01. Flowcharts

It is a good idea to draw your chart on paper first. It is very difficult to get a chart right first time, and it is often easier to make changes on paper than in a computer package.

First think about the process you are describing. A good way to do this is to think what would make a good title for the chart. Thinking about this first helps you to see what should be included in your chart.

Next decide what events start and finish the process. Again this helps you to decide what to put in your chart and what to leave out. A few processes are not triggered by a particular event (for example, a heating thermostat that is always on). If there is no event that starts the process, just begin with a box called 'start'.

Work through each step of the process in turn, writing a brief description of the step. Use arrows to show how the steps follow each other. Draw a box around each shape. Use the following standard box shapes to show what each step is:

• Rectangle - a step that is done by a person or machine.
• Rectangle with rounded corners (or an oval) - a step that happens automatically.
• Diamond - where there are several possible outcomes and a decision is needed. Write the name of the question. It is often best to word the question so that the answers are 'yes' or 'no'. Join the decision box to a next step for each possible outcome of the decision. Label each arrow (e.g. 'yes' or 'no) so that it is clear which way to go

When you are finished, check that:

• you have covered all the logical possibilities needed.
• all possible paths lead to the end eventually. Unless you are flowcharting a continuous process (for example, the thermostat that is always on), make sure you can't go round and round the process in loops forever. Also, there should be no dead ends … except the finish box!