Process map symbols: the visual language your team needs to speak

Ever looked at a process map and felt lost? Like it’s written in a different language? You’re not alone — but it’s not as complex as it seems.

Process map symbols are part of a visual language designed to simplify the complex. Whether it’s an onboarding workflow, an approval chain, or that “how we get things done” diagram tucked away in Notion — process maps are everywhere.

But if you don’t know what the symbols mean, even the clearest process can feel unnecessarily complicated.

That’s exactly why these symbols exist: To help teams align, spot inefficiencies, and communicate clearly — without the jargon.

In this post, I’ll break down the most common process map symbols so you can read, use, and build process maps with confidence.

Let’s start with the basics

Let’s start with the basics — the symbols you’ll see in almost every process map. These are the go-to shapes used to map out how things flow in your business, from start to finish.

Most of them come from something called BPMN (short for Business Process Model and Notation). It’s a global standard that helps teams speak the same “process language,” no matter what tool or framework they use.

You don’t need to memorize acronyms to get value here. Just know: these shapes exist to bring clarity — not complexity.

And if after reading this blog you want to create a process map, I created a miro template with all these shapes so you can quickly start.

Let’s get into the shapes.

Oval: Start or End

Every process needs a beginning and an end. That’s what the oval represents. It’s called a terminator — marking where a process kicks off, and where it wraps up.

Arrow: The Flow

This one’s straightforward: arrows show direction. They guide you from one step to the next. In more complex maps, arrow placement can even indicate priority — main processes typically run above secondary ones.

Diamond: The Decision Point

Whenever a process asks a yes/no question or presents a choice, you’ll find a diamond. Each path flowing out of the diamond represents a different outcome. A simple symbol — but it keeps your process honest.

Rectangle: The Work Itself

Rectangles are the most common shape in a process map. They represent actions, tasks, or steps. Think of these as the “doing” stages of your workflow.

If you see a rectangle with horizontal lines on either short side, that’s a subprocess — a process within a process.

Circle: Keep Going

When a process continues onto another page or section, you’ll usually see a circle (sometimes an upside-down pentagon). It’s a reference point — letting you maintain flow without crowding the page.

Wavy Rectangle: Documents

This symbol resembles a piece of paper and marks where documentation happens — whether something is being created, updated, or reviewed.

Hexagon: Manual Input

Not every part of your process is automated (yet). The hexagon shows where a human needs to step in — typically to input or update something manually.

Square: Unique Steps

Unlike a standard rectangle, a square indicates something out of the ordinary. A custom rule. A different tool. A unique condition. It’s a subtle heads-up to take a closer look.

Parallelogram: Input/Output

When data enters or exits your workflow, it’s captured with this symbol. Label it clearly to avoid confusion around what’s being added or extracted at that step.

Cloud: Outside the Org

The cloud shows external actors — customers, vendors, or systems outside your control that still play a role in the process. A helpful reminder of what lives beyond your workflow boundaries.

Advanced Symbols (for Complex Flows)

Once your process starts involving branches, decisions, or multiple systems, the basic symbols might not be enough. That’s where these advanced process map symbols come in — they give you more precision, more clarity, and a way to capture the real complexity of modern workflows.

Pentagon: Complex End Point

When a process has multiple possible outcomes, the pentagon helps show where those paths wrap up. It’s often used as an alternative to the oval when you need a more detailed or specific type of ending.

Octagon: Subprocess Stop

Think of the octagon as the “stop sign” for subprocesses. It marks where a secondary or smaller process ends — especially helpful when mapping workflows within larger systems.

Trapezoid: Repeated Tasks

This shape is often used to show a repeating manual task. If something in your process happens over and over again — like a review loop or rework cycle — the trapezoid makes it clear.

Comment Bubble: Extra Notes

Sometimes a little context goes a long way. This symbol looks like a speech bubble and is used to add explanations, clarifications, or tips without cluttering the main flow.

Cylinder: Stored Data

The cylinder represents storage — usually a database or digital archive. If your process involves saving, retrieving, or interacting with stored information, this is the shape to use.

Circle with X or +: Logic Points

Need to show logic in your workflow?

• A circle with an X means AND logic — multiple paths happen at the same time.
• A circle with a + means OR logic — one path is chosen from several options.

It helps clarify how the process branches or runs in parallel.

Hourglass: Waiting Point

This symbol signals a pause. It could mean data is being gathered, approvals are pending, or the process is on hold until something is ready. It’s a visual cue that nothing moves forward just yet.

D-Shaped Rectangle: Temporary Stop

This rounded rectangle (shaped like a “D”) shows a delay in the process — often because you're waiting on external input or hitting a scheduled buffer period.

3 Best Practices to Keep Your Process Maps Clean & Clear

Even with all these powerful symbols, less is more. Here’s how to keep your map useful — not overwhelming:

1. Keep it consistent

Pick a symbol for each function — and stick to it. Mixing things up mid-map only leads to confusion.

2. Keep it clear

Don’t overload the map with every possible step or variation. Focus on the key flow, and leave room for white space.

3. Keep it organized

If your process is long or involves multiple layers, number your steps. It helps readers follow the logic — especially when you’re presenting it or sharing it with others.