How to Create an Org Chart in Excel in a Few Steps?

How do you create an org chart in Excel?

Imagine you’re leading a growing startup. Your team has expanded from a handful of people to a bustling group of 50. Keeping track of who reports to whom is crucial. An org chart offers a clear visual representation. In Excel, this becomes both manageable and efficient.

Why Excel? Because it’s familiar. Most businesses already use it. You won’t need new software. Plus, Excel allows easy data integration. If your team grows, updating the org chart is seamless.

Excel is not only for numbers. It is an ideal tool for organizing data visually. More than 750 million people worldwide used Excel in 2023. That is a significant number that shows its wide-ranging use. An Excel org chart will save you time and clarity in your team structure. This is a constructive and efficient way to modern business management.

Are you ready to learn how to make an org chart in Excel? Keep reading. This blog post will walk you through every stage, from simple configuration to advanced customization. In the end, you can create a precise and professional organizational chart that portrays your team’s hierarchy.

Get ready to impress your colleagues with your new Excel skills!

Table of Contents:

1. What is an Organizational Chart?
2. Why Use Excel to Create an Org Chart?
3. Types of Org Chart in Excel
4. How to Create an Org Chart in Excel?
5. Creating an Org Chart With Example Data
6. How to Read an Org Chart?
7. Tips for Creating an Org Chart in Excel
8. What are the Common Problems We Face with an Org Chart in Excel?
9. Make Better Decisions, Faster by Creating Org Charts With ChartExpo
10. Wrap Up

First…

What is an Organizational Chart?

Definition: An organizational chart visually represents a company’s structure. It shows relationships between different roles and departments. Typically, it’s a hierarchical diagram. At the top is the highest authority, like a CEO. Below are various managers and employees. Lines connect these roles, illustrating the chain of command.

Organizational charts help clarify reporting lines. They show who supervises whom. This can prevent confusion. Charts also highlight departmental functions and interactions.

Different types of charts exist. For example;

• Vertical charts display a top-down hierarchy.
• Horizontal charts focus on departmental collaboration.
• Matrix charts show cross-functional relationships.

These charts are useful for both small and large businesses. They assist in strategic planning and resource allocation. They can be updated as the company evolves.

Overall, organizational charts provide a clear overview of company structure. They help ensure efficient communication and workflow.

Why Use Excel to Create an Org Chart?

Creating an organizational chart sounds daunting, but using Excel makes it a breeze. Here’s why Excel is a fantastic choice for this job:

• Familiarity: Most people are already familiar with Excel. You don’t need to learn new software. This familiarity speeds up the process, making it easy to start right away.
• Customization: Excel offers a high level of customization. You can design your chart to look exactly how you want. Adjust colors, shapes, and fonts to match your company’s branding.
• Data integration: Excel excels at handling data. If your organizational details are already in a spreadsheet, you can easily link them to your chart. This integration ensures your chart stays up-to-date with minimal effort.
• Accessibility: Excel files can be easily shared and accessed by anyone in your organization. Whether you’re emailing it or storing it on a shared drive, everyone can view and edit the chart as needed.
• Cost-effective: Many businesses already have Microsoft Office, including Excel. This means you won’t incur additional costs for specialized software. It’s a budget-friendly solution without sacrificing quality.

Types of Org Chart in Excel

Hierarchical Org Chart

• Description: Shows a top-down structure with a single leader at the top and branching levels beneath.
• Use: Ideal for traditional organizational structures.

Matrix Org Chart

• Description: Displays multiple reporting lines with employees having dual reporting relationships.
• Use: Suitable for organizations with cross-functional teams.

Circular Org Chart

• Description: Features a central node with departments or roles arranged in a circle around it.
• Use: Emphasizes a central figure or highlights equal relationships among teams.

Horizontal Org Chart

• Description: Arranges the hierarchy from left to right, often with the top role on the left.
• Use: Useful for showcasing broad, flat organizational structures.

How to Create an Org Chart in Excel?

Steps to Make Circular Chart in Microsoft Excel:

1. Open your Excel Application.
2. Install ChartExpo Add-in for Excel from Microsoft AppSource to create interactive visualizations.
3. Select the Chart from the list of charts.
4. Select your data.
5. Click on the “Create Chart from Selection” button.
6. Customize your chart properties to add header, axis, legends, and other required information.

The following video will help you create an Org Chart in Excel in Microsoft Excel.

Creating an Org Chart With Example Data

Data visualization is a fundamental aspect of data analysis. It transforms numerical data into graphical representations to facilitate better understanding and communication.

Excel is a widely used tool for creating charts. However, it often lacks advanced visualization options and ease of use, particularly for creating complex organizational charts.

ChartExpo, an Excel add-in, addresses these limitations by providing enhanced visualization features and simplifying the chart creation process.

Let’s demonstrate how ChartExpo can help you overcome Excel’s inherent limitations, ensuring you create insightful and impactful visualizations, including the best Circular Chart for your data analysis needs

Example Data

Let’s analyze the organizational data sample below in Excel using ChartExpo.

Departments	Teams	Q1 Score	Q2 Score
Finance	Banking	80	73
Finance	Receivable	57	67
Finance	Payable	59	47
Sales	Sales	75	65
Sales	Marketing	70	85
HR	Hiring	85	72
HR	Training	60	70
HR	Compliance	61	66
Operations	Production	85	91
Operations	Logistics	78	68
Operations	CRM	71	63
IT	Network	56	73
IT	Software	87	79

Step 1: Now Click on My Apps from the INSERT menu.

Step 2: Choose ChartExpo from My Apps, then click Insert.

Step 3: Once it loads, choose the “Circular Org Chart” from the charts list.

Step 4: Your final chart will appear below.

Insights

The data displays the quarterly performances of different teams across various departments. In Q2, there were improvements in operations (production) and HR (compliance & training) leadership. The Software team continues to perform well in Q1, but the Payable team in Finance experiences a significant decrease from Q1 to Q2.

How to Read an Org Chart?

Reading an organizational chart might seem overwhelming at first. But it’s pretty straightforward once you know what to look for. Let’s break it down:

1. Identify key positions: Start by spotting the top position, usually the CEO or President. This gives you an anchor point for understanding the rest of the chart.
2. Understand reporting relationships: Look at the lines connecting different positions. These lines show who reports to whom, helping you understand the chain of command.
3. Hierarchical structure: Notice the levels in the chart. Higher levels indicate more authority and responsibility. Lower levels show roles that report upwards.
4. Functional relationships: Some charts illustrate the interactions between different departments or teams. By creating custom Excel charts, you can include lines connecting these groups, making it easy to visualize and understand their collaboration dynamics. This approach not only highlights the connections but also enhances the clarity and impact of your data presentation.
5. Roles and responsibilities: Each position on the chart typically has a title. These titles give you a sense of what each person or role is responsible for.
6. Departmental structure (if applicable): If the chart includes departments, you’ll see how different teams are organized. This helps you understand the broader organizational structure.
7. Symbols and icons: Pay attention to any symbols or icons. These might represent different types of positions or other important information.
8. Context and legend: Some charts include a legend or key to explain symbols, colors, and lines, which is essential for clear communication. By adding a legend to a chart in Excel, you provide crucial context that ensures accurate interpretation and helps viewers quickly understand the data’s meaning. This small addition can significantly enhance the effectiveness and readability of your charts.
9. Updates and versions: Organizational charts can change. To avoid confusion, make sure you’re looking at the most current version.
10. Ask questions: If something isn’t clear, don’t hesitate to ask someone for clarification. Understanding the org chart fully can enhance your comprehension of the organization’s structure and dynamics.

Tips for Creating an Org Chart in Excel

Creating an organizational chart in Excel can be a smooth and efficient process with the right approach. Here are tips to help you get started and create a professional, easy-to-read chart:

1. Plan your structure: Before you even open Excel, plan out your organizational structure. Think about the hierarchy and the relationships between different roles. Sketch a rough draft on paper to visualize the layout.
2. Use SmartArt or Shapes: Excel offers built-in tools like SmartArt and Shapes to elevate your visual storytelling. SmartArt is particularly user-friendly for creating organizational charts, with a variety of templates that you can easily customize. This feature helps you transform your data into compelling narratives, making your presentations more engaging and effective.
3. Connect positions: Use lines to connect different positions and illustrate reporting relationships clearly. Ensure the lines are straight and easily traceable to avoid any confusion.
4. Label positions clearly: Each box or shape should have a clear, concise label with the job title. For more clarity, you might also include the name of the person in that position.
5. Customize appearance: Don’t hesitate to tweak the colors, fonts, and shapes to make the chart visually appealing and aligned with your company’s branding. Experiment with the best colors for graphs to enhance readability and impact. A well-designed chart is not only functional but also pleasant to look at, ensuring your data presentation is both effective and engaging.
6. Consider layout: Choose a layout that best fits your organization’s structure. A vertical layout is excellent for traditional hierarchies. Conversely, a horizontal layout can work well for teams with more lateral relationships.
7. Utilize data tools: If your organizational data is in a spreadsheet, you can enhance your task-tracking spreadsheet by using Excel’s data tools to link this information to your chart. This ensures that updates to the data are automatically reflected in your chart with minimal manual effort. By doing so, you maintain an up-to-date visual representation of your tasks, making it easier to manage and track progress efficiently.
8. Add details selectively: Include relevant information like department names or specific roles, but avoid overcrowding the chart. Focus on essential information to keep it clean and easy to read.
9. Review and update: An organizational chart should be a living document. Regularly review and update it to reflect any changes in the company structure. This ensures it always represents the current state of your organization.
10. Seek feedback: Share your draft with colleagues or team members to get their input. They might spot inaccuracies or suggest improvements that you hadn’t considered.

What are the Common Problems We Face with an Org Chart in Excel?

Creating an organizational chart in Excel can be a great way to visualize your company’s structure. However, it comes with challenges. Here are some common problems you might encounter and how to address them:

• Limited scalability: Your Excel org chart can become unwieldy as your organization grows. Excel isn’t designed to handle extensive charts efficiently. To mitigate this, consider breaking down the chart into smaller, more manageable sections. Or use a dedicated org chart tool for larger organizations.
• Manual updates: Keeping your chart up-to-date can be tedious. Every time there’s a personnel change, you have to update the chart manually. To streamline this process, link your chart to a data source or use an add-in that can help automate updates.
• Formatting challenges: Achieving a polished look in Excel can be tricky. Aligning shapes and lines perfectly can be time-consuming and frustrating. Use Excel’s alignment tools and gridlines to help with this, but be prepared for some trial and error.
• Lack of interactivity: Excel charts are static, limiting the inclusion of interactive elements such as clickable links or expandable sections. If interactivity is essential for your presentation, consider leveraging advanced Excel charts and then exporting your chart to a more interactive platform like PowerPoint or a web-based tool. This approach combines the robust data visualization capabilities of Excel with the dynamic features of interactive platforms, enhancing the overall user experience.
• Difficulty in collaboration: Working on an org chart collaboratively in Excel can be challenging, especially if multiple people need to make edits. Using cloud-based versions of Excel, like Office 365, can help. However, it’s still not as seamless as some specialized software designed for team collaboration.
• Limited design options: Excel offers some customization but is less robust than dedicated design software. Creating a visually appealing chart that aligns with your company’s branding might be difficult. Experiment with SmartArt and shapes, but know that you may hit some design limitations.

Make Better Decisions, Faster by Creating Org Charts With ChartExpo

FAQs

What is the best way to create an organizational chart?

The best way to create an organizational chart is to use dedicated software like ChartExpo. These tools offer user-friendly templates, easy customization, and collaborative features, ensuring a professional and up-to-date chart.

How do I convert an Excel spreadsheet to an organizational chart?

To convert an Excel spreadsheet to an organizational chart, use ChartExpo:

1. Install the ChartExpo add-in for Excel.
2. Import your data.
3. Choose the Circular Org Chart option.
4. Customize the chart to fit your needs and preferences.

What are the 5 uses of an org chart?

Here are five uses of an org chart:

• Clarifies reporting relationships and hierarchy.
• Enhances communication across the organization.
• Assists in workforce planning and resource allocation.
• Helps identify gaps or redundancies in roles.
• Supports onboarding and training processes.

Wrap Up

Creating an organizational chart in Excel is a practical choice for many businesses. Start by planning your structure. Sketch a rough draft to visualize the hierarchy. This initial step sets a clear direction.

Next, open Excel and choose SmartArt or Shapes. SmartArt offers pre-made templates, making it easy to begin. Customize these templates to match your organization’s needs. Shapes provide more flexibility if you prefer designing from scratch.

Connect positions with lines to show reporting relationships. Ensure these lines are clear and straight. This clarity helps in understanding the chain of command. Label each position clearly with job titles and names.

Customize the chart’s appearance to enhance readability. Adjust colors, fonts, and shapes. A visually appealing chart is easier to understand. Align elements neatly for a professional look.

Review and update your chart regularly. Organizations change, and your chart should reflect that. Link your chart to a data source for easier updates. This ensures accuracy over time.

Finally, seek feedback from colleagues. They might provide valuable insights. Moreover, collaboration can improve the chart’s accuracy and usefulness.

Creating an organizational chart in Excel becomes a straightforward task with these steps.

So, next time your team expands, remember: that Excel is your ally. Create clear, professional org charts effortlessly. Your team will thank you. Your investors will be impressed. And you’ll stay organized, no matter how large your company grows.