Process map template

Process map template: request to delivery

A worked example to adapt. Rename steps, add branches and owners to match how your team actually works.

flowchart TD
  s(["Customer sends request"])
  log["Intake: log the request"]
  d1{"Request complete?"}
  ask["Intake: ask the customer for details"]
  d2{"Needs approval?"}
  appr["Manager: approve or reject"]
  d3{"Approved?"}
  rej(["Intake: tell customer it was declined"])
  work["Team: do the work"]
  d4{"Quality check passed?"}
  fix["Team: rework"]
  dlv[/"Team: deliver to customer"/]
  rec[("Intake: close the record")]
  e(["Request fulfilled"])
  s --> log
  log --> d1
  d1 -->|No| ask
  ask --> d1
  d1 -->|Yes| d2
  d2 -->|Yes| appr
  appr --> d3
  d3 -->|No| rej
  d3 -->|Yes| work
  d2 -->|No| work
  work --> d4
  d4 -->|No| fix
  fix --> d4
  d4 -->|Yes| dlv
  dlv --> rec
  rec --> e

About this process map template

A process map is a flowchart with ownership: it shows who does each step, where work waits for a decision, and where it loops back for rework. That makes it the usual starting point for improving a process, because the delays sit in the handoffs between owners.

This template uses a generic request-to-delivery process with three owners: an intake desk, a manager and a delivery team. It fits service requests, internal IT or facilities work, creative requests and small custom orders. Swap the owner names for your own roles.

Step by step

1. Name the boundaries. Write the first trigger ("Customer sends request") and the final outcome ("Request fulfilled") before anything in between.
2. Put an owner on every step. Prefix each box with the role that does it. A step with two owners is usually two steps.
3. Mark the gates. Approval and quality checks are diamonds. Show what happens on the "no" path, not only the happy path.
4. Show rework. Loops such as "ask for details" and "rework" are where time goes; keep them on the map.
5. Measure later. Once the map matches reality, note the wait time between steps. That is where improvement work starts.

How to make it in flow-chart.io

1. Start from the example. Edit the text in the generator box above so it names your own roles, steps and approval rules, then press Generate. The free preview needs no sign-up.
2. Add the branches. Add the decision points that matter for you, for example "over budget?" or "needs legal review?". Each decision becomes a diamond with labeled outcomes.
3. Assign owners. Save the diagram to the editor (free account) and rename steps to show who does what: intake, approver, delivery team and the customer.
4. Share or export. Share a read-only view link: people with the link can view the diagram but not edit it. Downloads as PNG, SVG or PDF are part of Flow Pro (see pricing).

Tips

• Map the process as it runs today first, then make a separate "to-be" version.
• Walk the map with the people who do the work; they know the unofficial steps.
• When more than three roles are involved, ask the editor to arrange the steps in swimlanes by owner.
• Keep the map at one level of detail. Move a detailed sub-process to its own diagram.

Frequently asked questions

What is the difference between a process map and a flowchart?

A flowchart shows the order of steps and decisions. A process map is a flowchart used to understand and improve a business process, so it usually adds who owns each step and often inputs, outputs and timing.

What should a process map template include?

A clear start trigger and end outcome, every step with its owner, decision points with both outcomes shown, rework loops, and the records or systems a step writes to.

Should a process map use swimlanes?

Swimlanes help when several teams hand work to each other, because each lane shows one owner. For two or three roles, owner names on the steps (as in this template) are often enough.

Can I generate a process map from my own description?

Yes. Edit the text in the generator box on this page and press Generate for a free editable preview, then refine it in the editor.

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