In the last couple posts in this series, I wrote about using mind maps to organize your ideas and using flowcharts to document your processes. This is a great start, but how do you make sure these processes are actually executed properly? Teams work more effectively when the roles and responsibilities of each member are clearly understood. This is where organization charts and team charts can really help. In this post, I'll talk about how organization charts are used and next time I'll talk about the difference between an organization chart and a team chart.
How Org Charts Are Used
Top-down organization
A top-down organization is easily represented by the classic organization chart:
Note, in the organization chart above, that the title of the position comes first, and the incumbent (the person filling this position) second. Sometimes a person may fill more than one position, particularly in a smaller organization. For example, the CEO may also fill the role of CFO. If this is the case, two positions will have the same incumbent.
You should think of your organization as a collection of positions, not a collection of people. Taking this approach leads to a much more logical organization than starting with people. Each position should be defined with a title and job description that describes:
- The goal of the position
Why is there such a position? What do you want the incumbent to accomplish?
- The responsibilities of the position
What activities is this position accountable for? For what activities is this position the "go-to-guy" if something goes wrong?
- What position does this position report to
When this seems unclear because a position may be directed by several different managers; ask "who sets this position's salary?"
The top-down organization and accompanying job description is an invaluable tool for assigning accountability in your organization. An organization chart is the ideal way to communicate it.
How to Make an Organization Chart
Using one of SmartDraw's templates to create an organization chart is pretty simple.
Step 1: Begin with the top-level position
Add the box for the top-level position and type the title and name into it.
Step 2: Add the positions that report to the top-level position
Add a box for each of the positions that report to the top-level position and type the title and name of the incumbent. Connect the boxes with lines representing reporting relationships as shown below (good software will automatically draw the connecting lines for you).
Step 3: Repeat for each position.
Add boxes for each of the positions that report to the second-level positions and so on.
This short video shows how to create an org chart using SmartDraw.
In my next post I will talk about using team charts, which are similar to org charts but serve a different function. If you would like to the org chart I created for this blog post as a template, you can download it using the link below. However, you will need a copy of SmartDraw on your desktop. If you do not already have SmartDraw, you can download a free trial here.
[Example] Organization Chart.sdr
Previous Posts:
- How to Get Things Done and Go Home Early: Use Mind Maps
- How to Get Things Done and Go Home Early: Use Process Maps
