual representation of your data is the business process diagram you draw. For easier reading, hand-draw the map or use a computer program. Some companies prefer whiteboard maps so they can easily change the information if necessary. Use shapes like circles, squares, and triangles to denote specific types of steps.

5. Analyze the flow of the diagram

Examining the diagram’s flow focuses on its visual design and the way the information is presented. Multiple employees should go over the business process diagram several times. Think about how simple it is to understand and which steps might be challenging.

Consider replacing a component of the diagram if you are having trouble understanding it.

6. Receive feedback from stakeholders and employees

When drawing an effective business process diagram, feedback is extremely valuable. It promotes candid feedback and suggestions from stakeholders and staff, which are then used to revise. It’s critical to take other people’s perspectives into account because the business process diagram pertains to the entire organization. Additional opinions provide insight into the effectiveness of the diagram.

7. Revise the diagram to implement feedback and edits

Consider what you want to edit and change about the diagram after getting feedback. There is no right or wrong way to modify a diagram; it all depends on what you’re trying to accomplish. Before sharing, take some more time to review your diagram to find any errors or changes that should be made.

8. Share the diagram with the business

The most exciting step is frequently sharing your business process diagram. At this point, people start utilizing your diagram directly for work. Pay close attention to how well your diagrams work and how people react to using them. These observations enable you to enhance your current business process diagram and produce future ones that are more successful.

Additional tips for how to create a business process diagram

Consider the following tips when creating your business process diagram:

Keep it easily readable

A person must be able to read a business process diagram in order to use it. The more accessible your diagram is, the more likely it is to be used. Your diagram should be straightforward to understand and easy to refer to.

Provide the right amount of information

Providing just the right amount of information to prevent misunderstandings and overburdening your staff You can check this by timing how long it takes other people to read the diagram and comprehend its instructions.

Create additional diagrams

Consider drawing another diagram if you believe there is too much information for one. Dividing the information gives special attention to each topic. Additionally, it prevents the pressure to cram all the details into a single diagram, which could harm the usability.

Update your diagram when necessary

You might learn new details that are important to include in the diagram. Please feel free to include this information and, as necessary, update your diagram.

Provide a key

If your diagram contains numerous shapes and symbols, include a key. Each shape and symbol in your business process diagram is defined by a key. This helps people understand and follow the diagram more easily.

Maintain consistency

Consistency in the keywords, shapes, and symbols you use across all of your diagrams is essential. Due to its consistent methodology, this raises the level of professionalism and reliability of your diagram.


What is business process diagrams?

An illustration of a directed flow of activities that are specified using a portion of Business Process Modeling Notation (BPMN) is called a business process diagram. Tip: The new diagram editor, which is currently the preferred tool for creating graphical artifacts, can be used to create business process diagrams.

How do you make a business flow diagram?

The 7 steps of the business process lifecycle
  • Step 1: Define your goals.
  • Step 2: Plan and map your process.
  • Step 3: Set actions and assign stakeholders.
  • Step 4: Test the process.
  • Step 5: Implement the process.
  • Step 6: Monitor the results.
  • Step 7: Repeat.

What are key components of a business process diagram?

The 6 steps to making a business process flow diagram
  1. Determine the main components of the process. …
  2. Order the activities. …
  3. Choose the correct symbols for each activity. …
  4. Make the connection between the activities. …
  5. Indicate the beginning and end of the process. …
  6. Review your business process diagram.

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