Managing a business is a lot of work. It requires being on top of so many things at once, from the customers to the employees to their goals and deadlines, it can become an almost impossible task which so many people fail at! In order to run a successful business, you need to have all your employees working for you as hard as possible. You also need them to focus on the right things. That's why the organizational chart comes in handy when you want to track everything. Here are 8 tips to help maximize its use:
1) Use multiple colors - Hierarchy charts come with predefined shapes and certain colors for each rank or job position in your company nationwide or globally. Use these colors in strategic ways. For example, use one color for the rank and another color for the project they're focusing on.
2) Use a legend - The problem with using different colors is that if you end up creating a multi-page organizational chart, it becomes hard to remember what each shape or line means. That's why you should use a legend of sorts that will have all these meanings listed in order to keep everything consistent.
3) Apply conditional formatting - A simple way to help highlight certain ranks from managers, directors, or vice presidents is by applying conditional formatting so they can be more visually noticeable compared to their direct reports. You can apply this only on the lines connecting them since there's no need to highlight them individually. This works great when making comparisons between several employees who are working on the same goal.
Another way to secure formatting is to use an org chart template. Venngage, an online graphic editing platform, provides free organizational chart templates you can use for your company. To give you an idea, here are some org chart samples.
4) Use building blocks - When creating an org chart, you can make use of pre-made shapes like squares and circles to help you build your own shape for each job role or position. This can be useful if certain people are in charge of multiple jobs at once which is why it's important to highlight their main role while keeping the other ones visible as well. Make sure to use a different line color so you can distinguish between the two lines.
5) Show internal promotion - Depending on how big your company is, most direct reports move up in ranks over time, often becoming managers themselves after a few years of hard work. You can show this path by highlighting a manager's level from his direct report and vice versa, which will show the path of the employees in your organizational chart. You can use a different line color to separate these two ranks from one another so it's easier to follow.
6) Add activity stream - An activity stream is a visual element that highlights everything an employee is working on right now. This includes projects they're involved in and their ongoing tasks that need to be completed by a certain date or within a given period of time. This makes it much easier to track everyone since you always know what their main focus is at any given moment.
7) Make easy-to-use - Organizational charts don't have to be complicated tools meant only for management personnel with specialized training. All you need is some creativity and the organizational chart can be as simple or complex as you want. You can choose to use shapes everyone understands like humans, animals, and objects, all of which work great for those who don't know too much about business management.
8) Add deadlines - Since some employees end up taking on multiple roles at once, it's easy to lose track of their deadlines. That's why you should add a deadline line that connects an employee with his role in order to make this information easier to spot. This way you won't have to guess when everything needs to be done since it will all be right there in front of your eyes.
Organizational charts can be a great tool to help you figure out who's in charge of what and how they're all connected. However, it's important to keep in mind that it doesn't need to be too complicated: like anything else, what matters is the creativity and innovation you put into your design. I hope these eight tips make your life much easier when it comes to creating great organizational charts. Start your org chat journey and visit Venngage today!
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