Human Resource or HR departments commonly use organizational charts to streamline the company and the tasks that employees perform. With an organizational chart, it is also much easier to see the functions that a company must accomplish, and which people will be responsible for these tasks. If you want to create an organizational chart for your company, here’s how.
- Get the software. There are plenty of software products that you can use to create the chart. One of the most basic applications that you can use is a word processor such as Microsoft Word, which has symbols and shapes that you can use to create the chart. This, however, will be difficult since you will need to arrange the shapes manually. An easier alternative is to use Microsoft PowerPoint, which has a variety of chart designs already pre-installed. You will only need to select which chart shape and design will work best for your company and organizational structure. The best software for making the charts, however, is special applications such as OrgPlus that is designed to keep track of HR information.
- Keep it simple. When creating the organizational chart, plenty of people feel compelled to put in as much information as possible in the chart. The best charts, however, will be streamlined and easy to understand. Focus on the positions in the company. Instead of adding the tasks and later supplying the name of the employees that take the tasks, simply focus on the employees and then add their tasks. After all, some employees actually do additional tasks to which they should be credited while some tasks are done only seasonally and need not be included in the organizational charts.
- Limit your information. Basic information such as the personal details of the employees, the job description, and the person’s salary can be included in the organizational chart so that the chart can be used for quick references. Apart from this, however, you should avoid including personal information such as the person’s background or comments that his superiors and supervisors may have on the person. This is especially important if you plan on displaying the organizational chart in the company office or if you will give copies of the organizational chart to a large number of people.
- Determine the chart’s comprehensiveness. Also consider how comprehensive the chart should be. If you have a company that has a branch in other areas, or if your company has a national headquarters, you will need to assess whether you should add the national officers to the organizational chart, and if you will need to include everyone. In most cases, larger companies with several branches will only focus on the local branch and will simply include a few of the key top officers on the chart, such as the CEO, the president, vice president, and the board of trustees.
Be sure to double check the chart before printing it, especially since people can easily be offended if their names are misspelled or if their positions are mixed up.