Business Process Model and Notation (BPMN) is the global standard for creating visual flowcharts of business processes. Whether you are a business analyst mapping a workflow or a developer looking to automate a task, understanding these symbols helps you communicate complex ideas clearly. This guide provides a straightforward breakdown of the most common BPMN symbols and how to use them effectively.
What is BPMN?
BPMN is a graphical representation used to specify business processes in a business process model. It provides a standard language that bridges the gap between business design and technical implementation. By using a standardized set of symbols, organizations ensure that everyone can interpret a diagram the same way without confusion.
The primary goal of BPMN is to provide a notation that is readily understandable by all business users. This includes the business analysts who create the initial drafts, the technical developers responsible for implementation, and the business managers who monitor and manage those processes.
Key Categories of BPMN Symbols
BPMN diagrams are built using four main categories of elements. Understanding these categories is the first step toward mastering the notation and creating professional diagrams.
- Flow Objects: These are the main graphical elements that define the behavior of a business process, including Events, Activities, and Gateways.
- Connecting Objects: These are the lines and arrows that connect flow objects to show the order of activities.
- Swimlanes: These are used to group primary modeling elements into categories, such as departments or roles.
- Artifacts: These provide additional information about the process, such as data objects or annotations.
Understanding Flow Objects
Flow objects are the core building blocks of any BPMN diagram. They represent the actions, decisions, and triggers that occur throughout a workflow.
Events
Events are represented as circles and signify something that happens during a process. There are three main types of events based on when they occur:
- Start Events: Indicated by a thin-lined circle, these show where a process begins.
- Intermediate Events: Indicated by a double-lined circle, these occur between a start and end event and often represent a delay or a message received.
- End Events: Indicated by a thick-lined circle, these show where a process concludes.
Activities
Activities are represented as rounded rectangles and describe the work being performed. These are the most common elements in a diagram.
- Tasks: A task is a single unit of work that cannot be broken down further. For example, “Send Invoice” would be a task.
- Sub-processes: These are complex activities that contain other tasks and events within them. They are often marked with a small plus sign (+) to show they can be expanded.
Gateways
Gateways are diamond-shaped symbols that act as decision points. They control the flow of the process based on specific conditions.
- Exclusive Gateways: Marked with an “X,” these indicate that only one path can be taken out of several options.
- Parallel Gateways: Marked with a plus sign (+), these indicate that multiple paths happen simultaneously.
- Inclusive Gateways: Marked with a circle (O), these allow for one or more paths to be taken depending on the conditions met.
Connecting Objects and Flow
Connecting objects are the glue that holds your diagram together. They show the direction of the process and how information moves between participants.
- Sequence Flow: A solid line with a solid arrowhead. It shows the order in which activities are performed.
- Message Flow: A dashed line with an open arrowhead. It shows the flow of messages between two different process participants or pools.
- Association: A dotted line used to link information and artifacts to flow objects.
Organizing with Swimlanes
To make a diagram readable, you need to show who is responsible for what. This is where swimlanes come in. They help organize the process by role or department.
Pools
A pool represents a major participant in a process, such as an entire organization or a customer. It acts as a container for a set of activities.
Lanes
Lanes are sub-divisions within a pool. They are used to differentiate internal roles, such as “Sales Department” or “Accounting.” Using lanes helps identify bottlenecks and clarifies accountability within a single organization.
BPMN Artifacts for Extra Detail
Artifacts allow you to add more detail to your diagrams without changing the actual flow of the process. They make the diagram more informative for the reader.
- Data Objects: Represented by a paper icon, these show what data is required or produced by an activity.
- Groups: A dashed-line box used to highlight a specific section of a diagram for documentation purposes.
- Text Annotations: These allow the modeler to add notes or comments to provide extra context to a specific part of the diagram.
Best Practices for Process Modeling
Creating a BPMN diagram is more than just placing symbols on a page. To ensure your diagrams are useful, follow these simple best practices.
First, always keep your diagrams simple. If a process is too complex, break it down into sub-processes rather than cramming everything into one view. This makes it easier for stakeholders to digest the information.
Second, use consistent naming conventions. Activities should always start with a verb (e.g., “Validate Order”), while events should be named using nouns or states (e.g., “Invoice Received”). Consistent naming prevents ambiguity.
Finally, avoid crossing lines whenever possible. “Spaghetti” diagrams with overlapping sequence flows are difficult to follow and often lead to errors in interpretation. Use pools and lanes effectively to keep the layout clean.
Conclusion
Mastering BPMN is a valuable skill for anyone involved in business operations or technology. By using the standard symbols for events, activities, and gateways, you can create clear and professional process maps that eliminate guesswork. Remember to start with the core flow objects and use swimlanes to organize responsibilities clearly. For more helpful tips on improving your workplace efficiency and mastering new professional tools, explore our other articles on project management and business communication.