Create Org Charts in PowerPoint Efficiently

Creating org charts is a classic need virtually every PowerPoint user has faced at some point.

An organizational chart, commonly known as an org chart, is a powerful tool that visually represents a company’s structure and hierarchy. This guide will walk you through the significance of org charts, as well as the most efficient methods to create them in PowerPoint.

The Importance of Org Charts

Org charts provide valuable insights into an organization’s structure and functioning:

1. Departmental Overview: They showcase the main departments operating or supporting the business, helping to understand areas of focus and resource allocation.

2. Risk and Friction Identification: By examining the chart, potential risks and frictions can be identified, especially when different teams are part of the same process but lack common management or coordination.

3. Power Dynamics: Org charts highlight key individuals in power and their areas of influence, crucial for sales representatives navigating the organization.

4. Optimization Opportunities: They help identify areas for rationalization, revealing potentially overstaffed or understaffed departments relative to their strategic importance.

Common Methods for Creating Org Charts (and Their Drawbacks)

1. Using Shapes and Lines

Many users create org charts by adding rectangular shapes for each person or team and connecting them with line or arrow shapes.

Pros:

• Offers high flexibility in design.

Cons:

• Extremely time-consuming.
• Difficult to edit or update.
• Requires manual alignment and positioning.

Here are some examples of org charts created using shapes and lines:

You can insert some org chart templates from the Power-user Library.

2. Using SmartArt

SmartArt provides a more efficient alternative for creating org charts in PowerPoint.

Pros:

• Automatically positions elements to avoid overlaps.
• Clearly shows proper hierarchy.
• Saves time compared to manual positioning.

Cons:

• The text editing interface can be inconvenient.
• Limited layout and format options.

The Best Method: A Three-Step Process

Here’s a straightforward method for designing organizational charts that’s quick, easy, and flexible:

Step 1: Draft Your Org Chart in a Simple PowerPoint Textbox

1. Create a bulleted list in a textbox.
2. Use the Tab button to define bullet levels (which will represent hierarchy levels).

Step 2: Transform the List into an Org Chart

1. Select your text and right-click.
2. Choose “Convert to SmartArt”.
3. Select the Org Chart type.

Step 3: Customize the Layout and Format

Use the options available in the “SmartArt Design” and “Format” PowerPoint tabs to fine-tune your chart.

Optional Step: Convert SmartArt to Regular Shapes

• Right-click the org chart and select “Convert to Shapes”.
• Note: This will lose the dynamic behavior of the SmartArt but may offer more customization options.

Editing and Data Extraction

To edit the org chart or extract data easily:

1. Right-click the SmartArt.
2. Choose “Convert to Text”.

This will convert your org chart back into a bulleted list, allowing for easy content manipulation.

By following this method, you can create professional, easily editable org charts in PowerPoint with minimal effort and maximum flexibility.