Process Map Templates: Examples & How to Use Them

What is process mapping?

Process mapping is a method project managers use to visually outline how work moves from one phase to another within a project or operation. The goal is to make complex procedures easier to understand by displaying the flow of activities and identifying dependencies or bottlenecks.

A process map template is a visual framework that represents the flow of tasks and decisions within a process. It typically includes symbols for actions, decisions, inputs, and outputs connected by directional arrows that illustrate the sequence of steps. This serves as a reference point that simplifies coordination and supports process standardization and improvement.

Why use a process mapping template?

According to an Adobe survey, 47% of employees say their company’s organization system is not easy or effective to navigate. This reflects a common gap between how teams document their processes and how people actually work. By using process map templates, project managers can make procedures more visible and easier to follow.

Using a process mapping template typically offers the following benefits:

• Clear visualization of task flow and dependencies
• Better role definition and accountability
• Easier identification of inefficiencies or delays
• Consistent documentation across projects
• Improved communication between teams
• Stronger process control and standardization

Common process mapping symbols explained

Understanding process mapping symbols is essential to accurately interpret how each step functions within a workflow. Below is a table that explains the common symbols, their shapes, and their functions based on the International Organization for Standardization (ISO) and American National Standards Institute (ANSI) standards. These symbols represent best practices widely adopted in project management and Six Sigma methodologies.

Symbol name

Visual shape

Function

Real-world example

Terminator

Oval/pill

Marks the start or end point of a process flow.

“Receive customer request” (start) or “Order shipped” (end)

Process

Rectangle

Represents a specific action, task, or operation performed.

“Write email,” “Calculate total,” or “Assemble part”

Decision

Diamond

Indicates a question with a Yes/No or True/False outcome that branches the flow.

“Is inventory in stock?” (One arrow leads to ‘Yes’, one to ‘No’)

Flowline

Arrow

Connects symbols to show the direction and sequence of steps.

An arrow pointing from “Start” to the first “Process” box

Input/output

Parallelogram

Represents data or materials entering or leaving the process.

“Invoice received” (input) or “Tracking number generated” (output)

Document

Rectangle with wavy bottom

Indicates a report, email, or physical document is generated.

“Monthly sales report” or “Printed shipping label”

Delay

D-shape

Shows a waiting period where no activity occurs.

“Wait 24 hours for approval” or “Queue for processing”

Examples of process map templates

The detailed process map, value stream map, and swimlane diagram are among the most common types of process map templates, each serving a specific purpose. To help you get started, I’ve included examples from some of the our top-ranked project management platforms that you can use right away, along with a short guide on how to use each one effectively.

1. Smartsheet: Detailed process map

This detailed process map works best for operational processes that require reviews, exception handling, or compliance checks, and where work moves forward through verification, rework, or conditional approval rather than linear execution. 

The diagram uses standard flowchart symbols: rectangles indicate tasks, diamonds show yes-or-no decisions, and parallelograms represent inputs or outputs. It relies heavily on decision diamonds that feed back into earlier steps or push the process forward. When the decision is No, the flow often loops back to a prior input or processing step rather than terminating. 

The map captures scenarios in which one decision affects more than one downstream activity, or in which the same output feeds multiple paths. The process reaches its end only after a final decision confirms completion, reinforcing that closure depends on meeting specific conditions rather than on reaching the last box.

How to use a detailed process map:

1. Begin by defining the process name and identifying who will analyze it. 
2. Define each decision point as a yes-or-no question and place it in a diamond. 
3. For every answer, trace the path to the next step, input, or document requirement. 
4. Add feedback loops when a task may require rework or review. 
5. Once all stages are mapped, review the flow with stakeholders to verify that each transition reflects real operations and that no decision point leads to a dead end. 

2. Miro – Value stream map

This value stream mapping template works best for tracking how production and logistics activities contribute to overall lead time and efficiency. It focuses on mapping each process involved in manufacturing or service delivery, from planning and sourcing to final shipping. The goal is to expose inefficiencies between stages and show how timing affects the total value delivered to the customer.

The map uses a horizontal flow to connect the information and production layers. The top portion covers data movement and coordination activities, while the bottom section tracks physical work such as transport, waiting, or assembly. 

In this template, Miro varies somewhat from traditional symbols. Boxes represent production or information stages, while triangles and icons show inventory or waiting periods. The timeline at the bottom quantifies delays and processing time, allowing teams to assess total lead time. Feedback paths, shown with arrows or dotted lines, indicate communication or control loops such as daily shipping plans or production updates. This visual hierarchy separates planning activities from execution, helping pinpoint inefficiencies in scheduling or logistics.

How to use a value stream map:

1. Start by mapping your current workflow, beginning with suppliers and ending with customer delivery. 
2. Add process boxes for each key stage, noting the duration and waiting time below them. 
3. Use icons to mark storage points, transport steps, or decision nodes. 
4. Document the information flow above the main process to capture coordination or communication links. 
5. Once the map is complete, calculate the total lead and process time, then review it with your team to identify areas that cause delays or unnecessary inventory buildup.

3. ClickUp – Swimlane diagram

This swimlane diagram template is best for visualizing processes involving multiple teams or individuals who share responsibilities across different areas. Each horizontal lane represents a stakeholder or team, while vertical movement indicates task progression. 

Shapes within lanes display activities, decision points, and outcomes, all connected by directional arrows that illustrate how tasks move between roles. The map operates through parallel processes that move between lanes based on decision outcomes. For instance, a “yes” or “no” condition can shift ownership from one participant to another, which helps uncover inefficiencies and delays caused by unclear accountability. 

ClickUp uses circles to mark start and end nodes that define the process boundaries, while arrows that loop or redirect emphasize recurring reviews or approvals. This structure offers insights into interdepartmental collaboration and helps identify where handoffs occur most often.

How to use swimlane process map:

1. Start by assigning each lane to a specific person or department. 
2. Add process steps as rectangles and use diamonds for decision points. 
3. Draw arrows to connect steps, ensuring the direction follows how work actually flows between participants. 
4. Label conditional paths where decisions split outcomes. 
5. Once complete, review the diagram with stakeholders to confirm that each task is assigned correctly and that transitions between lanes reflect real workflows.

4. Confluence – SIPOC (Suppliers, Inputs, Process, Outputs, and Customers)

How to create a process map 

Aside from using pre-built templates, creating your own process map from scratch lets you tailor each element to your team’s workflow. Doing so helps you capture how work actually happens within your project and makes it easier to uncover gaps that templates might overlook.

Step 1: Define the process scope

Identify the process you want to map and determine its start and end points. Setting clear boundaries prevents scope creep and keeps the focus on the most critical activities.

Step 2: List all the steps involved

Gather input from the people who perform the work and document every action in sequence. This ensures the map accurately reflects how the process functions in reality.

Step 3: Identify roles and responsibilities

Assign each task to the correct person or team involved in the process. Doing this clarifies ownership and highlights where collaboration or handoffs occur.

Step 4: Choose the right symbols and layout

Use standard process mapping symbols to represent actions and outcomes. Connect them with directional arrows to show how information or tasks move from one step to another.

Step 5: Validate with stakeholders

Review the draft map with team members and decision-makers. Ask for their feedback to clear up any confusing steps and ensure everyone understands the workflow.

Step 6: Analyze and refine

Look for redundant steps or delays that affect the flow. Adjust the process map to reflect improvements, then finalize and share it as the official version for team use.

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