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Workflow Diagrams

Create a workflow diagram that will boost your efficiency with Canva’s free workflow diagram builder. Get a head start with beautiful templates and easily map out any business process with our whiteboard tools and elements, no matter how complex.
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Create workflow diagrams online

Workflow diagrams show what needs to be done, how it should be done, and who must do the work. If you need one for documentation, audit, or training, Canva’s free online workflow diagram creator is your go-to tool. Have the workflow template you need to help you put any business process in writing. Working on a long, convoluted workflow? No worries. Canva Whiteboards’ infinite canvas will give you all the space and design elements you need.

Infinite space made for unlimited ideas

Professionally designed templates to fast-track your workflow

Share and ideate with anyone, anytime on any device

Run a workshop with whiteboard elements, sticky notes, and a timer

Embed your workflow diagrams in Docs, presentations, and more with no fuss

Easy online whiteboard tools and data visualization

How to create a workflow diagram

How to create a workflow diagram
Create a workflow diagram(opens in a new tab or window)

Open Canva on your desktop or mobile app and search for “Workflow Diagrams” to start a whiteboard design.

Identify the business process you want to diagram. Then, browse our workflow diagram templates and choose a layout that fits your business process.

Gather information about your specific workflow and figure out the steps, decisions, resources, and responsibilities of each person involved. Then, using your chosen template, create your workflow diagram, one step at a time.

Describe the starting point in an oval. Then, place each step or action in individual rectangles. If the sequence reaches a decision or condition, use a diamond, which splits the sequence into different pathways. Continue adding rectangles, diamonds, and connecting lines until you reach the end, using ovals to describe the ending points. Add icons, stickers, and illustrations from our free media library to add context to your workflow diagram. Don’t forget to add a title, too.

Let your team have a look at your workflow diagram. Share the whiteboard link or invite them via email. Collaborate on the workflow diagram—polish details together, brainstorm sessions with the built-in timer, and use virtual sticky notes to leave comments and suggestions. Once the diagram is finalized, you can present it straight from the editor or download it as a PDF.
Create a workflow diagram(opens in a new tab or window)

What is a workflow diagram?

A workflow diagram is a type of flowchart that maps a business process. It outlines the steps or actions needed to get from the start of a process to its resolution. It also shows conditions or key decisions in the process, which split a sequence into two paths. Workflow diagrams visualize a process, helping you spot bottlenecks and keep operations fast and efficient. Plus, everyone is kept up to speed with their roles and responsibilities.

Why use workflow diagrams?

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Workflow diagrams are used for many things, but they’re usually created for two reasons: if you want to introduce a new process, or if you want to improve an existing one.

That’s why it’s helpful to create a workflow diagram with your teammates, whether you work in marketing, software development, or any other field. You can gather as much information as possible and get insights on inefficiencies and redundancies in your workflow. Together, you can come up with a complete list of all the things needed to be done and improved in the process.

Create a workflow diagram to keep everyone on the same page

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Easily visualize any workflow with our diagram maker. Design a workflow showing a step-by-step illustration of your order tracking, employee onboarding, payroll processing, and more. Give your team a clear understanding of their accountabilities and have solid documentation of your processes. Not only will a workflow diagram keep things running smoothly, but it will also serve as a springboard for smarter business decisions. Whether you’re in IT, healthcare, or e-commerce, a Canva-made workflow diagram will standardize your process, giving everyone a definitive source of truth for workflows.

Templates with universal workflow symbols

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Our workflow diagram templates use standard symbols and shapes, taking the guesswork out of workflow diagramming: ovals for the start and end, rectangles for action, diamonds for decisions or conditions, and arrows to show the sequence from one step to the next. Each workflow template is customizable, so you can add as many steps and conditions as needed. Put circles to show leaps in the process. In addition, you can customize the colors and sizes of each element and play with different font styles. Want to jazz up your diagram? Add stock photos, icons, or stickers from our free media library to steer clear of boring flowcharts.

A big canvas for big processes

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Handling a long, complicated workflow process diagram? Our online whiteboard will give you all the space needed for a convoluted workflow. With an infinite canvas, you and your team can outline big sequences with all its leaps and conditions. Just browse our elements library to add shapes and symbols for all kinds of workflows. Easily build a swimlane diagram to distinguish different job roles, a SIPOC model to describe high-level order processes, or even a UML diagram(opens in a new tab or window) to illustrate system behavior. From simple process flows to complex business process modeling notations (BPMN), a workflow diagram whiteboard is an easy way to visualize the structure.

Design the workflow with your team

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If you’re building a workflow with your team, send them an invite to your workflow diagram template and collaborate together on a Canva Whiteboard. After all, the best workflow schematic is one that incorporates insights from various perspectives.

Use the built-in timer to keep things productive. Want to leave comments and suggestions? Use our customizable sticky notes. With a whiteboard, your team can be sure that your final workflow chart diagram will turn out detailed and precise. If you need to cascade it to the rest of your organization, easily export your whiteboard as a PDF or an image file you can add to your Canva Docs(opens in a new tab or window) or presentations.

Start inspired with a workflow diagram template

Get things done faster with a workflow diagram template and expand it as your business process demands. Customize the colors and font, and add images, too. Just choose a template to get the ball rolling on your whiteboard design.
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Frequently Asked Questions

To create a workflow diagram, choose the business process you want to map out. Identify the start and end points, then gather as much information as you can about the steps in between. Outline the actions involved, as well as the people in charge of these steps and decisions. Then, build the workflow with a template using our online whiteboard. Invite your team to design the workflow diagram with you, too.

We can say that all workflow diagrams are flowcharts, but not all flowcharts are workflow diagrams. A flowchart is an umbrella term for diagrams that show the steps of any process. A workflow diagram, on the other hand, is a specific type of flowchart that visualizes the process of an organization using a standard set of symbols (diamonds for conditions, rectangles for actions, etc.).

Organizations create workflow diagrams for different reasons. These include standardizing or documenting processes, establishing roles and responsibilities, and looking for ways to improve efficiency. Whatever the goal of your workflow diagram, you can quickly build one using our workflow diagram builder.

A workflow diagram has the following crucial components: input, transformation, and output. The input refers to the information, equipment, or capital needed for every action. The transformation refers to the changes made to the input. Lastly, the output is the result of processing the input. These must be present in your workflow diagram.

A good workflow diagram clearly communicates each step and shows what needs to be done to get to the endpoint. As a whole, good workflow diagrams provide excellent insight into your business process and help you identify bottlenecks and redundancies in order to streamline operations. So make sure your diagram is complete and invite your team to work with you on a workflow diagram whiteboard.

Related Graphs and Charts

Get a clear picture of your process with a workflow diagram