If you want to present more complex structures in your PowerPoint presentation, such as your company structure or the organization of a project, you should use an organizational chart.
Creating an organizational chart isn't difficult and is therefore a good way to clearly illustrate everything from simple to complex information. In this article, we'll show you how to create an organizational chart and what other advantages it offers.
What exactly is an organizational chart?
The word organizational chart is composed of the terms "organization" and "diagram." This composition suggests that it is a diagram that clearly illustrates organized structures.
An organizational chart is a graphical layout that depicts the internal structure of a company, organization, or project. Organizational charts can contain various elements and organizational structures. For example, hierarchies, departments, positions, employees, or contacts can be visualized in simple, box-like formats to clearly illustrate the hierarchies and structures.
Other formats besides boxes are also conceivable. The organizational chart is structured to show interconnected departments and positions. Such a structure can also include photos, names, contact information, symbols, links, and email addresses.
Organizational charts have different levels. These can be hierarchical levels or, in the case of flat hierarchies, particularly related departments. The levels can be connected by lines of varying styles. Often, the levels are defined by solid or dashed lines.
Other terms include structure plan, organizational chart, and organizational diagram . If the diagram also defines job positions, it is referred to as a staffing plan .
What are the benefits of organizational charts?
An organizational chart visualizes the company structure and internal hierarchies . An organizational chart can also be created for a department, clearly defining positions and responsibilities.
Companies and organizations can appear complex and confusing to outsiders. A well-designed organizational chart ensures that the structures are understood and that customers and employees can always find the right person to contact. This is particularly important for new employees and their onboarding process.
An organizational chart can also be used for many other individual areas, such as internal personnel or resource planning.
Organizational charts – these are your advantages!
Organizational charts do much more than simply depict company structures. Below, we present three further advantages that organizational charts offer.
#1 Onboarding
Especially when your company is constantly growing and changing, an organizational chart is useful for giving new employees an overview of the company . Organizational charts are also excellent for illustrating the progress of new employees.
#2 Data Security
Even though this point might not seem immediately obvious, organizational charts help ensure data security within a company . The clear presentation of functions and positions in the diagram makes it immediately clear who has the authorization to view specific documents. This prevents files from being sent to someone who shouldn't have access to them.
#3 Benefits for customers
Organizational charts are helpful not only for company employees but also for customers. They clearly illustrate who your customers should contact with questions and concerns . Furthermore, it's also interesting for your customers, and potentially for job applicants, to see how the team is managed and structured.
Creating an organizational chart – These are your options
An organizational chart can be created using various computer programs. In Windows Office applications, such as Microsoft Word or PowerPoint, you can create an organizational chart using SmartArt graphics.
Other software solutions, such as Visio or Lucidchart, can also be used. Lucidchart is cloud-based and removes the limitations of PowerPoint when creating organizational charts.
To create an organizational chart in PowerPoint, you will find step-by-step instructions below.
Creating an organizational chart in PowerPoint – step-by-step instructions
Creating an organizational chart in PowerPoint is possible even for Office beginners with a suitable step-by-step guide. However, the functions for creating diagrams in PowerPoint are more limited than in other programs.
Nevertheless, an organizational chart can be created, and with suitable additional software, such as Lucidchart, the limitations in diagram creation can be overcome.
Before creation: These are the types of organizational charts that exist.
Before creating an organizational chart, you should ask yourself what you want to illustrate and how comprehensive it should be. You have the option of choosing from various types of organizational charts:
- Hierarchical organizational chart
The hierarchical organizational chart is the most commonly used form of organizational chart . Here, the hierarchical structures are clearly depicted. At the top is a person with the highest authority and responsibility (e.g., CEO). People with less authority and responsibility move downwards, creating a pyramid shape.
- Flat organizational chart
This type of organizational chart is also called a horizontal organizational chart . It usually consists of only two levels and is therefore suitable for visualizing flat hierarchies. For this reason, this form is often used by startups.
- Matrix organizational chart
This type of organizational chart is ideally suited for companies with more than one supervisor. It is therefore particularly appropriate for companies with many responsible project managers.
Once you have chosen a method, nothing stands in the way of creating your organizational chart in PowerPoint.
Step 1: Insert SmartArt graphic
In MS PowerPoint, first select a new document. In the new document, click "Insert" in the tab. Here, select "SmartArt" .
In the "SmartArt" selection window, you can now select the desired graphic type. To create an organizational chart, select "Hierarchy " as the graphic type and then choose the organizational chart template (layout). Confirm the selected layout by clicking "OK".
Step 2: Inserting the text into the organizational chart
Add text to the SmartArt graphic by clicking on a shape or box . When creating an organizational chart, it's important to consider all structures, positions, and people. The organizational chart should clarify, not confuse, so the design should be carefully considered before creation. Each shape or box represents a department, a manager, an employee, or a company position .
Job descriptions can also be inserted into fields. You can insert the text directly into the appropriate fields within the text area. To do this, click on the appropriate button in the text area.
Step 3: Insert additional fields (shapes)
The selected SmartArt graphic usually doesn't have enough fields to create an organizational chart. Therefore, shapes must be added to make the chart more visually appealing. To add fields, click "Add Shape" under "Create Graphic" in the "SmartArt Design" tab.
This button allows you to insert a field into the organizational chart at the desired location. Here you select who is before the button in the organizational chart hierarchy and which level or person comes after it.
A subordinate level can be added to the CEO's profile in the form of a field. This could, for example, represent a department reporting to the CEO or a subordinate department head. Other departments or employees can then report to this department head.
Step 4: Adjusting hierarchies
Hierarchies can be adjusted by changing the layout . To modify the organizational chart in PowerPoint, select the shape you want to move by clicking on it.
You can move the selected shape vertically using "Depress" or "Propress" or horizontally using "Move Down" or "Move Up" to the desired position. The buttons for moving the shape are located in the "Create Graphic" button within the SmartArt design .
The organizational chart can be modified at any time to suit individual needs. If a company's structure changes, or departments or positions are assigned different hierarchical levels, the chart can be adjusted accordingly.
If, for example, one department is subordinate to another due to structural changes, then select the "Draft" tab. The department to be visually demoted can then be moved down directly using the "Demote" button.
Step 5: Formatting the organizational chart
The design of the organizational chart can be customized. Once the layout is created as desired, you can begin formatting. You can try out different layout designs, colors, and fonts . The corresponding buttons are located at the top of the screen.
Alternative #1: Lucidchart – Creating an organizational chart
If you want to create an organizational chart in PowerPoint, you can use the Lucidchart add-in. The program is available as a free trial and expands the organizational chart creation capabilities in PowerPoint. You can find more informationhere .
Lucidchart – what is needed?
In addition to a modern version of Microsoft PowerPoint, you will need the add-in itself. You will also need to create a free Lucidchart account. Once the add-in is installed and you have successfully created an account, you can open a new document in PowerPoint. In the shape library of the organizational chart, select "+ Shapes" to activate additional shapes available through the add-in.
Lucidchart's Form Library
Want to add new shapes to your organizational chart? If you have the shape library activated, you can easily drag and drop the desired shapes into the workspace . Once you've inserted a shape, you can click the gear icon next to it for further editing.
The shape itself can then be edited in the workspace. Organizational chart shapes can also be linked together using the add-in. Any desired hierarchy can be created and clearly displayed. To link organizational chart shapes, hover your mouse over the shape and click the red dot that appears. Then, drag the shape in the desired direction.
Importing data
Organizational chart data can be imported directly via the add-in . However, this requires a paid subscription to Lucidchart. If you have created a paid account, you only need to provide your data.
The paid version of Lucidchart handles data import and diagram creation. For successful data import, the data should be organized in a table and saved in CSV format . Once you have organized the data in this format, you can import it using the "Import Data" button. The data import button is located among the organizational chart types.
Fields such as employee ID, name, department, role in the company, email, telephone, supervisor ID, and other information can be added.
Alternative #2: Microsoft Visio – Creating an organizational chart
You can create an attractive organizational chart just as quickly with Microsoft Visio . Visio is a visualization program from Microsoft for Windows. You can test a free demo version for 30 days; after that, the software is not free.
You've chosen Visio and want to create your organizational chart with the software? Simply start Microsoft Visio, select the "Categories" tab, then click on "Business" and select "Organizational Chart." Confirm by clicking the "Create " button.
Conclusion: Use organizational charts to better visualize your company structures!
If you want to convey internal company structures or other hierarchical structures, you should use an organizational chart. Its clear visual representation makes complex structures easier to understand.
Use PowerPoint or one of the alternatives mentioned to create an organizational chart. Our step-by-step instructions will help you create your organizational chart successfully!
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Do you have questions about creating an organizational chart or general questions about PowerPoint? Feel free to contact us by email at becker@presentationload.de . We're happy to help!
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