Yes Virginia, Process Flows Are Still a Thing in UX Product Design

I just finished working on two complex projects. One was a brand new site being created from scratch using high level verbal requirements, the other was an overhaul of a home grown CRM tool, also no written requirements. What they also had in common was supporting multiple roles, separate role based workflows, account management, contact management, embedded productivity tools, etc. etc. etc. (Not your basic shopping cart.) What surprised me, was the unfamiliarity some members of the team had with good old fashioned boxes and arrows.

Sometimes the cleanest way to get the detailed picture when designing a complicated application is the mapping of user flows and decision points, so why has this practice become a lost art in certain circles? Ah, blame it on the ever-evolving world of UX design. Amidst all the talk about design thinking, rapid prototyping, and agile methodologies, some designers see process flows as out dated, cumbersome relics that slow down the design and development process. 

The Art of Process Flows: Not Just for the Old-School

First, let's clarify what process flows are. Simply put, they’re visual diagrams that detail the steps a user will take to complete tasks within an application. Now, some critics may argue that with prototyping tools and user testing, we can jump right into the "shiny" designs without mapping the journey. But here’s the kicker: when designing applications that cater to multiple user roles and complex interactions in authenticated environments—process flows don’t just help; they're critical to understand all the moving parts.

Login Flow with Membership Application Process

Decision Points Lead to Aha Moments

When building software that has layers of complexity, mixing sometimes conflicting inputs from designers, developers, and stakeholders can be overwhelming but as you start laying out process flows, certain insights become readily apparent. For example, you might realize that two different user roles—say, administrators and regular users—not only have different access levels but also diverging pathways for accomplishing their tasks. Mapping these interactions out gives designers the mental clarity needed to understand how to create intuitive experiences for each role.

As a visual, you're able to detect patterns and opportunities to streamline.  You may see areas of redundancy, where certain flows can be leveraged across roles, reducing development effort. You can also more easily detect the dreaded do-loop, which throws users into circular workflows. But most of all, it identifies areas where actions might be missing.

Imagine this scenario: you’re about to design a feature that requires admin users to approve requests submitted by regular users. Without a process flow, you might create a design that assumes a straightforward pathway. But once you visualize it, you discover the need for additional checkpoints—like notifications and status updates—that make the user experience more complete. This “aha moment” could save dozens of design iterations during the prototyping phase because the interactions have been thought out beforehand.

Translating High-Level Requirements into Actionable Design

Even when you have written requirements they often read like a novel — abstract, vague, and occasionally, utterly confusing. By creating detailed process flows, designers can break these down into actionable steps. This translation is not just an exercise in mapping; it’s about taking lofty visions and grounding them in reality. 

By defining pathways early in the design process, we effectively save time to market. Imagine trying to build a house. Would you lay the foundation before sketching out the floor plan? Of course not! The same applies to intricate software. When your process flows are in place, it streamlines discussions with developers and helps to keep stakeholders aligned on expectations.

Well-defined flows cut down on back-and-forth feedback loops that usually crop up when everyone is on a different page, which almost always happens when creating a new application. As much as everyone thought the were saying the same thing, process flows provide a visual reference to point out the differences and level set before design begins.

The Prototype Phase: Smooth Sailing Ahead

Once your process flows are established, the transition to creating prototypes becomes significantly smoother. With pre-planned interactions, designers can focus on refining aesthetics and functionality rather than continuously redesigning user pathways. This efficiency is a game changer!

Prototyping without strong process flows can feel like navigating a ship without a compass. Designers often end up making changes based not on users’ needs but rather on gut feelings at the page level without seeing how it impacts the whole picture. When interactions are planned from the start, the designer, the developer, and the stakeholders can rally around a cohesive vision. This means fewer design iterations, quicker user testing, and, ultimately, a smoother launch.

The Bottom Line: Design with Purpose

So, to those naysayers who declare process flows as artifacts of the past: it’s time to wake up and smell the wireframes! While not needed for many of today's straightforward projects or simple enhancement releases, in the realm of complex software design, process flows are not a hindrance; they’re your best ally. They allow you to dive deep into the intricacies of user roles, illuminate those “Aha moments,” and provide a clear roadmap from concept to launch. By employing these tools, you not only enhance the user experience but also empower your team to work smarter, not harder. Win-Win!