An organizational chart (or org chart, as it is often called) can be very helpful to HR departments and top level management, due to the way they represent the relationship between every member in an organization in a hierarchical manner. With an org chart handy, it becomes easy to explain the chain of command to new employees, and to develop the workforce better as well. Here are 5 tips to help anyone build a SharePoint Org Chart that looks good and helps in visualizing the organizational structure quickly too.
- Tip - 1: Create a custom SharePoint list to act as the data source
Excel workbooks or database files from SQL Server/Oracle will get the job done, sure, but nothing beats the simplicity of a SharePoint list when it comes to creating a data source for a chart. What's more - you can even teach a technologically-challenged intern how to build/update a list much faster than the other options available to you.
Bonus tip: Once you have created the data fields of first and last names (with names of First_Name and Last_Name respectively, say), you can combine the two into a third field (Full_Name, say) using a single command:
=[First_Name]&" "&[Last_Name]
- Tip - 2: Place the designation above the name of every employee
When it comes to understanding the organizational structure, the designation of an employee is of way more importance than his/ her name. When building the org chart, it makes sense to provide more focus to their designations than their names. Place each designation in bold lettering at the top of the box assigned to each employee, for best results. You can place the name below it in a smaller font and regular style.
Bonus Tip: Maintain consistency between the font size and style used for designations and names across all boxes. The entire chart will look better.
- Tip - 3: Maintain equal box sizes throughout the chart for the best view
Consistency in the sizes of the boxes across the chart will give the whole structure a well-arranged look. You can also make the boxes assigned to people of similar designations of the same size. That way, when the chart is displayed, viewers would be easily able to understand the different levels of hierarchy within the organization.
Bonus Tip: Try to maintain equal spacing between boxes for an overall well-organized structure.
- Tip - 4: Split up large charts into several parts
If your organization is particularly large, with lots of people working at different divisions, then it makes sense to build a separate chart for each division, so that too many details do not have to be squashed together and made to fit into a single screen.
Bonus Tip: You can build a leading chart with the head of every division, and then link the boxes assigned to them to separate charts containing the employee hierarchies in that division. That way, during a presentation, you can simply open the leading chart first, and then open up linked charts as and when you need to discuss organizational structure in each division.
- Tip - 5: Look for third party tools that can make organizational charts directly
While it is definitely possible to build organizational charts by using Excel services and SharePoint 2013, using a third party tool can make the task easier and quicker. What's more - you can even add graphical enhancements that Excel cannot offer. All you need is a spreadsheet or SharePoint list with the data necessary for the org chart, and the tool will take care of the rest.
Bonus Tip: if you choose to use a third party tool, make sure it is compatible with both SP 2013 and Excel 2013. That way, you will have the option of using either SP list or Excel workbook as the data source for the org chart.
An org chart can take a lot of hassle out of orientation sessions for new employees, and can also help top level management get a glimpse of the people in charge of day to day activities of the company y's business. Build it right and you will have a useful tool in your hands that can prove to be useful for a long time to come.
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