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http://www.smartdraw.co m/articles/flo wchart/traditio nal-vs-mo dern-flo wcharts.htm

Traditional vs Modern Flowcharts

Flowcharts have been around since 1921, when Frank B. Gilbreth presented his "f low process chart" to the American Society of Mechanical Engineers. Over the next several decades, the applications and uses of f lowcharts spread into other areas. In the 1940s, engineers at IBM f ound that diagramming processes was benef icial in planning and coding early computer equipment.

IBM manual flowchart drawing template and envelope

Standardization of Flowchart Symbols

As f lowcharting gained in popularity, the ways in which they were presented grew in complexity. T his led groups such as the ISO (International Organization f or Standardization) and ANSI (American National Standards Institute) to develop a consistent set of symbols to be used in f lowcharting. Click this link see a list of common f lowchart symbols and their meanings. But even with a standard set of symbols, there is a wide diversity in how they are developed and presented. Dif f ering sizes, colors, and directions of data f low can create diagrams that are dif f icult f or users to comprehend. T he modern f lowchart moves beyond the symbol library and provides a f ramework that makes them easier to create, understand and use.

What is a Modern Flowchart?

A modern f lowchart is designed within a simple set of rules known as visual grammar. But bef ore we go into that, let's look at some of the issues that led to the development of visual grammar and today's modern f lowchart.

Problems with Traditional Flowcharts

Despite having a standardized set of symbols, traditional f lowcharts still pose problems f or both their makers and their users. T he reason is the lack of a clear, concise set of rules making them easy to create and to use. To illustrate, here are three dif f erent examples created to document a billing process. T he author of this f low diagram chose not to use standardized symbols, opting f or rectangular shapes and one oval. But the biggest problem with this drawing is that it is completely incomprehensible.

We can see in this example how important it is to have an understandable workf low or data f low. Presumably, the process begins at "Billing". But what is the end, "Ref ile"? And while the arrows help lead the reader along, what happens at a step such as "US Of f ice" where there is one arrow in and two out, but they aren't identif ied? Which path is the user to choose? T he "Procurement" diagram presented next is a little less perplexing in terms of moving f rom step to step, but the process f low is a bit like being in a maze. T he dif f ering shapes, colors, sizes and erratic spacing are unnecessary visual distractions.

Finally, let's look at the billing process diagram, shown below. It applies an array of haphazard colors, f onts, and shapes. One of the problems f requently encountered in traditional f lowcharts is the incorrect use of shapes. T he one below includes symbols f or data storage, a decision and a subroutine that have been used incorrectly. T he use of a variety of symbols, even when done correctly, can be conf using. Using them randomly can cause chaos. T he erratic f low direction creates another problem commonly f ound in traditional f lowcharts: connecting lines that cross each other. Even though the author of this chart used line hops, it is much better to build a drawing that avoids this necessity altogether.

Visual Grammar and the Modern Flowchart

Now that we've seen some of the problems that exist with traditional f lowcharts, let's look at how the development of basic rules of visual grammar can alleviate them. Here are the f ive simple rules of visual grammar that apply to the modern f lowchart: 1. Consistency Rule 2. One-Page Rule 3. Lef t-to-Right Rule 4. Split-Path Rule 5. Return Lines Rule

Consist ency Rule

T his rule simply says that shapes, lines and texts within a f low diagram should be consistent.

T his example shows how the consistency rule is applied. Notice how only the start and end shapes are oval. All the others are rectangles. Every shape is the same size as is the spacing between them. T hey also have the same outlines and are aligned unif ormly. Using consistency eliminates unnecessary distraction and makes the data f low or workf low very easy to f ollow.

One-Page Rule
T his rule simply says that the modern f lowchart f its on a single page and the text must remain readable. When a diagram becomes too large to f it on a page, it's advisable to divide it into multiple charts and connect them with hyperlinks.

Lef t -t o-Right Rule

T his rule is self -explanatory. In Western cultures, people read f rom lef t to right. Applying this rule makes the modern f lowchart easier to read and comprehend.

Split -Pat h Rule

Traditional f lowcharts use a diamond symbol to represent a decision. T here are three inherent problems with this: 1. A decision symbol immediately introduces two directions of inf ormation f low, breaking the lef t-toright rule and making the f lowchart more dif f icult to f ollow. 2. Most users don't understand the meanings of various symbols, so the introduction of a diamond shape is distracting. 3. Many creators of f lowcharts are also unf amiliar with conventional symbols, thus using them randomly and creating conf usion. T he use of a split-path eliminates all three. It continues the lef t-to-right process f low, and it's easy to see and understand without explanation. Here's an example showing the same process using a split-path versus a traditional decision symbol: Split path

Decision symbols

Ret urn Lines Rule

T his rule states that, since we naturally read text f rom the top of the page down, that return lines should be placed under the f lowchart rather than above. If two return lines are needed, they shouldn't overlap. Here's an example of how return lines should look:

Some Examples of Traditional vs Modern Flowcharts

In today's world, f lowcharts are of ten used f or improving business processes. When applied in this area, they are also sometimes ref erred to as business process maps, workf low diagrams or just simply, process maps. But let's not get too hung up on terminology. For most users, the goal of diagramming business process f low is to improve organizational ef f iciency. It might start with an "as is" analysis that looks at current workf low with an eye to f inding areas f or improvement. Another use would be to document a process f or regulatory compliance or to ensure quality control, such as an ISO 9000 or ISO 9001 quality management system. Flowcharting a business process can also be benef icial in training new employees. However, an inherent problem has emerged. T hat problem is that traditional f lowcharts are f requently created in such a way that they aren't easy to understand, because they don't f ollow a simple set of rules. Let's look at a f ew more process f low diagram examples.

Capit al Expendit ure Process Flowchart Type - Tradit ional

T his diagram is designed with a top-down orientation. It uses traditional symbols such as decision diamonds and a document shape. One of the problems that can be encountered using traditional f lowchart designs such as this is that they can be dif f icult to both create and use in a simple, understandable manner. For example, note that the "modif y project" box has no outlet-thus, the user f aces a dead end at this point.

Capit al Expendit ure Process Flowchart Type - Updat ed

Here's a redesign of the previous f lowchart type. It f ollows the basic rules of visual grammar, which uses with a more readable lef t-to-right f low. Rather than diamond-shaped decision boxes, it employs a split path. Notice how the "modif y project" box now has a return arrow that directs the user back to a previous step in the workf low process. T he other notable dif f erence in this example is that there are only two shapes: ovals f or start and end of the process and rectangles f or everything else. T his f ormat doesn't require any deciphering on the part of a user.

Purchase Order Approval Process Flowchart

Take a look at the f ollowing f lowchart. Do you see any potential problems in trying to f ollow the workf low process outlined here?

Purchase Order Approval Process

Here are just a f ew of the issues that might arise when trying to f ollow the process as diagrammed.

Now let's look at the same f lowchart, revised to make it easier to understand and use.

Purchase Approval Revised

When the order is received, it is simply processed into two buckets: new vs existing customers. T he next steps f or orders f rom existing customers are very simple: if they are paying cash, their order is logged and processed. Credit orders within the customer's credit authorization are also processed immediately. Otherwise, they are routed to the controller. New customers placing credit orders simply require an application and are routed to controller; regardless of their location. Cash customers in the US and Canada are processed at this level, but f oreign customers must be routed to the controller's of f ice f or approval. T his f lowchart is easy to f ollow and understand, even f or a new hire. T here are only two terminations: either the order is approved at this level and sent to processing or it is routed to the controller's of f ice. You'll note that this process is not concerned with what happens at the controller's level. T hat would be done in a separate chart. T he key to a good business process map, as this example shows, is that it has a logical start and end and that the steps in between are easy to understand and f ollow.

Applying Visual Grammar in a Flowchart

Always remember that the priority is to make your diagram easy f or the user to understand. Applying these basic rules of visual grammar will help you meet that goal. A good f lowchart sof tware program will have automatic drawing f eatures that let you create this type of diagram ef f ortlessly. Download this f ree white paper to learn how to apply visual grammar f or a better, modern f lowchart.