How to Create an Organisation Chart: Step-by-Step Guide

How to Create an Organisation Chart: A Simple Step-by-Step Guide

Any organisation, a small local business or a multinational company, requires some sort of clear means of demonstrating how people are interrelating, how and who reports to whom, and how various roles interact. It is where an organisation chart comes in.

We are going to discuss the purpose of an organisation chart, its types, how to create an organisation chart without much effort, and what tricks will make your chart useful and easy to follow in this blog.

What's an Organisation Chart?

An organisation chart (also referred to as an org chart) is a basic chart that depicts the setup of an organisation. It employs boxes and lines to show:

Who works in which roles

Who reports to whom

Connection of different teams.

In its simplest form, an org chart assists individuals to picture the layout of an organisation - it simplifies the duties, the communication channels, and decision makers.

As an illustration, executives such as the CEO or managers of various departments are usually present at the top, whereas the team members and support staff are depicted beneath them in a branching view.

The 4 different types of organisational charts.

There are various organisational charts. The four major types, used in business and teams today, are the following:

1. Hierarchical Chart

It is the Traditional pyramid-like structure, where the top of the pyramid is occupied by the leaders and the bottom of the pyramid has the job of lower-level positions. It demonstrates authority and lines of reporting clearly.

2. Divisional Chart

Applicable to bigger organisations, which cluster employees into product, region, or business unit. All the divisions resemble mini-charts within the overall organisation.

3. Flat Chart.

This type is common with small firms and start-ups, and it has minimal or no management levels. A narrow, shallow chart is formed, as a leader has most people reporting to him or her.

4. Matrix Chart

This is an indication that employees are reporting to more than a single manager, e.g, a project lead and a department head. It comes in handy in case there is an overlap of roles or individuals cross-function.

How to draw an Organisational Chart.

Drawing an org chart may seem like a complex task, but it is not that hard, as long as you follow a few steps:

Step 1: Clarify Your Purpose

Choose the purpose of the chart, such as the onboarding of new staff, growth planning, or the definition of team positions.

Step 2: Gather Your Team Data

Gather the names, titles, departments, and reporting connections of all people in your organisation.

Step 3: Select a Tool to Construct Your Chart.

In the past, individuals relied on tools such as Microsoft PowerPoint, Excel, or diagram software to create charts manually. But now, with the latest AI-driven applications, this has become a lot easier.

Here to create an organisation chart, I’m using Canva Magic Media. Here, I will explain a step-by-step guide on how to make an org chart using Canva Magic Media.

1. Log in or Sign up to Canva

2. Select Create new:

On the left top, there is “Create New”. Click it.

3. Select Magic Media

Now you can see the Media Magic option on the left end. Select it.

4. Enter your data

Enter data about your organisation chart in the Magic Media search bar. Click Generate.

4. Generate:

Your Organisation chart is generated.

5. Refine it:

You edit or rearrange it if needed.

6. Download and use:

Now you can download it and use it.

Make Your Organization Chart Easy to Understand with MagicSlides

To make your organization chart clear and engaging, you can turn it into a presentation using MagicSlides, an AI-powered presentation tool that helps you quickly create well-structured slides. You can upload your organization chart as an image, and the tool will convert the image into a slide. This makes your information easier to understand and visually clearer for your audience.

How it works:

Type in your outline or hierarchy text.

The AI creates content into structured slides.

You are able to make changes to the content and the images to meet your requirements.

Clicking on the Generate button, you can get the presentation done, add or improve the drawing of your content once it is prepared.

This is time-saving and can be used to make professional-looking charts without any design skills.

Step 4: Refine and Update

An org chart is a dynamic document; change it when people change jobs, new groups are created, or the structure is changed.

Tips to Organisation Chart Usage.

These are just a few tips to make your chart more functional:

Keep It Clear.

Use simple shapes and lines. Excessive detail will confuse a chart.

Add Useful Info.

Inclusivity of names, titles, and perhaps team photos-- but not clutter.

Use Consistent Design.

The chart is easier to comprehend due to the use of consistent colours and fonts.

Update Regularly.

Revise every time there is a change of roles or new teams are made.

Share It Widely.

Share the chart with your team members (particularly new hires) so that everyone is on top of things as to who is who and how it works.

Conclusion

An organisational chart can be very useful to visualise the structure of your team, which is helpful in communication, onboarding, and planning. Whether it is a basic flat charted team or it is something substantial like a matrix chart, it is clear that when there is a clear picture of positions, clarity, and alignment are achieved.

The organisation charts become easier and faster to create by using such AI tools, particularly when you need beautiful and high-quality visuals and are not willing to create them manually. Also Read: How to make a Line Graph in Google Sheets

Quick FAQ’s

Q 1: How often should an organisation chart be updated?

Update it whenever roles, teams, or reporting lines change to keep it accurate.

Q 2: Do I need design skills to make an org chart?

No, AI tools like MagicSlides can create professional-looking charts without design experience.

Q 3: Are AI-generated org charts editable?

Yes, tools like MagicSlides produce fully editable charts for Google Slides and PowerPoint.