What is Business Process Flow Diagram and How to Create One?

Business Process Flows
01 Mar 2022


Business processes are the blueprint for how an organization’s business activities should be carried out. To build consistent, unambiguous, and adaptive business processes, start by drawing a visual business process flow diagram to determine what happens to data as it flows from one activity to the next.

What is Business Process Flow Diagram?

The most basic representation of a business process is a business process flow diagram. Its major goal is to make complex corporate processes easier to comprehend. Typically, these diagrams illustrate the whole flow of a business process, excluding any faults or exceptions that may arise while the process is in use.

To construct an optimal business process flow, start by making a list of all the tasks that must be completed.

Separate the human and system tasks from your task list. Approval or input-based tasks that require human intervention are known as human tasks.

System tasks, on the other hand, are those that can be automated and accomplished without the need for human intervention. Calculating data, retrieving information from databases, sending emails, and copying data from one application to another are examples of these tasks.

After you’ve completed all of the chores, you’ll need to decide on the order in which they’ll be completed. The correct sequence will, of course, be determined by the business process flow. Depending on the data passing through the process, you can also construct alternate or parallel jobs. Each task should have a deadline associated with it.

Why Do You Need a Business Process Flow Diagram or Chart?

Why do you need to depict your company’s operations using a process flow diagram or chart if you already have a strong understanding of them? The truth is that outlining and visualizing things can simply help you spot bottlenecks or pinpoint pain points more clearly than writing them out in plain text could.

Creating a work process flow chart, for example, can help you discover that many choices are made by a single person or team, which could lead to disaster (or at the very least a lot of headaches) if that person goes on vacation or becomes unwell and is unable to work for an extended period of time.

On a fundamental level, humans are visual creatures. We can have the facts in plain text, but we may not be able to make all of the necessary connections until we see the data represented. When you utilize a simple business process flow diagram to define your processes and decision-making, business process flow analysis becomes considerably easier.

What Are the Benefits of Putting Together a Business Process Flow?

Improved Clarity and Visibility

You can better visualize how procedures are working within your organization with a business process flow, and you can do it without any manual monitoring. There is also more transparency, which can help your team members understand the processes better. You can also quickly change the process structure while keeping track of the outcomes.

Better Productivity 

Companies that use business process flows can figure out how a process would work under different circumstances and then tweak it to get the best results. When manual processes are automated, redundancies and margins for error are eliminated, resulting in increased overall productivity.

Security and Compliance

Organizations can verify that all relevant records and paperwork are in place for satisfying the required compliance standards since each task in a business process is clearly mapped out with thorough workflows. A well-documented business process flow also provides a foundation for improved security.

How to Build a Business Process Flow?

In just four steps, you can generate a business process flow diagram:

Make a rough outline: Starting with a rough editable version of the business process flow diagram that includes all of the tasks is the best way to go.

Include stakeholders in the mix: Collaborate with everyone engaged in the process to gain their feedback on how to improve it.

Digitize the flow of business processes: To digitize the process and automate manual operations, use Microsoft Power Automate consulting services like Veelead Solutions.

Assign user roles and conditions to them: Add all of the people who are participating in the process and assign them to the appropriate roles. You can also control who has access to the data.

How to Use Business Process Flows to Your Advantage?

When done correctly, business process flows can have a positive impact on your bottom line. Here are a few recommended practices to help you put them into action at your firm.

Get Your Whole Team Involved

Any modifications you make to a process will almost certainly have an impact on how others complete their tasks. Make sure your team is involved from the outset. By including your staff, you show that you appreciate their input. It will also assist them in preparing for any adjustments you make.

Begin with a Simple Project

When commencing on any job, it’s tempting to get carried away. Making big changes, on the other hand, is bound to produce some consternation and opposition. Begin by mapping and optimizing one process. After that, as you begin to notice results, you can gradually increase your efforts.

Make Use of Automation

So much time is squandered on menial tasks. 67% of employees believe their jobs need them to undertake dull and repetitive duties. Look for steps that you can automate as you design business process flows. This helps to reduce tedious manual data entry and lessen the risk of human errors.

Determine the Most Appropriate KPIs

KPIs allow you to continuously evaluate your improvement efforts, which can guide you in the proper direction. However, it’s critical to design KPIs that are aligned with and support business goals.

Milestones Should Be Honored

It’s not easy to change processes. Don’t forget to commemorate significant anniversaries with all parties involved. Recognizing your team’s efforts can go a long way toward enabling change and creating a more positive work environment.

Start Making Business Process Flows for Your Business

Business process flows allow you to standardize how work is completed, resulting in more consistent results and more operational efficiency. Make sure you have the necessary tools for the process you’re mapping and improving.

Related Reading: Types of Flows in Power Automate and How to Create Them?

Categories: Microsoft 365, Microsoft Power Platform