How to Build Process Flow Templates to Make Your Business More Efficient

Mehedi Hasan Shoab
May 15, 2023
min read
September 20, 2023
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Tired of manually tracking each process? A process flow template can assist you in being more efficient and what tools you can utilize for the best results.
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Regardless of company size or industry, visual aids are beneficial in a wide range of working environments. To understand how various areas of their business function – and how the component parts of their systems work together, a process flow template goes a long way.

They assist you in designing, standardizing, and improving your business processes. Transparent process mapping may empower employees to enhance productivity, boost performance, achieve quotas, and grow the organization. Plus, you can avoid costly mistakes by examining each step in the process.

Creating a process map is simple if you have the correct information and tools. This article will explain how beneficial a process flow diagram template is and how you can utilize Scribe and other tools to make one.

How does a process flow template help standardize & streamline complex workflows?

When implementing a process or project flow template in your organization, you must consider whether it’s proving to be useful.

In fact, it should provide a clear overview of what is going on in the process and the personnel involved in accomplishing the goal. By mapping business workflows, you can better understand how data moves through an organization's system and influences its decisions and activity. 

Improves team communication & transparency

When multiple processes and tasks are involved in a project, employees in other departments may use various tools to complete tasks and collaborate on projects with their colleagues.

This frequently leads to lost information and resources, frustration, and delays.

A process flow diagram template promotes communication as well as collaboration. When employees can view the hierarchy of steps required to complete the project, they can pass on the baton to the next person. It enables people to communicate more effectively and work more efficiently. 

When everyone on your team knows exactly what their responsibilities are and when they are due, your process will run smoothly. 


Increases productivity when completing tasks

Having a process documentation template means, in simple terms, you know who will do what and at what stage of a certain business process.

A well-defined process flow map aids in streamlining the work that must be completed. Employees begin to develop a better grasp of their job responsibilities and scope, which helps clarify the various tasks in the business process. 

This directly increases the team's ability to manage projects and complete tasks on schedule and as planned. They can monitor the workflow's progress and address any potential bottlenecks.

Enables process automation to save time

According to Camunda’s “The State of Process Automation” report, 48 percent of businesses are currently installing automation solutions to automate manual tasks.

With a flow template, errors are less likely to occur when workflows are standardized and automated. Thus it increases efficiency and system overhead, reduces paperwork, and improves staff effectiveness. 

Standardized templates also produce more consistent outputs, resulting in consistent, effective outcomes every time. Investing in user-friendly yet effective process documentation solutions like Scribe is an efficient way of developing a process template. The tool automatically visualizes the workflow and follows the defined, sequential phases.

Creates a more standardized & centralized approach to work

A project flow template can be a “source of truth” document connecting data to departments, employees, or processes.

It combines many sources of information into a single streamlined flow of information and appropriate resources and facilitates intelligent communication amongst teams by bringing them together on a single platform.

So, instead of having to navigate through all of your communication channels to find anything you sent to your team or a client a while ago, you can discover it immediately.

Moreover, it’s often the case that new people join the process and old people leave for various reasons. In such circumstances, for example, a SOP makes it relatively easy for new employees to become accustomed to the way of doing things. Rather than relying on ad hoc processes, everyone saves time since new team members are onboarded efficiently.

The world is becoming more technologically sophisticated, with workplace operations getting increasingly complex and different departments needing to collaborate with one another. 

As a result, process documentation has become a priority, so corporations found that using process workflow diagram templates actually aided in quality management efforts, significantly assisting them in identifying and addressing flaws in the business process.

How to create a process flow documentation template (in a nutshell)

Every organization also has its own set of requirements and obstacles. There is no such thing as a one-size-fits-all template. But we’ve looked at several workflow processes to demonstrate how you may design more efficient step-by-step documentation to improve your operations.

  • Identify which process should be documented: Multiple tasks are being carried out at one time, some which can be automated and some which are more manual. You should first recognize which processes employees complete regularly and which are common across all departments (or at least most of them). Think about what employees spend most of their time on, and select just one process at first. Once you're more acquainted, you can always start the others.
  • Gather intel on the ins and outs of the process: Your staff is the ones who deal with the various processes every day. So naturally, they can understand where the bottlenecks lie and what can be done. Moreover, they’re also aware of the hierarchy of the steps that follow along with the responsibilities of each team member. Using their knowledge, you can start building out what needs to be done.
  • Use a compatible software or tool to flesh out a template: At one point, process flow diagrams would only be drawn on a sheet of paper. However, it’s not something that can be shared or worked on. The best way to construct one is to use business process automation software. You can visualize each stage of the workflow and automate manual tasks. This means there’s enhanced productivity and improvement in process consistency. 

Tools such as Scribe will automatically generate step-by-step visual directions as you carry out the processes you want to record.

‎That’s not the only one though, Miro is a good example of another software that can help you generate a process flow template.

Although quite a few software is available in the market, Scribe stands out due to its sheer flexibility across various processes. Plus, its Pages features also allow you to link to various other resources.

Why you should use Scribe & Scribe Pages to document your process flows

Although many business owners recognize the importance of having a process flow template, it frequently takes a second place to more urgent and essential priorities. This is possible because most business owners believe they are functioning efficiently enough without a well-defined document.


It can become burdensome as slowly your tasks or processes become a disorganized mess of everything. As your staff starts working on multiple projects, they’ll naturally start to feel overburdened at work. 

However, setting up and optimizing your process flows may give you the upper hand over competitors. A free SOP software or template tool like Scribe can take you across the finish line.

Creating a visual to-do list with Scribe may help you identify a series of actions to finish your finest work. The Pages option allows you to build process documents using Scribes, videos, texts, lists and more. 

You may effortlessly construct your next onboarding plan, SOP, or even work instructions using Pages. If you’re worried about starting a template from scratch, don’t worry! Take advantage of Scribe AI to build process docs in seconds, or use one of the multiple templates already available.

Regardless of the process doc you’re looking for, Scribe has made one for you already.

For example, you can get started with this knowledge transfer SOP template today.

You can easily put in your company-specific documents to kickstart the process. Moreover, you can include your branding so that it doesn’t look or read like a generic document.

It’s also easy to customize it according to the team or project. All you have to do is add in what makes the process flow unique for them. If you’d like to be more specific, add in personal notes as well.

Scribe's template allows you to expand on the description in which you can include any important task details, resources, or critical information. It also allows you to keep track of all tasks in one place and how far you've accomplished them. 

If you want to change the order of certain steps, you can do so and even add in custom tags to track priority. You can also update your template on a quarterly/monthly basis to reflect shifting priorities and current tasks in case of any redundancies.

Once your template is personalized, sharing it with your team is quite easy, you can either send them a link or embed it onto any platform or software of your choice. Having access allows them to contribute to collective projects and efforts more efficiently. 

It becomes way easier to pass a Scribe along than share and edit multiple documents.

You can embed assets such as relevant images, videos and training documents there to keep all important information in one spot. Moreover, you can even link other related Scribes to your Page. Think about adding sections to your template for various kinds of work so that you can accomplish more by accessing your tasks easily.

Interlinking relevant Pages and Scribes allows teams to have a clear overview as to what they should be concentrating on. It takes them on a complete journey from start to finish on their job responsibilities and even what projects in other departments look like.

How to use Scribe AI to create process flow documentation (a comprehensive guide)

Scribe Pages is an AI-powered feature that can instantly capture, organize and provide context to your process. You can pull a template from our gallery of process docs, or start building your own today.

Firstly, there are two ways to create a Page with Scribe AI.

  1. Watch Scribe Pages write your document from scratch.
  2. Use Scribe Pages to edit, proofread and refine your process doc.

Once you've built your Page, you can embed Scribes, videos, photos, hyperlinks and Loom tutorials to strengthen your documentation.

Here’s our take on how you can make a template on your own. We’ve used a Scribe (are you even surprised?) to show you how to create one:

Now that you know how to use Scribe to create your own template or add more resources to your template. Start by selecting the pre-made template that best suits your purpose, or use Scribe AI to kick off your document. If you already have a physical list, digitize it and enter all your tasks into the template.

Once you’ve created an outline, it’s time to share the link with your team so you can collaborate!

Set up your process flow template with Scribe & Scribe Pages

The days of making multiple documents and losing time over manual tasks are gone.

You may quickly create project flow templates using a trusted documentation tool like Scribe. It’s completely customizable and you can embed extra visual aids using Scribe Pages to produce comprehensive visual process documentation. 

Consequently, you can use Scribe to create your own template or utilize its multiple templates that are already created. All you have to do is add what methods and steps you might use in your daily processes.

To ensure everyone is working successfully and efficiently, Scribe Pages provides a user-friendly platform for developing process flow templates that can be shared with team members. 

Did we forget to mention it’s free too? That’s right, you can just install it onto your browser and get started. There’s no other lengthy step to create your own template or even use a pre-made one.

With Scribe, you save time like no other. Who said you must depend on multiple platforms to get the correct information? Experience what true task transparency feels like by making Scribe your ultimate template-making tool.

We’re not exaggerating, here’s a testimonial from our trusted users themselves:

Once you’ve made your own process flow diagram template, the only thing left to do is share it around. Embed your Scribe onto any platform your company uses and utilize the information you’ve worked so hard to document.

Adopting a process flow template to optimize workflow management and boost productivity is a great idea. Create a free account with Scribe Pages to get started with developing your own process flow template.

Trust me, you’ll be going back to it for years to come.

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