10 Types Of Flowcharts And When To Use Them

If you're looking to untangle complex processes or bring clarity to your team’s workflows, a simple flowchart might be your answer. In this guide, you'll learn about the 10 most useful types of flowcharts and how to leverage them for real-world digital project management challenges.

Types Of Flowcharts And When To Use Them

Flowcharts are more than just diagrams. They’re visual representations of processes that help you identify bottlenecks, streamline communication, and keep everyone, from stakeholders to new employees, on the same page. Here are some of the most common ones you'll encounter in your job.

Process Flowchart

A process flowchart is a step-by-step diagram that maps out the sequence of tasks in a workflow or business process.

It is often used for visualizing how a task or operation is carried out from start to finish. As a digital project manager, you can use process flowcharts to:

• Document standard operating procedures (SOPs): Mapping out recurring tasks helps with onboarding and ensures consistency.
• Troubleshoot inefficiencies: Spotting duplicate tasks or redundant steps can lead to process improvement.
• Facilitate cross-team understanding: A process flow diagram provides a common language across roles.

Whether you’re optimizing a content production pipeline or managing QA handoffs, this type of diagram can simplify complex systems into something digestible.

Swimlane Flowchart

A swimlane flowchart organizes processes into lanes based on team, role, or system. Each lane shows who does what, and when.

It is often used for clarifying responsibilities in multi-team or cross-functional workflows. As a DPM, you can lean on swimlane flowcharts to:

• Clarify handoffs: You can show when a task moves from design to development, or from client to internal teams.
• Reduce miscommunication: Visualizing responsibilities avoids team members stepping on each other's toes.
• Support onboarding: A swimlane diagram helps new employees quickly understand team dynamics.

This tool is especially useful in large or remote teams where task ownership needs to be crystal clear.

Workflow Diagram

A workflow diagram visually maps out how tasks flow from start to finish in a process.

It is often used for illustrating business process steps and ensuring everyone follows the same flow. As a digital project manager, workflow diagrams can help you:

• Standardize operations: Repetitive workflows—like sprint planning or content approvals—benefit from documentation.
• Spot bottlenecks: You’ll quickly see where delays occur or where approvals slow down progress.
• Improve automation: When setting up automation tools, these diagrams are useful for translating workflows into triggers.

From team checklists to internal reviews, a workflow diagram is a foundational tool for DPMs.

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Data Flow Diagram (DFD)

A data flow diagram (DFD) shows how information moves through a system, including where it enters, exits, and is stored.

It is often used for mapping out data structures and the flow of data in software systems. Digital project managers in our community find DFDs valuable when:

• Scoping software development projects: Understand how different systems will share information.
• Communicating with dev teams: A data flowchart provides a shared reference for both technical and non-technical stakeholders.
• Designing integrations: DFDs clarify how third-party tools will interact with your information system.

A strong DFD (or system flowchart) ensures your team has a clear understanding of information flows.

Decision Flowchart

A decision flowchart is a diagram that maps out choices and decision points, showing possible outcomes based on different paths.

It is often used to guide decision-making processes, especially when multiple conditions exist. Decision flowcharts will help you:

• Clarify approval processes: Define who signs off at each stage and specify what actions to take if something gets rejected.
• Create self-serve support workflows: Allow users or team members to troubleshoot based on yes/no steps.
• Design branching logic: Especially useful in UX flows, marketing automation, or survey logic.

Including decision points early can reduce back-and-forth and help streamline your overall process.

Cross-Functional Flowchart

A cross-functional flowchart combines process steps and team ownership into one diagram.

It is often used for complex processes involving multiple departments or systems. You can use these to:

• Map enterprise-level processes: When legal, marketing, design, and dev all touch the workflow.
• Uncover inefficiencies: Spot overlap or delays between teams.
• Facilitate workshops: These diagrams are a powerful tool for collaborative brainstorming.

This type of process map shows not just what happens, but who’s responsible. It is ideal for aligning team members around shared goals.

Project Timeline Flowchart

A project timeline flowchart visually represents project milestones, phases, and dependencies over time.

It is often used for tracking progress and setting expectations with team members and stakeholders. PMs find this type useful to:

• Communicate timelines: Give stakeholders a big-picture view of deliverables.
• Plan resource allocation: Understand what needs to happen, and when.
• Identify dependencies: Spot where one delay could ripple through a schedule.

If you’re working on a website redesign or product launch, this flowchart type keeps timelines transparent and goals aligned.

UML Activity Diagram

A UML activity diagram is a flowchart-like representation used to model the behavior of a system or process.

It is often used for software engineering or analyzing business process logic, so it might not be that common for you to create. However, you will come across it in certain projects. Project managers tap into UML when:

• Planning system behavior: Outline how users interact with an application.
• Mapping backend processes: Especially helpful when collaborating with devs.
• Exploring complex systems: These diagrams can simplify otherwise abstract logic.

Whether you're working on user flows or backend algorithms, UML diagrams bridge the gap between strategy and technical execution.

BPMN Diagram

A BPMN (Business Process Model and Notation) diagram is a standardized method for modeling business processes.

It is often used for business process modeling and process improvement. Project managers use BPMN diagrams to:

• Model real-time workflows: Ideal for processes that change dynamically.
• Collaborate with analysts or devs: BPMN is a shared language between business and technical teams.
• Improve transparency: The detailed flowchart format helps communicate complex processes clearly.

Think of it as a detailed flowchart designed for teams who want precision and process optimization. This type of chart normally requires the use of BPM tools.

Opportunity Flowchart

An opportunity flowchart shows the current process alongside potential improvements or alternatives.

It is often used for optimizing existing workflows by identifying pain points and suggesting better paths. Digital PMs find it helpful for:

• Highlighting bottlenecks: Side-by-side comparisons help prioritize areas for change.
• Driving process improvement: Great for workshops or retrospectives.
• Encouraging team input: Visually showing options makes collaboration easier.

If you're in the midst of rethinking a business process, an opportunity flowchart brings clarity and direction.

Flowchart FAQs

When can you use a flowchart?

Flowcharts are ideal whenever you need to visualize a process, communicate it clearly, or identify issues. They’re especially useful in onboarding, documentation, software development, process improvement, and team alignment.

What are the standard symbols of a flowchart?

Standard flowchart symbols include:

• Terminator: Shows the start or end points.
• Process symbol: Represents a task or activity.
• Decision point: A diamond shape showing where a choice must be made.
• Flow line: Arrows indicating the process direction.
• Connectors: Help keep diagrams tidy by linking distant steps. These symbols create clarity in even the most complex systems.

You can read more about it in our article on how to make a flowchart.

How do I make a flowchart in Microsoft PowerPoint?

Creating flowcharts in PowerPoint, or Google Sheets for that matter, requires the use of the shapes library. To make a flowchart in Microsoft PowerPoint:

1. Go to the "Insert" tab.
2. Choose "Shapes" and select flowchart symbols.
3. Drag and drop to build your diagram.
4. Use connectors (lines with arrows) to link your steps.
5. Add text to describe each part. You can also use a flowchart template or dedicated flowchart software for more flexibility.

What are the rules for flowchart design?

Here are 7 essential tips:

1. Keep it simple and readable.
2. Use standardized symbols.
3. Always show a clear start and end.
4. Avoid crossing lines.
5. Build your diagram from top to bottom and left to right.
6. Test your chart with someone unfamiliar with the process.
7. Label everything clearly, especially decision points and process steps.

Good flowchart design ensures your diagrams are not just informative, but actionable.

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