Workflow Diagram Examples: 6 Types and Best Practices for 2026

Workflow diagram examples by type

Various types of workflow diagrams exist to cater to different needs and levels of process complexity.

This means the best workflow diagram template for managing one type of workflow might be completely different from another, depending on the specific requirements and characteristics of each process.

Here are the different types of workflow diagrams along with workflow process examples:

Flowchart diagrams

A process flowchart visually represents a process by using different shapes to indicate actions or decisions. Typically, rectangles represent process steps, diamonds indicate decision points, and ovals mark the start and end points. 

Arrows connect these shapes, illustrating the sequence and direction of the workflow. This straightforward layout helps you map out and understand the flow of a process from beginning to end.

Example of a flowchart diagram: If you want to choose new software, a flowchart can simplify the process. The steps could look something like this:

Another common use for a flowchart is an IT support ticket workflow. A ticket arrives and gets categorized by type and urgency, then a decision point asks whether the first tier can resolve it.

If yes, the agent closes it out. If not, it is escalated to a specialist and then comes back to the requester for confirmation. The linear shape with one clear branch is exactly what flowcharts handle best, which is why support teams reach for this format over something more elaborate.

Unified Modeling Language (UML) diagrams

UML diagrams offer more detail and variety than simple flowchart diagrams. They can include shapes like rectangles and diamonds, as in flowcharts, but also introduce additional symbols and notations to represent more complex elements, such as interactions between different parts of a system. This type of project workflow diagram is particularly useful for projects involving complex systems or detailed interactions among components.

Example of a UML diagram: A UML activity diagram can show how a user installs their new software, just like a flowchart, but it might also include additional details about how different parts of the system interact during the process.

Swimlane diagrams

Swimlane diagrams are another more advanced type of flowchart that can visually organize tasks into lanes, which can be arranged horizontally or vertically. Each lane represents a different department, team, or individual, showing who is responsible for each part of the process.

This layout helps clarify who does what in a process, reducing confusion and ensuring everyone knows their roles and how their work fits into the overall process.

Swimlane diagrams are especially handy when dealing with multiple teams or departments.

Example of a swimlane diagram: Let’s say you’re managing an e-commerce website redesign. One lane could be for the design team, another for web development, and another for marketing. The design team starts with wireframes and mockups, which pass to the development lane for coding and integration.

Once the changes are implemented, they must be approved by management before they move to the marketing lane for promotional strategies and launch planning. Each team sees exactly when their input is needed and what the others are doing, ensuring a smooth and coordinated redesign process.

Employee onboarding is another strong fit for this type of workflow diagram. HR handles paperwork and payroll, IT provisions accounts and hardware, facilities arranges workspace access, and the hiring manager builds a 30-day plan.

There are now four lanes, four owners, and a shared deadline of the new hire’s first day. Laying it out this way makes it obvious when one lane is waiting on another, so nothing gets discovered on day one.

Business process model and notation (BPMN) diagrams

BPMN diagrams are useful for mapping out more detailed business processes. They show how each step is performed, illustrate the connections and dependencies between tasks, and outline the sequence of actions required at each stage. This makes them ideal for capturing a range of use cases within a process.

While similar to flowcharts, BPMN diagrams include additional symbols and details, using standard shapes like rectangles, arrows, and circles, each with a specific meaning related to business processes. For example, the “+” symbol indicates that actions are done in parallel, while the “x” symbol signifies an exclusive gateway. This standardized notation makes it easier for anyone familiar with Business Process Modeling Notation to understand the process at a glance, no matter where they work.

Example of a BPMN diagram: If you’re onboarding a new staff member, the BPMN diagram for HR could include steps like:

Purchase order approval is another process worth mapping in BPMN, mostly because of the gateways. A request comes in with the vendor, amount, and justification, then an exclusive gateway routes it by value.

Smaller purchases go straight to a department manager, while larger ones add a finance review. Approved requests move to procurement, and rejected ones return to the requester. BPMN’s notation makes those routing rules explicit rather than something buried in a policy doc.

Data flow diagrams (DFDs)

A DFD helps you see how data flows through a system or process. It uses simple symbols to map out where data comes from, how it flows, and where it is stored. Circles or ovals represent where data is processed, arrows show the direction data travels, and squares or rectangles indicate sources and storage areas.

DFDs are great for spotting redundancies, pinpointing inefficiencies, or understanding complex processes.

Example of a DFD: For online shopping, a DFD can detail how data flows from the customer to the storage facility and retailer. It helps pinpoint where data needs to go so the order and payment can be processed.

SIPOC diagrams

SIPOC (Suppliers, Inputs, Processes, Outputs, and Customers) diagrams give you a big-picture view of a process. They help you break down and understand the main elements of a process, like who provides the inputs, what those inputs are, the steps involved, the outputs, and who the end customers are.

SIPOC diagrams are particularly useful for understanding the overall structure of a process and aligning it with strategic goals.

Example of a SIPOC diagram: Imagine you’re working on a software development project. A SIPOC diagram for this project might outline everything from the tools needed (suppliers) to the user requirements and design specs (inputs), the key steps (processes), such as coding and testing, the finished software (outputs), and the users who will use the app. This way, everyone on the team gets a clear view of their role and how it fits into the bigger picture.

How to create a workflow diagram in 5 steps

Ready to create a workflow diagram? The process is easier than you might think. Follow these five steps to map out your workflow clearly from start to finish:

1. Identify the scope

Ask yourself what process you want to improve or understand better. Is it something big, like your entire order fulfillment system, or smaller, like how you handle customer returns? Picking a specific process will help keep your diagram focused and manageable.

Think about the very start and end of your process.

• What triggers the process to start?
• What does it look like when it’s completed?

This gives you a clear beginning and end for your diagram, which frames everything in between.

Next, identify all the players in your process. Who does what? Depending on the process, it might include team members from sales, customer service, or production. Knowing who is involved helps you understand which parts of your organization the diagram will touch.

Here’s a process workflow example for defining the scope:

Let’s say you’re focusing on the customer complaint process. You’d start by identifying the complaint receipt as your starting point and a resolved complaint as your endpoint.

Next, you’d list out the key steps like:

Assess the complaint > Find a solution > Communicate with the customer

You’d also note who’s involved at each step, such as customer service agents and product managers. And you’d keep the diagram focused on what’s necessary to resolve complaints efficiently.

Wrike's custom workflows can help you define and customize the stages that a project or task goes through, which is essential for setting the scope of your workflow diagram.

Since different teams or departments might have unique processes, Wrike allows you to tailor workflows accordingly. This is helpful when identifying the scope in a multi-department scenario, ensuring that the workflow diagram is relevant and accurately reflects the roles and responsibilities of all involved.

2. Gather relevant information

Once you’ve nailed down your scope, the next step is to brainstorm and gather all the necessary details to fill in your workflow graphic. Chat with the people who actually do the work. Ask them about their daily tasks, the tools they use, and the challenges they face.

Next, gather up any documents related to the process. This could include:

• SOPs (standard operating procedures)
• Sample workflow diagrams from previous projects (if they exist)
• Training materials

These documents can give you a baseline of what’s supposed to happen at each step. If you can, watch the process in action. Seeing things firsthand can be super enlightening. You might spot inefficiencies, redundancies, or critical steps that aren’t documented anywhere.

Wrike's request forms can be extremely valuable when collecting consistent and structured information across different teams or departments, especially during the initial stages of defining a workflow.

Alternatively, you can create a dashboard in Wrike to visualize different workflow types and compare them to determine which diagram type best fits your project or process.