How To Explain Data Flow Digram for User

Data flow diagrams can seem daunting to a non-technical end user. Fortunately, it's easy to explain the essential ideas of an abstract system like a data flow diagram using analogies to other processes that the user is already familiar with. For example, you can use the analogy of an envelope passing from mailbox to mailbox and being worked upon by workers.

Difficulty:

Moderately Easy

Instructions

Things You'll Need

• Data flow diagram

1. Procedure

   • 1
     Show the user your data flow diagram. It is always helpful to have a concrete example to refer to when attempting to explain something complicated or abstract to someone who is unfamiliar with it. Try to pick an example diagram that includes all the essential features without being overly complex or advanced.
   • 2
     Introduce the analogy. A data flow diagram is an abstract representation of information flowing in and out of a system and from place to place within the system, where it can be operated upon by different elements of the system. Explain to the user that this system is conceptually similar to an office building with workers in many different offices.
   • 3
     Expand upon the details of the analogy. Mail arrives at the office building from the outside world, which is analogous to the "input" parts of the data flow diagram. Once inside the building, an envelope is routed to the appropriate office, where a worker does something based on the information in the envelope. This is analogous to the functional portions of the data flow diagram; each function is like a worker receiving mail in an office. When the worker's task is complete, she may decide that there is more work to be done by another worker. This corresponds to the flow of information to another function in the data flow diagram. Finally, all internal tasks are complete, and the last worker mails the envelope to someone outside the building. This corresponds to the "output" portion of the data flow diagram.
   • 4
     Ask whether the user understood your analogy and explanation. Double check to make sure that the analogy was clear, and clarify any points that were not. It may be helpful to draw a data flow diagram for the system of "mail in an office building" so the user can easily see the visual similarity between that familiar real-world process and the abstract and unfamiliar process represented in your actual data flow diagram