.svg)
Workflow and state diagrams play a crucial role in documenting and visualizing laboratory systems. Both are invaluable for labs implementing a laboratory information management system (LIMS) or adding automations to streamline laboratory operations, reduce errors and redundancies, and ensure regulatory compliance. However, each type of diagram serves a distinct purpose.
Lab managers who understand the key differences between workflow and state diagrams — and which is best for specific use cases — can take advantage of diagrams to discover new ways to lower operational costs, improve productivity, and increase revenue.
A workflow diagram or flowchart maps the sequence of tasks and decisions in a process using standardized symbols and shapes. Labs can use this type of diagram to follow sequential or parallel workflows over time.
The diagram typically includes the following standard shapes and symbols:
Here’s an example of a simple workflow diagram template from Cacoo:
Labs use workflow diagrams to provide a clear, visual representation of lab processes to make them easier to understand and analyze. Use cases include outlining experimental procedures, equipment usage, safety protocols, and sample handling.
The diagrams can also facilitate standardization and efficiency in the lab by ensuring staff perform all the steps in a process in the correct order. For labs seeking to identify bottlenecks, errors, and inefficiencies or build automations for optimizing lab processes, workflow diagrams can highlight where processes break down or could be streamlined. They can also provide a training aid for new team members, support collaboration, and serve as a basis for standard operating procedures (SOPs). Further, they can help labs meet regulatory requirements and ensure compliance.
While flowcharting tools such as Lucidchart, Gliffy, Edraw Max, and Cacoo, or even design tools like Canva, are helpful for labs documenting their processes, the complexity of lab workflows can make diagramming difficult. Workflow diagrams often need to handle sophisticated decision-based routing, numerous variables, and elaborate exceptions. For this reason, some labs choose to work with a consultant familiar with how to represent lab workflows effectively in a visual form.
Instead of mapping a lab process, a state diagram illustrates how an entity moves between states. State transitions rely on specific events to trigger dynamic state changes without a fixed timeline.
The diagram typically includes the following standard shapes and symbols:
Here’s an example of a simple state diagram template from Cacoo:
Labs use state diagrams to visualize the operational states of lab instruments. For example, a centrifuge might show states like idle, loading, spinning, stopped, and unloading. These diagrams can also help labs understand how data moves through different states, such as collection, processing, and analysis.
Common tools used for creating state diagrams include the flowcharting tools mentioned above, plus Draw.io, PlantUML, the LabVIEW State Diagram Toolkit, and others.
As with workflow diagrams, an experienced software consultant can assist labs in developing state diagrams that model the dynamic behavior of their systems.
There are two major differences between the diagrams:
In a nutshell:
Labs that document processes and state transitions using the appropriate diagram will be better able to optimize their operations, improving their efficiency and productivity.
As a quick reminder:
Review your diagrams carefully and optimize processes and systems before making physical changes in the lab. A limitation of workflow and state diagrams is that they can easily perpetuate a flawed process or system — the last thing a growing lab needs — so be sure your diagrams match your processes and that your processes do what you intend. Also, as lab processes evolve and new equipment is added, don’t forget to review and revise your diagrams, so they remain up-to-date. Workflow and state diagrams are only valuable if they are current and accurate.
A further step your lab could take to ensure maximum efficiency and productivity is to take a closer look at your LIMS and other lab software. Some LIMS use workflow diagrams as the primary way to represent change, while others use state diagrams. The best LIMS use both types to depict all forms of change within the lab as accurately as possible.
At Semaphore, we implement lab software across the spectrum — building and customizing lab informatics solutions using workflow or state diagrams, or a combination of the two — choosing the right method based on the lab’s operations and evolving strategic plans.
Do you need help mapping your lab’s workflows or system state transitions? Semaphore’s experts can guide you in selecting the right approach to optimize efficiency, ensure regulatory compliance, and improve lab operations. Contact us today.
