What’s a workflow diagram, and why every consultant should build one

Let’s start with the basics: What is a workflow diagram?

A workflow diagram is a visual way to lay out the steps someone (or something) goes through from start to finish. Think of it like a flowchart, but built specifically to show how your client journey and service delivery process actually work in real life — from discovery and onboarding to delivery, feedback, and wrap-up.

It’s not about making something pretty. It’s about building something useful. A workflow diagram helps you see:

• What needs to happen

• In what order

• Who’s responsible

• What tools or documents are involved

No more “Did I forget to send that follow-up?” or “What happens if the client doesn’t book after the intro call?” It’s all there, mapped out and ready to use.

How we built ours (and why we did it this way)

At Petalia Consulting, we created our client workflow diagram directly inside Confluence, using its native tools. We already manage all our internal documents, templates, and client dashboards in Confluence, so it made sense to build our operational flow there too.

We didn’t use anything fancy. Just Confluence’s built-in flowchart elements and visuals. It’s simple, functional, and easy to update, which is exactly what we need when we’re adjusting processes or scaling up.

Why we chose this setup:

• It keeps our business systems centralized

• It’s easy to share during client onboarding calls

• It connects directly to our internal templates and SOPs

This wasn’t about design. It was about clarity, consistency, and functionality.

How we structured the workflow (and what we included on purpose)

We didn’t just list out tasks. We built a real system.

Here’s how we approached the structure of our consulting workflow diagram:

• Phases, not just steps

  • We grouped everything into core phases:

    • Initial contact

    • Intake

    • Collaboration & delivery

    • Wrap-up & review

    That way, both team and client can instantly see where they are in the process.

• Client-facing vs internal actions

  • We clearly separated what happens on the client side, like intro calls or receiving insights - from what we do internally, such as reviewing materials, evaluating delivery gaps, or drafting reports. Both are part of the experience, and both need to be tracked.

• Decision points & forks

  • We added branches for when things don’t go the standard route - like if someone skips the intake form or switches service tiers. These checkpoints help us stay flexible without losing structure.

• Linked tools and templates

  • Instead of writing “send client materials,” we list exactly what’s sent - the welcome kit, the strategy doc, the follow-up checklist. This makes it easy to build SOPs and train new collaborators.

• Minimal but clear labels

  • This is a visual map, not a manual. We kept the labels short and to the point - but if someone needs more detail, it’s all linked right there in the same Confluence page.

Why a workflow diagram is a game changer for consultants

It’s tempting to skip this kind of system building -especially when you’re focused on marketing, sales, or content. But this is the stuff that actually helps you run your business sustainably.

Creating a visual service delivery workflow forces you to ask:

• What really happens after someone books?

• Where are things falling through the cracks?

• Am I building from memory - or from systems?

We use this diagram on:

• Client calls, to show what to expect

• Internal onboarding, to train collaborators

• Project planning, to build out timelines in ClickUp

• Automation, to track where we can improve efficiency

It’s not about being perfect. It’s about being clear, intentional, and repeatable.

Build your own consulting workflow diagram

If you’re feeling overwhelmed, just start simple:

• Map out what happens after a client books

• Break it into phases

• Add tools and links where needed

• Use Confluence, ClickUp, Notion, or even paper

Once it’s out of your head and into a system, you’ll probably notice 3–5 steps you’ve been winging - and you’ll finally be able to fix them properly.

Need help building yours?

This is exactly the kind of thing we map out with our clients - whether you’re just starting your consulting business or trying to scale without dropping the ball. If you're tired of running things from memory, let’s fix that. Reach out to us →

A client workflow diagram showing our full service delivery process; from onboarding to internal operations and project wrap-up. Built for clarity, training, and consistent client experience.