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Practicing project managers know that there are many times when reality clashes with the PMI world. One of the real-world PMI visions of PM life is the “Business Analyst” role. Despite what the Project Management Institute (PMI) thinks, PMs have to do other jobs. One of the “non-PM” jobs I often have to take on is “Business Analyst.” and one of the Business Analyst tools I often use are flow charts.

Yes, the flow charts that we learned about in high school Basic computer programing class. The flow chart can help you communicate with your business users better. A well-done flow chart can describe and break down a process for easier explanation and help you improve a process. More importantly, creating a flow chart helps you understand the process and look for improvements.  It also helps you focus on each individual step, without feeling overwhelmed by the bigger picture.

Flow charts are one of the 7 basic Tools and Techniques called out in the PMBOK Project Quality Management knowledge area. The other PMBOK Quality Management tools and techniques are histogram, Pareto chart, check sheet, control chart, cause-and-effect diagram, and scatter diagram. (rb- Know this for the PMP exam)  The is an ISO standard for flow charts, ISO 5807:1985 – Information processing — Documentation symbols and conventions for data, program and system flowcharts, program network charts, and system resources charts for $120.00 US.

Flow Chart Basics – To draw a flowchart, develop a list of the tasks and decisions made during a process, and write them down in order. Enter the purpose (start/stop/decision/etc.) of each symbol within the shape and connect them with arrows to show the direction of the flow.

Flow Charts are usually drawn using standard symbols; however, some special symbols can also be used when required. If you use non-standard symbols people may not understand them and you will fail to clearly communicate your message. Below are some commonly used symbols for charting processes…

Start - Stop		Use this shape to represent an event which occurs automatically. Such an event will trigger a subsequent action, for example 'receive telephone call', start or stop.
Process		Use a rectangle to represent an event which is controlled within the process. Typically this will be a step or action which is taken. In most flowcharts this will be the most frequently used symbol.
Connector		Use a line with an arrow to indicate the direction of the process flow.
Decision		Use the diamond shape to represent a decision point in the process. Typically, the statement in the symbol will require a 'yes' or 'no' response and branch to different parts of the flowchart accordingly.
Subroutine		This shape is used to represent a pre-defined process. The text in the shape should be a descriptive name of the process it represents. The process that it represents must be defined elsewhere.
Document		Use this shape to for a process step that produces a document.
Pause		This shape is used to indicate a waiting period.
On page link		Use a pair of circles to replace long or confusing lines on a flowchart page.  The name or reference for the other process should appear within the symbol.
Off page link		Use this shape to represent a point at which the flowchart connects with another on another page . The name or reference for the other process should appear within the symbol.

The following are some flowcharting tips:

1. Keep it simple
2. Begin by listing each step of the process using the symbols above – just put your ideas on paper (screen?) and correct them from there. It will surprise you how much you learn about your organization in this process.
3. The usual direction of the flow is from left to right or top to bottom.
4. Put an arrowhead on the flow line to show the decision process.
5. Only one flow line should come out from a process symbol.
6. Only one flow line should enter a decision symbol, but two or three flow lines, one for each possible answer, should leave the decision symbol.
7. Only use one flow line in conjunction with the terminal symbol.
8. Use only brief descriptions in standard flow chart symbols. If needed, use an annotation call-out to describe the step more clearly.
9. Use two on-page reference symbols to cut the number of flow lines in a complex diagram.
10. Avoid crossing flow lines.
11. Ensure that the flowchart has a logical start and finish.
12. Challenge your flow chart to make sure that it’s an accurate representation of the process.

You can use Microsoft (MSFT) Visio, Word, or even Excel to build flowcharts. There are a number of flow chart creation tools online – Draw.io, Pencil Project (“free”) Gliffy online (“free”).

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You can use the flow chart as a process improvement tool. Make sure that it represents the current state and then you can use it to discuss changes to the process with your users to make sure it represents the most efficient way of doing the process.

Related article

• Figure Out Where to Put the Apostrophe With This Handy Flowchart (Lifehacker)

Ralph Bach has been in IT long enough to know better and has blogged from his Bach Seat about IT, careers, and anything else that catches his attention since 2005. You can follow him on LinkedIn, Facebook, and Twitter. Email the Bach Seat here.