How to Create Flowcharts to Visualize the Steps and Decision Points in a Process (As Detective)

• Flowcharting as a method comes from early engineering and systems thinking (1950s process charts, decision trees in operations research). It was practical and procedural from the start.
• Common traps: we either over‑engineer (a 30‑node diagram no one reads) or under‑specify (a vague line labeled “do stuff”), which ends in no behavior change.
• Why it often fails: people make a chart for clarity but never link it to habit, measurement, or the triggers that create the steps.
• What changes outcomes: starting with a single, repeatable process and using the chart to decide one explicit pivot — that yields measurable change in 60–90 minutes.
• In our experience, charts that include concrete decision rules (if X > 10 min → do Y) are followed 3–5× more often than purely descriptive diagrams.

A short orientation: we will sketch a single flowchart in one sitting, test it against two real instances, then refine and capture it in Brali LifeOS. Along the way we will record the small choices we make — what we labeled, what we ignored, what we assumed — because those micro‑decisions are the parts that determine whether the chart helps or hides complexity.

Why make a flowchart now? We want to spot delay points, repeated checks, and places where a single yes/no decision changes everything. The process could be: morning routine, onboarding a new client, troubleshooting a broken coffee machine, or the steps to prepare a weekly grocery list and shopping run that avoids three errands. We aim for a single goal: reduce wasted time or decision friction by at least 10–30% for this process. We will quantify choices where possible: minutes, counts, and yes/no thresholds.

We assumed a generic process would fit everyone → observed that people have different triggers and constraints → changed to Z: focus on one personally relevant process and commit to testing it twice today.

First micro‑task (≤10 minutes)

• Pick one process you repeat at least once per week.
• Write its name at the top of a blank page or new Brali note.
• Set a 10‑minute timer and list the steps as they come, no editing.

If you have the app open, create a task: “Sketch flowchart — first draft” and schedule it for today. Use the app link: https://metalhatscats.com/life-os/flowchart-process-mapping-guide

We start with practice: a short micro‑scene We sit at the kitchen table with a cup of tea still warm. The light from the window slants across an index card. We place a pencil at the top and write: “Prepare morning work session.” The pencil is blunt, and that’s useful because we can’t get lost in tiny decoration. We write the first raw steps: Alarm → Get up → Coffee → Check email. Already, we feel slightly lighter; there is less fog. The aim is clarity that invites action, not an aesthetic diagram for someone else.

We approach a process like a case file. We gather evidence (observations of what actually happens), interview witnesses (our memory, calendar, partner), and consider multiple hypotheses (maybe the delay is the coffee machine, maybe it's the inbox). Flowcharts help us make the hypotheses concrete. There are trade‑offs: a detailed chart is rigorous but takes time; a minimal chart is quick but may miss the hidden decision points that cause delays.

Concrete choice: we decide the level of detail now. If we include sub‑steps (e.g., “boil water” vs “fill kettle”), the chart grows quickly. We choose: steps will be recorded at the grain that matters for behavior — roughly 30–120 seconds per unit. That means decisions about brief actions are collapsed; longer actions and decision points are explicit.

Action today: Select the grain level: 30–120 seconds, then list steps for your chosen process in one 10‑minute pass.

We do not recommend a specific software here beyond Brali LifeOS as the hub for the task, check‑ins, and journal. You can sketch on paper, use a whiteboard, or a simple diagram tool (draw.io, Lucidchart, or Google Slides). The crucial thing is iteration: sketch, test, revise.

Brali LifeOS note: Create a check‑in module named “Flowchart — Draft 1” and attach your photo/sketch or paste the diagram. That makes the diagram actionable because the app holds the tasks and the follow‑ups.

Mini‑App Nudge: In Brali LifeOS, create a 3‑step module: Draft → Test Twice → Revise. Set the first check to today and the second to after two real uses.

We prefer a minimal set of shapes: rectangles for steps, diamonds for decisions (yes/no), parallelograms for inputs/outputs (optional), and arrows for direction. Each shape has one short verbal label (2–6 words). We number key steps to reference them during discussion.

A short list of “what to include”:

• Start and End (clearly labeled)
• Observable actions (what we can watch or count)
• Decision points with binary labels (if/then)
• Time estimates beside steps (mm:ss or minutes)
• Exceptions or rare paths (labeled in grey)

We then dissolve the list back into the narrative: we pick one process and decide which of these elements we need. For example, in “Prepare morning work session” we make a diamond at “Inbox clear?” (yes/no) and attach a 5‑minute timebox to the “no → triage” path. The diagram is already forcing a choice: triage now or postpone.

We choose a common but troublesome process: “Respond to high‑priority emails in the morning.” This is a process many of us do daily and that often spills into our deep work time.

10‑minute raw list (we read it aloud):

• Open laptop (0:00)
• Check inbox (0:30)
• Filter by sender/subject (1:00)
• Identify high priority (1:30)
• Read message (2:00)
• Decide: reply now or schedule (2:30)
• If reply: draft reply (10–20 minutes)
• If schedule: add to task list and mark unread (3:30)
• Close laptop (4:00)

Already, we can see decisions that steal time: “Reply now” vs “schedule” and “draft reply” which can be lengthy. Our detective instincts ask: what counts as "high priority"? We decide a rule: messages from our manager or with subject tags [URGENT] or with meeting requests due within 24 hours are high priority. That's explicit and measurable.

Action today: Choose your version of “high‑priority” using 2–3 objective rules. Put them in the chart.

We next place time estimates next to each step in minutes. This is where behavior change gets concrete. For the inbox example:

• Open laptop — 0:00 (instant)
• Check inbox — 0:30
• Filter by sender/subject — 1:00
• Identify high priority — 1:30
• Read message — 2–3 minutes each
• Decide: reply now or schedule — +30 seconds decision time
• Draft reply — 10–20 minutes (median: 12 min)
• Schedule & mark unread — 1–2 minutes
• Close laptop — 0:30

We note the real cost: if two messages require 12 minutes each to draft, that’s 24 minutes eaten from our morning. The next choice is clear: can we reduce drafting time by using templates (save 50% of time) or by batching replies later? We choose to pilot a 10‑minute cap per message today.

Practical decision (we voice it): If drafting exceeds 10 minutes, stop and schedule a focused 30‑minute slot later.

A detective never accepts a single observation. We test the chart on two real mornings (or twice today if the process occurs twice). Each test is quick: follow the chart, time each step, and note deviations.

We assumed: our "identify high priority" step takes 1:30. We tested twice → observed it takes 3:00 when the inbox has >25 items → changed to Z: add a pre‑filter step “unread + last 12 hours” which reduces identify time to ~1:00. This is the explicit pivot we commit to.

Action today: Run the process twice and note actual times for 3 items: decision time, drafting time, and cleanup time. Log them in Brali as a quick table or photo.

There are choices that make a chart more likely to be used. We choose clarity over beauty. We color decision diamonds lightly, give arrows clear labels (especially on loops), and place time estimates in brackets. We remove extraneous connectors that cross each other.

Small choices matter: we place the most common path in the center, and rare exception paths to the side in grey. We then label a single “default” action for ambiguous states. For example: if “priority unclear,” default → schedule for triage at 11:00 AM.

Action today: Re‑draw the chart with the most common path central. If you’re drawing by hand, use one color for default path and another for exceptions.

Flowcharts become habits when anchored to clear triggers. If the process is morning emails, the trigger could be the aroma of coffee; if it's equipment troubleshooting, the trigger might be a red warning light.

We add “Trigger” as a small parallelogram before Start. For our email process, Trigger = “Coffee poured.” For a maintenance checklist, Trigger = “Alarm 3:00 PM or error code appears.” The trigger should be observable and binary.

Trade‑off: a very narrow trigger is precise but might miss real instances; a broad trigger captures more but may cause unnecessary runs. We choose the narrow trigger that matches our daily patterns.

Action today: Add a trigger to your chart and practice using it once.

We find that charts fail when decisions are fuzzy. We replace fuzzy language with thresholds. Instead of “if urgent,” we write “if manager or [URGENT] or due ≤ 24 h.” Instead of “if long,” we write “if >10 min.”

These thresholds create a measurable rule to follow. Setting a counter‑intuitive default often reduces cognitive load: default to “schedule and mark unread” for anything that would cost >10 minutes; default to “reply now” for anything ≤10 minutes.

Action today: Pick one threshold (minutes, counts, mg, or percent)
and write it next to the corresponding diamond.

We quantify with a concrete example. Suppose our target is: reduce morning email time to ≤15 minutes total.

Sample Day Tally (single morning):

• Trigger: Coffee poured.
• Quick scan (filter + identify): 2 minutes.
• High‑priority messages found: 2 items.
  • Message A: reply now — draft 9 minutes.
  • Message B: schedule — 1 minute to tag and send to task.
• Cleanup: mark low priority + archive: 3 minutes. Total: 2 + 9 + 1 + 3 = 15 minutes.

How we achieve this: we used a 10‑minute cap and a template that saved ~3 minutes on Message A (otherwise it would be 12 minutes and the total would be 18). Small tools (template + 10‑minute cap) plus the chart made the difference.

Action today: Try to achieve the target. If you miss it, note where the extra time came from and update the chart.

If a recurring step is drafting, build a quick template that handles 50% of the typical content. We keep templates to ≤120 words so they are editable under 2 minutes.

Trade‑off: templates save time but can feel generic. Our rule: edit the first and last sentence to personalize; leave the middle canned. That takes <2 minutes if the template is well‑designed.

Action today: Create one template (≤120 words)
for a frequent response. Test writing one reply using it; time yourself.

We explicitly map exceptions on the side of the chart. For “reply now,” exception = “requires legal review” which routes to “pause and notify legal” and adds a timestamp. Exceptions should include a single follow‑up metric: days delayed or response time.

Action today: Add one exception to your chart and label the follow‑up action and a metric to log.

We maintain two versions: a “doing” flowchart (minimal, for ourselves)
and an “explaining” flowchart (annotated for others). The doing chart fits on one index card or one phone screenshot; the explaining chart can be longer.

We assumed one chart would be enough → observed that teammates got lost without a slightly expanded legend → changed to Z: keep the doing chart minimal and keep a linked, longer legend in Brali.

Action today: Create the doing chart first; take a photo and attach to your Brali task. If someone else needs it, write a 3‑paragraph legend in the app.

We choose one to two numeric measures: time (minutes)
and count (items processed). These are easy, low‑friction, and informative.

For the email example:

• Metric 1: total time spent on morning email (minutes).
• Metric 2: number of high‑priority messages processed.

We record the two metrics after each trial. Within one week, we expect a change of 10–30% in minutes if the chart and template are used.

Action today: Log both measures in Brali after your first two trials.

We run the second test. The inbox is heavier. We follow the chart but find the “identify” step takes longer because we need to check two separate inboxes. We sigh, adjust, and make a small pivot: add a pre‑filter “unread + last 12 hours + important senders” that we can run with one click. The chart is updated and we note the change in the app.

We assumed one inbox → observed two inboxes → changed to Z: add pre‑filter step that consolidates both inboxes into one filtered view.

We keep the chart to no more than 12 nodes for a common daily process. This is an empirical rule: beyond 12 nodes, people stop using it spontaneously. If the process needs more, we create sub‑charts with a link from the main chart.

Action today: Count your nodes. If >12, collapse adjacent trivial nodes into a single step.

We attach the process to an existing habit. For our email process it is “stacked” onto morning coffee. For a maintenance task, it might stack onto the daily equipment check. The stack must be stable: choose a habit that occurs ≥5 days/week.

Action today: Choose an anchor habit and write “Trigger = [anchor]" on the chart.

If the process involves other people, make the flowchart explicit about who does what. We label roles on the shapes (e.g., rectangle: “Assignee: Ops”, diamond: “Manager review?”). This reduces assumptions and makes delays visible.

Action today: If teammates are involved, share the doing chart as a screenshot and schedule a 10‑minute sync in Brali to get alignment.

Attach a short legend: abbreviations, thresholds, typical times, and exceptions. Keep it under 200 words. This prevents rework when we return to the chart after days.

Action today: Write a 200‑word legend in Brali and link it to the chart image.

• Misconception: “A flowchart will fix messy behavior.” No — it helps reveal friction points but only fixes behavior when combined with rules and practice.
• Edge case: Highly creative, non‑repeatable tasks resist flowcharting. For those, use a checklist for phases instead.
• Risk: Over‑automation can ignore judgment. We always include a “pause and reflect” node for actions with irreversible consequences.

Action today: Add a pause node for any step that could be irreversible (send legal docs, delete accounts).

When time is short, we need a minimal plan. Create a micro‑chart that fits in a single line: Trigger → Quick triage (2 min) → 1‑item fix (≤2 min) or Schedule (1 min) This path ensures progress without derailing the day.

Action today: Draw that 1‑line alternative and pin it to the chart.

We will use the Brali check‑ins to collect short data and adjust. Our loop is: Draft → Test twice → Adjust threshold or template → Test twice more → Lock the new default. We aim for 2–3 cycles over one week.

Action today: Create those cycles in Brali and commit to one iteration within 48 hours.

We include two short templates (for the email scenario)
in plain sentences you can copy and tweak:

• Quick Acknowledgement (≤25 words): “Thanks — received. I’ll respond by [time/day].”
• Quick Decision (≤60 words): “Thanks for this. I recommend [option]. If this works, I’ll implement by [date]. Otherwise, can you confirm [simple question]?”

Using these, we reduce drafting time from ~12 min to ~4–8 min.

Action today: Paste one template into your Brali notes and use it once.

If the chart will be used by others, run a 5‑minute walkthrough with one teammate. Ask them to perform one step and observe confusion. Adjust the chart accordingly.

Action today: If applicable, schedule a 5‑minute test run.

• Whether to include “check calendar” as a step. We decided: include it if the process interacts with scheduling.
• Whether to label “time estimate” in minutes or as a range. We chose minutes with a ±30% margin.
• Whether to make the chart digital. We prefer a photo in Brali plus a vector version only if the process will be handed off.

We assumed digital would be superior → observed paper sketches were used more immediately in the morning → changed to Z: keep a quick paper doing chart visible and back it up in Brali.

• We worked with someone who mapped her “grocery run” and discovered the 20‑minute loop between checking the list and remembering which aisle had coffee. She moved coffee to the top of the list and cut her trip by 12 minutes.
• Another person found that a “reply now” rule added 40 minutes daily; by switching to the 10‑minute cap, she reclaimed 25 minutes per day × 5 days = 125 minutes a week.

These are the types of micro‑wins we look for.

We keep a photo of the doing chart as the primary artifact and the longer legend and revision log in Brali. We also schedule a 7‑day review to see whether the chart improved the target metrics.

Action today: Upload the photo and write the revision log entry: “Drafted initial chart — test 1 & 2 done — pivoted pre‑filter.”

Daily (3 Qs)

• What sensation did we notice when starting this process? (e.g., anxious, calm, curious)
• Did we follow the chart as written? (Yes / Partial / No) If Partial/No, note which step we skipped.
• How many minutes did this process take? (record minutes)

• How many times did we run this chart this week?
• What was the median time per run this week (minutes)?
• What single change reduced time or friction the most?

• Minutes per run (primary)
• Count of high‑priority items processed per run (secondary)

We commit to making one small visual tweak: for the doing chart, put the most common path as a straight vertical flow and highlight it with a single color. For the first week, use that color for post‑it reminders.

Action today: Re‑draw the doing chart with the primary path highlighted.

If a process changes materially (new software, new team), archive the chart. Keep an archive note describing when it was retired and why. This avoids clutter and preserves lessons.

Action today: If your process will change in 30+ days, add a “review on” date in Brali.

In our last test we followed the doing chart while listening to a short playlist. The phone chimed, the steps flowed, and we felt relief. The chart didn't force us; it untangled us. We closed the laptop within the target time and recorded the minutes. It felt like solving a small case: hypothesis, test, revision.

We will keep the chart for at least one week and iterate with two real uses per week. We will log minutes and counts in Brali, and we will celebrate small time savings: 10–30% is meaningful.

Mini‑App Nudge (again)
Set a Brali module: Draft flowchart → Test twice today → Revise. Add the daily check‑in block above and attach the photo of your doing chart.

Check‑in Block (repeat near the end for ease)
Daily (3 Qs):

• What sensation did we notice when starting this process? (sensation)
• Did we follow the chart as written? (behavior: Yes / Partial / No)
• How many minutes did this process take? (minutes)

Weekly (3 Qs):

• How many times did we run this chart this week? (count)
• What was the median time per run this week? (minutes)
• What single change reduced time or friction the most? (short text)

Metrics:

• Minutes per run (primary)
• Count of high‑priority items processed per run (secondary)

Alternative path for busy days (≤5 minutes)

• Trigger → Quick triage (2 minutes) → If fixable in ≤2 minutes → fix; else → schedule (1 minute). Keep a single line diagram visible.

• Over‑detailing the chart so it’s never used. Keep doing chart to one page or one screenshot.
• Vague decisions. Replace “urgent” with measurable thresholds.
• No measurement. If you don’t log minutes and counts, you can’t tell if the chart helps.

We assumed a single person’s chart would generalize → observed variation across users → changed to Z: always adapt thresholds and triggers to personal routines.

We have sketched, tested, and learned. Now we catalog what changed, upload the doing chart photo to Brali, and schedule the next review. If we repeat this detective approach across three processes in a month, we will likely reclaim measurable time and clarity.