Workflow Diagram Examples for Process Management

May 14, 2023 - 10 min read

Wrike Team

If you’re looking to improve your business processes, one of the best tools to use is a workflow diagram. Not only do these diagrams provide a clear visual representation of how a process works, but they also help to identify areas for improvement and streamline operations.

This article will discuss the key components of workflow diagrams and provide tips on creating effective diagrams to improve work management.

Harness the power of effective workflow diagrams with Wrike and enhance your organization’s process management efforts. Unlock the efficiency of your business operations with a 14-day free trial of Wrike’s advanced project management software.

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Understanding workflow diagrams

Let’s first gain a better grasp of what workflow diagrams are, how they will benefit you, and key components to remember when creating your diagram.

What is a workflow diagram?

A workflow diagram is a visual representation of a process that illustrates how tasks are completed from start to finish. The diagram outlines each step in the workflow, specifically the inputs, outputs, and connections between each step.

Let’s say you work for a company that manufactures and sells products. Making and selling a product involves many steps, like designing, sourcing materials, manufacturing, marketing, and selling it. A workflow diagram can depict how all of these steps are connected in order.

Benefits of using workflow diagrams

The plethora of benefits to businesses taking advantage of the workflow diagram include:

Improved efficiency: It is easier to identify areas for improvement and streamline operations. Steps that take too long or cause delays can quickly be identified and addressed.
Reduced errors: Understanding how a process works can help reduce mistakes and increase efficiency.
Clear communication: Workflow diagrams clearly communicate project steps to others and can be especially helpful when training new employees or working with outside vendors.
Flexibility: If changes to the workflow must be made, diagrams assist the team in understanding how they will affect the overall project. If a new step is added or removed, the diagram can be updated to reflect these changes.

Key components of a workflow diagram

Workflow diagrams typically include the following elements:

Start/end points: A clearly defined start and end point indicates where the process begins and ends. This is often represented by a circle or oval shape.
Tasks or actions: Each step in the workflow serves as a specific task or action. This is often denoted by a rectangle shape.
Decision points: Decision points reflect a choice that must be made in the process, such as whether to proceed to the next step or not. This often comes in the form of a diamond shape.
Connectors: Connectors symbolize the flow of the process, showing how one task or action leads to the next. This is often represented by arrows or lines.
Inputs and outputs: Input and output data or information should be included to show what is needed for each step and what is produced as a result. Use small rectangles connected to the task or action to mark them.

Workflow process examples and types of diagrams

While there are many types of workflow diagrams, some of the most common include:

Flowchart diagrams

Flowchart diagrams use symbols to represent each step in a workflow and the connections between them. These diagrams are often used to show the logic of a process. They help find ways to make a process better, especially when there are extra or unnecessary steps.

Let’s take the example of a manufacturing operation. A flowchart shows the steps to make a product, from materials to finished goods. This tool can also show the different stages of the process, such as assembly, quality control, and packaging.

Swimlane diagrams

Swimlane diagrams, also known as cross-functional flowcharts, illustrate the steps in a process across multiple departments or functions. This type of diagram is particularly useful for identifying areas where communication and coordination between departments can be improved. Swimlane diagrams use horizontal or vertical lines to separate the different departments or functions involved in the workflow.

A swimlane diagram can be used to depict the steps for hiring in a company. The diagram illustrates the different departments involved in the process, such as HR, hiring managers, and finance.

Business process model and notation (BPMN) diagrams

BPMN diagrams are a standardized form of workflow diagram used to portray complex processes. These diagrams use specific symbols to define the different types of tasks, decisions, and events that make up a process. BPMN diagrams are particularly useful for modeling business processes that involve multiple departments or functions.

A BPMN diagram can be used to illustrate the order-to-cash process in a company. The diagram can show the different tasks involved in the workflow, such as order entry, invoicing, and payment processing.

Data flow diagrams (DFDs)

DFDs are used to represent how data flows through a system or process. These diagrams are particularly helpful when identifying data sources, storage, and transformations. Also, DFDs are quite useful for modeling complex systems that involve multiple data sources and transformations.

For instance, a DFD can be used to explain the flow of data in a customer relationship management (CRM) system. The diagram can show how data flows from customer interactions to the CRM system, and how it is stored and used to inform business decisions.

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How to create effective workflow diagrams

Creating an effective workflow diagram requires careful planning and attention to detail. In this section, we’ll explore some key steps to take when creating a workflow diagram that accurately reflects your process and is easy to understand.

1. Identify the scope

Before you create a workflow diagram, determine the scope of the process you’re trying to document. This includes the boundaries of the process, what data is being used, and who the stakeholders are. By doing so, you’ll be able to create a diagram that accurately reflects the workflow and provides value to stakeholders.

When diagramming a workflow for a customer service process, you’ll need to identify the different stages of the process. This involves initial contact, issue resolution, and follow-up. You’ll also need to determine the data that’s being used, such as customer information, issue details, and resolution status. Finally, you’ll need to identify the stakeholders involved, such as customers, customer service representatives, and managers.

2. Gather relevant information

Once you’ve identified the scope, the next step is to gather relevant information about the process. This may involve speaking to stakeholders, gathering data, and documenting existing procedures. The goal is to create a more accurate and detailed workflow diagram.

You may need to interview customer service representatives to understand how they handle different types of issues. You may also gather data on the average time it takes to resolve issues and the most common types of problems that arise, or document any existing procedures.

3. Choose the right diagram type

When selecting a diagram type, it’s important to choose one that accurately reflects the process you’re documenting. Consider the level of detail required, who the audience is, and what the purpose of the diagram is when making your decision.

If you’re creating a workflow diagram for a complex process with multiple decision points, you may want to use a BPMN diagram. This type of diagram uses standardized symbols and notations to represent different types of actions and decision points, making it easier to understand and analyze the process.

4. Use standard symbols and notations

Standard symbols and notations make your diagram easily understandable and accessible for all team members and stakeholders. There are a number of established symbols and notations that are used in workflow diagrams, including those in BPMN diagrams.

For example, while a rectangle is commonly used to represent a process step, a diamond typically stands for a decision point.

5. Ensure clarity and simplicity

Finally, it’s important to make your diagram as clear and easy to understand as possible. Consider using a logical flow and avoiding too much detail or complexity. Focus on the key steps in the process and ensure that the connections between them are clear.

You may want to use color coding or different line styles to symbolize different types of actions or decision points. Annotations or comments would also suffice to provide additional context or information about specific steps in the process.

Whether you’re documenting a customer service process, manufacturing process, or any other type of process, it pays to create a well-designed workflow diagram that can help you identify inefficiencies and improve overall performance.

How project management tools streamline workflow diagrams

Project management tools assist teams in collaborating, sharing, and accessing visual representations of workflow diagrams. These tools provide a central platform for working together effectively. They enable real-time updates and version control, ensuring that everyone is on the same page and that changes to the workflow can be efficiently managed.

Moreover, they often integrate task assignments, notifications, and progress tracking, simplifying the execution of each step in the workflow.

Use Wrike as your workflow management software

Wrike has proven to be an invaluable solution in the quest for efficient workflow management, particularly when it comes to implementing and visualizing workflow diagrams. Wrike helps users easily make, monitor, and enhance workflow diagrams with its user-friendly interface and numerous features. Its intuitive drag-and-drop functionality allows teams to design intricate diagrams with ease, ensuring that every step in their processes is clearly defined and organized.

The real-time collaboration features enable teams to work seamlessly, whether they’re in the office or working remotely. Additionally, Wrike’s automation capabilities help streamline repetitive tasks, making workflows more efficient. Overall, Wrike can enhance workflow diagrams and drive productivity across the board.

Conclusion

Workflow diagrams are essential tools for effective process management, helping businesses streamline operations, reduce errors, and improve communication. Whichever diagram you choose, it’s important to select the right type for your needs and ensure that it accurately reflects the process you’re documenting.

Empower your organization with intelligent workflow diagrams by harnessing the power of Wrike’s work management platform. Begin your free trial now and optimize workflows for elevated business performance.

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Note: This article was created with the assistance of an AI engine. It has been reviewed and revised by our team of experts to ensure accuracy and quality.

Wrike Team

Occasionally we write blog posts where multiple people contribute. Since our idea of having a gladiator arena where contributors would fight to the death to win total authorship wasn’t approved by HR, this was the compromise.

#Productivity Advice #Project Managers #Project Management Advice

Project Management 5 min read

Dark Matter of Work: The Cost of Work Complexities in The PMO

Efficiency is everything for organizations – especially as we face a possible recession and mass layoffs continue. Plus, the way we work continues to evolve and become more complex, causing efficiency to suffer even more. Over the past few years, modern work complexities have been eating away at your bottom line through an invisible yet powerful presence in your organization — what we call the Dark Matter of Work. Just as CERN identified Dark Matter as the “invisible” content that makes up 95% of the mass of the universe, the Dark Matter of Work represents activity and details that we can’t immediately see but that have a significant influence on everything around it. From the tools we use to conduct our work to where and when we execute it, work complexities have truly exploded in recent years and will only become more complicated over time — making it increasingly difficult for employees and business leaders to get visibility into work and truly understand work in progress. Wrike is focused on shining a light on the Dark Matter of Work. That’s why we recently commissioned research to investigate its impact on PMO leaders, employees, and organizations as a whole. We wanted to understand to what extent Dark Matter exists and discover the financial cost of Dark Matter affecting us all. The results are staggering and can point PMOs towards key ways they can increase efficiency to endure the unknown economic future. Let’s explore the results. Impact on the PMO While we cannot “see” the Dark Matter of Work, we can identify where it exists. It lives in synchronous applications and unstructured work, such as instant message threads and video calls, as well as the gaps between systems and applications that aren’t integrated. Without a single work platform that is powerful and versatile enough to track, manage, action, and align all work to goals across an organization, there exists a dangerously low level of visibility amongst knowledge workers and leaders. At present, most project managers and PMO leaders generally have little visibility into the work their teams are doing and cannot track the progress of much of that work in real time. And if we ask knowledge workers, they say employer visibility into their work is even lower — suggesting there may be more Dark Matter of Work than we think. Wasted time Time wasted on activities such as repeating work that’s already been done, attending unproductive meetings, or following up on actions and statuses costs the average enterprise millions. The cost of the Dark Matter of Work The total cost of Dark Matter for PMOs and project managers is quite substantial and will continue to increase exponentially unless addressed. Low visibility For business and PMO leaders, visibility into work has only increased slightly since 2020 — from 48% to 51%. And other project managers are struggling to view their assignments and expectations. More human costs Amid the Great Resignation, the mass layoffs, and the continuing remote work environment, PMOs must work to address the human costs of the Dark Matter of Work, as well. Too many applications As hybrid work continues, PMOs rely more and more on applications to stay connected. But many of these tech tools do not integrate with each other, decreasing visibility, increasing wasted time, and resulting in duplicative work. Plus, app integration is also moving at a slow pace from 2020 (43%) to now (49%). Looking ahead If left unchecked, Dark Matter will increase by 42% in the next five years. According to the survey, the projected cost of Dark Matter in 2027 looks to be: How can you minimize these costs? A single source of truth is essential. PMOs need a solution that is robust enough to manage and orchestrate complex workflows and simple enough for team members to use. The organization with full visibility into these workflows and applications and the data they create at all levels will be best equipped to overcome the impacts of the Dark Matter of Work and come out on top. For more on the Dark Matter of Work, its costs, and the solutions, check out the full report here — and usher in a new age of digital collaboration. Or start a free two-week trial of Wrike today to see how our work management solution can centralize work and increase efficiency for your PMO!

Project Management 10 min read

Scrum Master vs. Project Manager: Key Differences

When it comes to managing projects, Scrum and traditional project management are the two most commonly used approaches. Although both aim to deliver projects successfully, they differ in their processes and methodologies. In this article, we will explore the differences between a Scrum master vs. project manager and provide insights into their roles, responsibilities, and skill sets. Take your project management skills to the next level with Wrike’s advanced features, designed to support both Scrum and traditional project management methodologies. Claim a 14-day free trial of Wrike to explore the differences and similarities in practice. Try Wrike for free The difference between Scrum master and project manager Before we dive into the differences between the two, let’s first define Scrum and project management. Defining Scrum Scrum is an Agile project management methodology that enables teams to deliver high-quality products and involves regular reviews and feedback sessions. It is repetitive and focuses on delivering features in short sprints. Scrum teams typically consist of a Scrum master, product owner, and development team members. Defining project management On the other hand, traditional project management is a methodology that is more linear in nature. It aims to plan, control, and execute a project successfully, step by step. This involves defining goals, analyzing resources, developing timelines, and monitoring progress. Project managers are responsible for overseeing the project’s delivery and ensuring it meets the objectives. Roles and responsibilities of a Scrum master The Scrum master is a critical role in any Agile development team. They make sure the team follows the Scrum methodology and delivers high-quality work on time and within budget. Essentially, the Scrum master is a servant leader who collaborates with the development team. They also work with the product owner and other stakeholders to ensure that everyone is aligned and working toward achieving the project’s objectives. Facilitate Scrum events The Scrum master arranges and leads Scrum activities like sprint planning, daily standups, sprint reviews, and sprint retrospectives. During these events, the Scrum master ensures that the team stays focused and on track. Any issues or challenges that may be hindering progress are identified and addressed to boost the team’s overall productivity. Sprint planning requires collaborating with the product owner and development team to create a sprint backlog that outlines the work to be completed during the sprint. Scrum masters clarify the sprint goals for the team, so that everybody knows what must be accomplished. Daily standups involve ensuring that everyone on the team is following the Scrum framework and is aware of each teammate’s progress. Scrum masters identify any roadblocks and work with the team to remove them. Sprint reviews require communication with the team to review all completed tasks during the sprint. The work must meet the definition of ‘Completed,’ so that the Scrum master can assist the product owner in updating the product backlog based on the team’s progress. Lastly, sprint retrospectives involve identifying areas for improvement and assisting the team in developing a subsequent action plan. Scrum masters also ensure that the team is continuously learning and improving. Try Wrike for free Coach the team The Scrum master is responsible for coaching the development team on Scrum principles and practices. The team must understand and follow the Scrum framework and continuously improve their processes and practices. Areas for improvement are identified and addressed by the Scrum master alongside the team. They provide guidance and support to ensure that everyone is aligned and working toward achieving the project’s objectives. Remove roadblocks The Scrum master finds and removes obstacles that stop the team from delivering good features. They collaborate with the development team, product owner, and others to ensure the team has what it needs for success. Teams are aided by the Scrum master to identify and address any issues or challenges that may be hindering progress. They work with the team to remove roadblocks that slow down productivity. Ensure transparency and collaboration The Scrum master is responsible for fostering transparency and collaboration within the team and between the team and stakeholders. They ensure that everyone is aware of the project’s progress and that the team is working toward achieving its objectives. They also work with the product owner to ensure that the product backlog is transparent and that everyone understands the priorities and goals of the project. Roles and responsibilities of a project manager The project manager, in contrast to the Scrum master, oversees the entire project life cycle and works closely with stakeholders. Their key responsibilities include: Define project scope and objectives Defining the project scope means identifying the boundaries of the project and determining what is included and excluded. This step is important to make sure the project stays on track and the team members know what they have to do. Outlining the objectives requires identifying the specific outcomes that the project is expected to achieve. This ensures the project matches the organization’s goals and that everyone is working toward the same outcome. Identifying the resources required to deliver the project involves determining what people, equipment, and materials are needed. This makes sure the project has enough resources and avoids delays or bottlenecks caused by a lack of resources. Develop a project plan Developing a comprehensive project plan involves breaking down the project into smaller, more manageable tasks. This allows the team to keep track of tasks and deadlines. Creating timelines ensures that the project is completed on time and maintains a sense of organization. Identify and manage risks and issues This means anticipating potential problems that may arise during the project and developing strategies to address them. Doing this makes sure the project isn’t affected by surprises and the team is ready to deal with any problems. The project manager must also work with stakeholders to address these and ensure that the project remains on track. This means tracking the team’s progress against the project plan and crafting solutions. This could include adjusting the project plan or allocating additional resources to address the issue. Ensure quality Project managers must confirm that their team’s work meets project requirements and the tasks’ criteria. Additionally, they need to make sure that it follows relevant standards or regulations. This may involve developing quality standards and processes, conducting quality reviews, and providing feedback to the team. Comparing the skill sets of Scrum masters and project managers Although both roles focus on delivering projects, they require different skill sets. Some of the key differences include: Leadership styles Scrum masters typically follow a servant-leadership style, where they lead by example, empower the team, and prioritize the team’s needs. They believe in serving the team members rather than managing them. They act as a coach, mentor, and facilitator, allowing the team to self-organize and make its own decisions. Scrum masters also encourage collaboration, continuous improvement, and innovation. Project managers lead and make decisions for the team, using an authoritative leadership style. They are responsible for ensuring that the project is completed within the desired budget, scope, and timeline. Project managers have the power to give tasks, distribute resources, and make important choices. They also check task progress and update stakeholders. Communication skills Scrum masters need good communication skills to help teams work together and be open. They talk to team members, stakeholders, and customers every day. They also need to be good listeners, effectively understanding the needs and concerns of the team and addressing them promptly. Although project managers also need strong communication skills, they often focus more on communicating project progress to stakeholders and addressing all of their concerns. Therefore, project managers must be good negotiators, effectively resolving conflicts and reaching agreements. Problem solving abilities Scrum masters need to be skilled problem solvers, as they often address issues that arise during the development process. They must be able to identify the root cause of the problem, propose solutions, and implement them. They also encourage the team to come up with creative solutions and experiment with new ideas. As for project managers, they also need to have strong problem solving skills. However, they tend to focus more on risk management and identifying risks. They must be able to anticipate potential problems and develop contingency plans. They must evaluate the risks’ effect on the project and take suitable steps to reduce them. Adaptability and flexibility Scrum masters need to be adaptable and flexible to pivot their approach and adapt to changes as the project progresses. They must be able to embrace change and encourage the team to do the same. They also need to be able to adjust the scope, timeline, and budget of the project to accommodate changes. Project managers must do the same, even though they tend to develop and follow a more rigid plan. They must be able to adjust the plan as needed while ensuring that the project stays within the scope, timeline, and budget. Project managers also must balance the needs of the stakeholders with the needs of the team. Conclusion Both project managers and Scrum masters play critical roles in delivering projects successfully. However, they differ in their methodologies, responsibilities, and skill sets. If you’re looking to adopt an Agile methodology that focuses on iterative delivery, Scrum may be for you. But if you’re looking for a more structured approach to a project, traditional project management may be a better fit. Ultimately, it comes down to your team’s objectives, resources, and constraints. Get acquainted with the unique roles and responsibilities of Scrum masters and project managers, and then watch your projects thrive with Wrike’s collaboration-focused platform. Begin your free trial now and amplify efficiency across your Agile-oriented organization. Try Wrike for free Note: This article was created with the assistance of an AI engine. It has been reviewed and revised by our team of experts to ensure accuracy and quality.

Project Management 7 min read

How To Empower Enterprise Communications Teams With Project Management Software

In a fast-moving, dynamic business landscape, enterprise communication professionals have the opportunity to enhance their communication prowess and make a significant impact. Because keeping track of multiple projects and teams can often be overwhelming, this is where project management software comes in. Try Wrike for free The Importance of Project Management Software in Enterprise Communications Project management software has become an integral tool for modern businesses, enabling enterprise communications professionals to manage complex projects, collaborate with team members effectively, and reduce glaring errors and miscommunications. Streamlining Communication Processes By using software to create and maintain communication workflows, enterprise communication professionals can verify that everyone involved in the project knows their roles and responsibilities. This helps to avoid confusion, misunderstandings, and delays. Project management software also makes it easy to communicate project updates and progress to the relevant stakeholders. With real-time updates and notifications, team members can stay informed about the status of the project and any changes that may affect their work. Enhancing Collaboration Among Teams Project management software makes it easy for enterprise communications professionals to collaborate with team members across different locations and departments. With the software, they can create project tasks, assign responsibilities, and monitor progress, so that the project is completed on time and within budget. This tool also enables communication and the sharing of ideas in real time via instant messaging and video conferencing. As this is especially conducive to remote work, you can make sure to foster a sense of teamwork and encourage innovation, which can lead to better project outcomes. Reducing Errors and Miscommunications Project management software can help enterprise communications professionals reduce the risks of errors and miscommunication by providing a centralized platform for communication and collaboration. By working off the same version of the project documentation, team members can avoid working in silos, which isolates them from other teams and can cause them to miss out on important information. This software also provides a platform for tracking feedback and revisions. Any changes can be tracked, discussed within the team, and then approved. Key Features of Project Management Software for Communications Professionals Project management software entails several features that enable enterprise communications professionals to manage projects effectively, such as: Task Management and Assignment Create tasks, assign them to team members, and track progress to facilitate stronger communication amongst all employees. This effectively streamlines project workflows and promotes team collaboration, so teams can work with each other more efficiently. File Sharing and Document Management Share files and documents securely with your team members and allow them to track and approve changes. This offers convenience to employees, who can access project files from anywhere, at any time, using any device. Time Tracking and Resource Allocation By tracking the time spent on each task, project management software makes it easy to allocate resources effectively. Professionals can manage their budgets and prioritize tasks based on their importance and productivity in order to meet all deadlines. Also, one feature enables managers to assign team members to specific tasks based on their skills and availability. This improves project outcomes because employees are assigned tasks that align with their strengths. Reporting and Analytics With project management software, enterprise communications professionals can generate reports that show project progress, budget allocation, and task completion rates. These reports provide valuable insights into project performance, enabling managers to make data-driven decisions and adjust project plans as needed. Project management tools include analytics features that enable managers to identify areas for improvement. For example, they can identify tasks that take longer than expected or team members who are not meeting their deadlines, and then immediately take corrective action. Try Wrike for free Best Practices for Implementing Project Management Software Implementing project management software is not always straightforward. To ensure a smooth transition, follow these best practices. Identifying the Right Software for Your Needs Identify the specific needs of your enterprise communications team. This knowledge will help you choose the right software that best addresses your organization's unique challenges. Some of the factors to consider when choosing project management software include the size of your team, the complexity of your projects, your budget, and the features you need. Training and Onboarding Team Members You must train team members on how to use the software via workshops or online tutorials. It is essential to ensure that everyone is using the software efficiently, reducing the risk of errors and delays. Onboarding new team members is also critical. Have a clear onboarding process in place, specifically one that includes training on the project management software. Establishing Clear Processes and Workflows Project management software will not work effectively without clear processes and workflows. Before implementing the software, you should establish clear processes and workflows that everyone understands, such as how to create and assign tasks, track progress, communicate with team members, and handle changes to the project. Regularly Reviewing and Updating the System Project management software is a dynamic tool that evolves with time. You should regularly review and update the system to ensure that it remains relevant. Some of the reasons to review and update the system include new features and updates, changes in your organization's needs, and emerging trends in project management. Top Examples of How Communications Professionals Can Use Project Management Software Now that we’ve covered the main benefits and best practices for implementing project management software, let’s take a look at a few real-life examples of how communications teams use these tools to succeed. Improving Project Timelines and Deadlines By using project management software, enterprise communications professionals can manage projects more efficiently, resulting in improved project timelines and deadlines. This not only saves time and money but also ensures that projects are completed within the set timelines. Enhancing Team Collaboration and Morale With effective project management tools, team members can collaborate effectively, which creates a positive work environment. This practice boosts team morale, leading to increased productivity and job satisfaction. Increasing Client Satisfaction and Retention Using project management software, enterprise communications professionals can ensure that they deliver quality services to their customers and clients. This practice translates into increased client satisfaction and retention, which is excellent for business growth. Conclusion Project management software is an essential tool that enables enterprise communications professionals to manage projects effectively. The software enables them to streamline communication processes, enhance collaboration among teams, and reduce errors and miscommunications. By following the best practices and learning from real-life success stories, enterprise communications professionals can use project management software to succeed in their work. Achieve success in the enterprise communications sector with Wrike's versatile project management software. Begin your free trial now and experience the transformative power of streamlined communication and organization. Try Wrike for free Note: This article was created with the assistance of an AI engine. It has been reviewed and revised by our team of experts to ensure accuracy and quality.

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Workflow Diagram Examples for Process Management