Process Flow Slide [How to simplify the complex]

Our client, Purvi, asked us an interesting question while we were working on her investor pitch deck:

"Is there a clean way to show this entire process without overwhelming the audience?"

Our Creative Director replied,

"Yes, by showing just enough to keep them curious, but not confused."

As a presentation design agency, we work on countless pitch decks, sales presentations, internal strategy slides, and training decks throughout the year. And we’ve noticed a recurring problem every time a slide tries to explain a process. It either turns into a maze or a lecture.

So, in this blog, we’re going to talk about the unsung hero of clarity: the process flow slide. Let’s get into it.

Why Most Process Flow Slides Miss the Mark

Before we get into the how, let’s be honest about the why. Process flow slides appear in all kinds of presentations: pitch decks, onboarding modules, project kickoffs, client proposals. They're meant to simplify. To untangle. To connect dots.

But more often than not, they confuse.

We’ve seen process flow slides that look like subway maps. Others so packed with detail they belong in a training manual, not a pitch. And the worst offenders are the ones that dump every step, condition, exception, and contingency on one screen (just in case someone asks). That’s not preparation. That’s panic dressed up in diagrams.

The irony is that process flow slides are supposed to make things easier to understand. But without restraint, they do the opposite.

People don’t get confused because the process is complex. They get confused because the slide throws the entire complexity at them at once. No pacing. No focus. No clarity.

A good process flow slide doesn’t just map a process. It frames a journey. It guides the audience, not overloads them. And that only happens when you treat the slide like a narrative tool, not a dumping ground.

The Anatomy of a Process Flow Slide

When we talk about simplifying the complex, we aren’t just referring to the visual design.

Yes, the layout and the aesthetics are key, but it’s the structure and narrative that truly bring clarity to a process flow slide. Let’s break down the anatomy of an effective process flow slide so that the audience can follow along without their eyes glazing over.

Step 1: Identify the Core Message

Before you even think about colors, icons, or arrows, you need to define the core message of your process flow slide. What exactly are you trying to explain?

If you’re creating a pitch deck, the process flow slide might show how your product or service helps solve a specific problem. For a training deck, it could map the steps of a procedure that your team needs to follow. In an onboarding presentation, you might want to illustrate how new hires will progress in their training. In each case, the goal is different, but the core message remains the same: You need to simplify the message so it’s digestible.

Start by answering this question: What is the one thing your audience needs to walk away knowing after they see this slide? If you can’t answer that clearly, the slide will most likely end up muddy. Remember, clarity is the goal here.

Step 2: Break Down the Process into Key Stages

Once you’ve identified the core message, break down the process into its key stages. This is where you’ll start deciding which steps are essential to show and which ones are redundant or too detailed. Every process is complex, but that doesn’t mean every step of the process needs to be on the slide.

Let’s use an example: In a sales process, you may have stages like "Lead Generation," "Qualification," "Pitch," "Close," and "Follow-up." While each of these steps is part of the larger process, showing every minute detail in each stage would bog down your slide. Instead, focus on just the key stages. This helps the audience grasp the big picture without getting lost in the weeds.

Don’t try to explain every single action that happens within each stage. In fact, it’s often better to be vague with the intermediary steps if they don’t serve the core message. For example, in a process flow that’s about a customer journey, showing "Sign Up" and "Purchase" might be sufficient. Describing the entire sign-up flow (email input, verification, password creation, etc.) would detract from the main message.

Step 3: Use Clear and Consistent Icons and Visuals

A picture is worth a thousand words, especially when it comes to process flow slides. We’ve all seen those slides cluttered with text and bullet points trying to explain something that could easily be conveyed with a few simple icons.

The key is to use icons and visuals that directly represent the steps in the process. Each icon should be simple and intuitive. The aim here is not to decorate the slide, but to use visuals that help the audience quickly understand the process.

For example, a “Lead Generation” step could be represented by an icon of a magnifying glass or a list. “Qualification” might use a checkmark or a checklist icon. "Pitch" could have a speech bubble or a presentation board icon. Each icon should align with the meaning of the step it represents.

But don’t overdo it. Use icons sparingly, because too many visuals can overwhelm the slide. A cluttered slide, no matter how well designed, is still hard to digest. Keep it simple, and always think about what visuals truly help to tell the story.

Step 4: Use Arrows to Connect the Dots (But Keep Them Subtle)

Arrows are a process flow slide’s best friend. But if you’re not careful, they can turn into the visual equivalent of a maze. The purpose of arrows is simple: they show the flow of the process. However, it’s important to remember that arrows aren’t meant to dominate the slide—they’re simply there to guide.

Think of arrows as the roadmap of your presentation. Too many arrows can cause confusion, and too few can leave the audience unsure about how the steps are connected. Ideally, arrows should be clean, simple, and straightforward. Use a consistent style for all arrows: avoid using thick, heavy arrows for some steps and thin, wimpy arrows for others.

Also, try to keep the arrows subtle. If your arrows are too bold, they’ll draw attention away from the main content. They should guide the audience’s eyes from one stage to the next without overshadowing the steps themselves.

Step 5: Maintain a Logical Flow (Left to Right, Top to Bottom)

This is one of the simplest yet most overlooked aspects of a process flow slide. If the process is chronological, the flow should reflect that. Most people read from left to right or top to bottom. So, if you’re showing a process that has a clear order, follow that order on the slide.

For example, a left-to-right flow might be the most natural for an eCommerce checkout process: "Browse Products" → "Add to Cart" → "Checkout" → "Payment." On the other hand, if you’re mapping out a cyclical process, like a feedback loop, you could show the flow in a circular manner.

What’s crucial here is consistency. Don’t have some parts of the process flow from left to right, others from top to bottom, and some that go in circles. The audience will lose track of where they are and how the process moves forward.

Step 6: Use Color for Emphasis (But Don’t Overdo It)

Colors can be a powerful tool to guide the viewer’s eye and highlight key points. But too much color can distract, and we’ve seen many slides ruined by an overzealous use of every color in the palette.

To use color effectively, keep it simple. Use a primary color to highlight key steps or stages in the process, and stick with subtle background shades to differentiate between sections. This helps create visual hierarchy, where the most important steps are immediately noticeable.

A good rule of thumb is to use color sparingly to draw attention to critical points in the process. For example, if you’re showing an important milestone or a step that needs extra focus, highlight it with a slightly brighter or bolder color. Just remember that the goal is to support the content, not overshadow it.

Step 7: Add Minimal Text, Just Enough to Clarify

Now, here’s where many process flow slides go wrong: the text. The golden rule is simple: Less is more. Your audience doesn’t need to read a paragraph to understand the process. In fact, too much text makes the slide feel dense, which can make the audience tune out.

Use brief labels or short descriptions that clarify each step of the process. Focus on clarity and brevity. If the audience has to read a novel to figure out what’s going on, they’re not paying attention to your message.

That said, context is essential. Each step needs just enough explanation to make sense in the larger flow of the process. If your icons and visuals are intuitive enough, a sentence or two per step should suffice.

---

Why Hire Us to Build your Presentation?

If you're reading this, you're probably working on a presentation right now. You could do it all yourself. But the reality is - that’s not going to give you the high-impact presentation you need. It’s a lot of guesswork, a lot of trial and error. And at the end of the day, you’ll be left with a presentation that’s “good enough,” not one that gets results. On the other hand, we’ve spent years crafting thousands of presentations, mastering both storytelling and design. Let us handle this for you, so you can focus on what you do best.

---

Explore Case Studies    |   Get to Know Us   | Start A Project