Design guide
How to Make a Flowchart: Symbols, Steps and a Worked Example
The flowchart symbols you actually need, a six-step method, a worked password-reset example and the habits that keep charts readable — plus the common mistakes to avoid.
By M2Toolkit Editorial TeamPublished 6 min read
Quick answer
To make a flowchart: decide where the process starts and ends, list the steps in order, mark each yes/no question as a decision diamond with labelled branches, then connect everything with arrows that flow top to bottom or left to right. Use ovals for start and end, rectangles for actions and diamonds for decisions.
A good flowchart lets someone follow a process without asking you questions. That depends less on the drawing tool than on a few habits: the right symbols, one clear direction of flow, and decisions that always lead somewhere. This guide covers the symbols, a step-by-step method and a worked example you can copy.
The flowchart symbols you actually need
Standard flowchart symbols go back to ISO 5807. Most charts need only the first four:
| Symbol | Shape | Use it for |
|---|---|---|
| Terminal | Oval or rounded rectangle | Start and end points |
| Process | Rectangle | An action: “Send invoice”, “Check stock” |
| Decision | Diamond | A question with two or more answers, each on its own labelled arrow |
| Input / output | Parallelogram | Data going in or out: “Enter email”, “Show error” |
| Document | Rectangle with a wavy bottom | A report, form or letter |
| Database | Cylinder | Data that's stored or looked up |
| Subprocess | Rectangle with double side lines | A step explained in its own chart |
| Connector | Small circle | Jumping to another part of a large chart |
How to make a flowchart, step by step
- 1Name the process and its boundaries. What triggers it, and what counts as “done”? This gives you the start and end ovals.
- 2List the steps as verbs. Write them in order on paper or as a text list first: “Receive order”, “Check stock”, “Take payment”.
- 3Find the decisions. Wherever the path splits, write a yes/no question, such as “In stock?”, and decide where each answer goes.
- 4Draw the main path first. Lay out the most common route in a straight line, then add branches to the side.
- 5Label every branch. Each arrow leaving a diamond needs a label like Yes, No, or “Over $500”.
- 6Walk through it. Follow every path with a real example. Each one should end at an end oval or loop back on purpose.
Worked example: a password reset
Written as text first, the flow looks like this:
| # | Step | Symbol |
|---|---|---|
| 1 | Start: user clicks “Forgot password” | Terminal |
| 2 | Enter email address | Input / output |
| 3 | Account exists? | Decision → No: show the same “check your email” message (don't reveal who has an account) |
| 4 | Send reset link that expires in 30 minutes | Process |
| 5 | Link valid and not expired? | Decision → No: back to step 2 |
| 6 | Set new password | Input / output |
| 7 | End: user signed in | Terminal |
In the Flowchart Maker, you can type flows like this with “From text”, linking steps with -> and ending questions with ?. For example, Start -> Account exists? -> yes: Send reset link. The chart is laid out for you and stays fully editable.
Making it readable
- One direction. Flow top to bottom or left to right, and keep loops going back up clearly.
- Short labels. Three to six words per shape. Put details in a note or a separate document.
- Avoid crossing lines. Rearrange shapes, or use a connector circle to jump across a big chart.
- Split big charts. If a chart doesn't fit one page, move a section into a subprocess with its own chart.
- Use swimlanes for handoffs. When several people or teams are involved, give each a lane so it's clear who does what.
Common flowchart mistakes
- Decisions with unlabelled arrows, which leave readers guessing which way is “yes”.
- Dead ends, where a branch stops without reaching an end or rejoining the flow.
- Mixing levels of detail, like “Run marketing campaign” next to “Click Save”.
- Using shapes inconsistently, such as rectangles for some decisions and diamonds for others.
- Charting the ideal process instead of what really happens. Ask the people who do the work.
Frequently asked questions
What's the difference between a flowchart and a process map?
They're closely related. “Process map” is often used for business processes, sometimes with swimlanes and timings, while “flowchart” is the general term.
Can a decision have more than two outcomes?
Yes — label each arrow, such as Low, Medium and High. Keep it to three or fewer for readability.
How do I put a flowchart in Word or PowerPoint?
Export it as PNG for documents and slides, or SVG if you need it perfectly sharp at any size.
Flowchart or data flow diagram?
A flowchart shows the order of steps and decisions. A data flow diagram shows how data moves between processes, stores and outside entities, with no decisions.