How to create a Process Flow Diagram: a step-by-step guide

This guide is for anyone at the University of Oxford who wants to create a process flow diagram but isn’t sure where to start. You don’t need to be a designer or have a technical background; just a willingness to understand how things work from a user perspective.

Whether you're mapping how a student books accommodation or how a staff member reports an IT issue, this guide will walk you through each step clearly and simply.

If you haven’t already, we recommend reading our introduction to process flow diagrams to understand what they are and why they matter.

An example of a process flow diagram

Step 1: Choose a Specific Task to Map

Start by picking a single user task or process with a clear start and end. Avoid mapping everything all at once. Good examples include:

  • Paying tuition fees
  • Requesting a reference letter
  • Logging into a student portal

Tip: If you're not sure where to start, ask: "What process are people often confused about or complain about most?"

Step 2: Observe or Describe What Actually Happens

Before drawing anything, understand the real process, not the ideal version. Talk to users, observe how they interact with the system, or try it yourself.

Document every step:

  • What does the user do?
  • What decisions do they need to make?
  • What systems or services are involved?
  • Where might they get stuck?

Even small steps matter; like receiving an email or needing to wait for approval.

Step 3: List Out All the Steps in Order

Write each step on a sticky note or in a digital list. Include both user actions and system responses. For example:

  • User clicks "Log in"
  • System displays login screen
  • User enters credentials
  • System verifies and redirects to dashboard

If the process includes decisions (like choosing between two options), make sure to capture those too.

Step 4: Choose a Simple Format for Drawing

You don’t need specialist software. Here are a few options:

  • Pen and paper or a whiteboard
  • PowerPoint or Google Slides
  • Lucidchart, Miro, or Google Drawings

Stick to basic symbols:

  • Ovals for start/end points
  • Rectangles for actions
  • Diamonds for decisions
  • Arrows to show the order of steps

Don’t worry about making it perfect; focus on clarity.

Step 5: Draw the Flow

Now arrange your steps into a diagram, using arrows to show what happens next. If there are decision points (e.g., “Did the user receive a confirmation email?”), draw both possible paths.

Keep it simple where possible. Most diagrams fit well on a single A4 page or screen view. Aim for a top-to-bottom or left-to-right layout.

If your process feels complicated with many branches, consider breaking it into smaller diagrams; each focusing on a specific scenario or user path. That way, you avoid cramming everything into one overwhelming chart while still covering the full picture in manageable parts.

Step 6: Review With Others

Once you’ve drafted your diagram, show it to someone else:

  • A colleague from another department
  • Someone who uses the service
  • A stakeholder involved in the process

Ask: "Does this look right to you?" "What might be missing?" and "Does this make sense to you when you look at it?"

You're not just checking accuracy, you want to ensure it's understandable at a glance. You might discover steps that only happen in certain cases, or bottlenecks you hadn’t considered.

Step 7: Tidy It Up and Label Clearly

Once the content is accurate, clean it up:

  • Use consistent shapes and spacing
  • Label each step clearly
  • Add a title and date
  • Consider a short summary at the top: "This diagram shows how [user] completes [task] using [system/service]."

If sharing more widely, you may want to add a brief legend or notes.

Step 8: Store or Share the Diagram

Make sure others can find and use your work. You might:

  • Upload it to SharePoint or a team wiki
  • Include it in project documentation
  • Use it in presentations or stakeholder discussions

If it's part of a larger UX project, consider adding it alongside user journey maps or touchpoint analyses.

Final Thoughts

Don’t aim for perfection, just clarity. Even a rough process flow can uncover useful insights and help teams align. You can always improve it later as you learn more.

And remember, if you need help, your UX team is here to support you.