Flowchart in PowerPoint: 3 Methods for Consultants

Every consulting engagement eventually needs a flowchart in PowerPoint -- whether it is a client approval workflow, a due diligence process, or a decision tree that maps out strategic options. The challenge is that PowerPoint offers three different methods for building them, each with significant trade-offs in speed, flexibility, and professional quality.

After creating flowcharts for 100+ process redesign and operational improvement projects, we have tested every approach: SmartArt for speed, manual shapes for control, and template libraries for consistency. The right choice depends on how complex your process is and whether you need decision branches, swimlanes, or a simple linear flow.

This guide covers all three methods with step-by-step instructions, the standard flowchart symbols consultants should know, and formatting best practices that keep diagrams readable at a glance.

Standard Flowchart Symbols in PowerPoint#

Before building anything, understand the standard symbols that PowerPoint includes in its Shapes library. Using the correct shapes is not decorative -- it is a visual grammar that experienced audiences read without a legend.

PowerPoint stores these under Insert > Shapes > Flowchart. Most consultants only need three: the rectangle, diamond, and rounded rectangle. For executive-facing slides, simpler is better.

Method 1: Flowchart in PowerPoint with SmartArt#

SmartArt is the fastest way to get a basic process flow onto a slide. It handles layout, spacing, and alignment automatically.

Time required: 5-10 minutes.

Steps#

1. Go to Insert > SmartArt > Process
2. Select a layout -- Basic Process for linear flows, Alternating Flow for zigzag layouts, or Accent Process for flows with descriptions
3. Enter step names in the text pane (the panel on the left side of the SmartArt graphic)
4. Add steps by pressing Enter in the text pane; remove steps by deleting text
5. Use the SmartArt Design tab to change colors and styles

When SmartArt Works#

SmartArt is appropriate for sequential processes with no branching: onboarding workflows, project phase overviews, or approval chains that move in one direction. If your flowchart is "Step 1 leads to Step 2 leads to Step 3," SmartArt handles it well.

SmartArt Limitations#

SmartArt cannot create decision branches. There is no diamond shape, no yes/no split, no way to route one path left and another right. You also cannot create loops (connecting the last step back to an earlier step), swimlanes (separating steps by department or role), or custom connector routing. SmartArt treats flowcharts as strictly linear, which disqualifies it for any process that involves decisions or parallel paths.

Best for: Executive summary slides showing 4-8 sequential phases. Internal presentations where speed matters more than precision.

Method 2: Flowchart in PowerPoint with Manual Shapes#

The manual shapes method gives you full control over layout, branching, and formatting. It is what most consultants use for client-facing process diagrams.

Time required: 20-45 minutes depending on complexity.

Steps#

1. Go to Insert > Shapes and scroll to the Flowchart section
2. Click a shape (start with the rounded rectangle for your start point), then click and drag on the slide to draw it
3. Add text by clicking the shape and typing
4. Draw your next shape -- a rectangle for a process step or a diamond for a decision
5. Connect shapes using Insert > Shapes > Lines > Arrow. Use elbow connectors (the angled arrows) for cleaner routing than straight lines
6. For decision diamonds, draw two outgoing arrows -- label one "Yes" and the other "No" using text boxes
7. Select all shapes and use Format > Align to clean up spacing. Distribute Horizontally and Distribute Vertically are essential for professional-looking results

Alignment Tips#

Alignment is where most flowcharts fall apart visually. Use Format > Align > Distribute Horizontally and Distribute Vertically to create even spacing. On Windows, the ribbon shortcut is Alt + H, G, A, then H or V. For faster alignment, add-ins like Deckary register single-key shortcuts for alignment and distribution.

Connector Tips#

Use elbow connectors (the arrows with right-angle bends) rather than straight arrows -- they route cleanly around shapes. Lock connectors to shapes by dragging the endpoint to the green circle on a shape's edge so connectors follow when you reposition shapes.

When to Use Manual Shapes#

Use this method when your flowchart has decision points, parallel paths, feedback loops, or more than one endpoint. It is also the only native method that supports swimlane diagrams -- draw horizontal rectangles for each lane, label them with roles or departments, and place process shapes within the appropriate lanes.

Best for: Client-facing process diagrams, decision flows, and any flowchart with branching logic. For a related diagram technique, see our guide on creating Venn diagrams in PowerPoint.

Method 3: Using Templates and Add-ins#

Template libraries and add-ins eliminate the blank-slide problem by providing pre-built flowchart layouts that you customize with your content.

Time required: 5-15 minutes.

PowerPoint's built-in templates include several flowchart options. Go to File > New and search "flowchart" to browse available layouts. These provide starter structures but limited customization.

For consulting-grade diagrams, slide library add-ins like Deckary include process flow templates, decision tree layouts, and swimlane diagrams designed to consulting formatting standards. The icon library provides 2,000+ icons that pair well with flowchart steps -- adding a gear icon to an "automation" step or a person icon to a "stakeholder review" step makes the diagram more scannable.

For dedicated diagramming beyond PowerPoint, tools like Lucidchart and Visio offer PowerPoint export options that produce editable shapes in your slide deck.

Best for: Teams that need consistent formatting across presentations and consultants who build similar process diagrams across multiple engagements.

Method Comparison#

The choice is straightforward. SmartArt for simple linear flows you need in five minutes. Manual shapes for anything with decisions or branching. Templates when you build flowcharts regularly and need consistent formatting.

Flowchart Formatting Standards#

Formatting determines whether a flowchart communicates instantly or requires a verbal walkthrough. These standards apply regardless of creation method.

Color Coding#

Use color to group related steps, not to decorate. A common consulting pattern assigns one color per phase or swimlane:

Limit your palette to 4-5 colors. Beyond that, the flowchart becomes a color-coding exercise rather than a process diagram.

Layout and Spacing#

Use a single sans-serif font at 10-12pt for shape text. Maintain left-to-right or top-to-bottom flow direction -- never both on the same diagram. For complex processes, top-to-bottom with left-right decision branches is the most intuitive structure. Leave 0.3-0.5 inches between shapes; crowded flowcharts are harder to follow than ones with generous spacing.

Common Flowchart Mistakes#

After reviewing hundreds of process diagrams across consulting engagements, these errors appear most frequently.

For animated flowcharts that reveal steps sequentially during a presentation, see our PowerPoint animation guide.

When to Use a Flowchart vs. Other Diagrams#

Flowcharts are not always the right choice. Picking the wrong diagram type wastes slide space and confuses the audience.

For related diagram tutorials, see our guides on creating org charts and Gantt charts in PowerPoint. For a broader look at slide types including process diagrams, see our business presentation guide.

Summary#

Creating a flowchart in PowerPoint requires choosing the right method for your specific diagram. SmartArt works for linear flows but cannot handle decisions. Manual shapes handle everything but take longer. Templates and add-ins balance speed with flexibility.

Key takeaways:

1. Learn the standard symbols -- rectangles for process steps, diamonds for decisions, rounded rectangles for start and end points
2. Use SmartArt only for linear flows with no branching, looping, or swimlanes
3. Manual shapes are the consulting standard for client-facing process diagrams with decision logic
4. Limit to 8-12 steps per slide -- group sub-steps into summary blocks for complex processes
5. Color-code by phase or swimlane using 4-5 colors maximum
6. Maintain consistent flow direction -- left-to-right or top-to-bottom, never both on the same diagram

For consultants building process diagrams regularly, pre-built templates save significant time over starting from scratch. Explore Deckary's slide library for process flow and decision diagram templates that follow consulting formatting standards.