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Microsoft Visio 2010 : Understanding Organization Charts & Building an Organization Chart by Hand

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7/4/2011 11:53:04 AM

1. Understanding Organization Charts

An organization chart is typically used to reflect the structure of an organization by showing who reports to whom. The Visio organization chart solution is based on a hierarchical model in which each employee has one boss. Consequently, it doesn’t lend itself to organizations that use a matrix or other nonhierarchical structure. However, it is well-suited for most organizations.

Some org charts are simple and unadorned, showing just names and titles. Other org charts are more sophisticated and might display additional departmental or personal information, including photographs. Like most Visio templates, the org chart template includes a set of intelligent shapes. However, the org chart shapes are assisted by add-in software that is packaged with Visio. The combination of the two simplifies the creation of org charts by handling nearly all of the sizing and spacing chores when you do things like drop an employee shape on top of a manager shape. In addition, the add-in software includes a wizard that you can use to import organization data from Microsoft Excel or other data sources.

The org chart add-in also displays an add-in tab on the Visio ribbon whenever an org chart is the active drawing.


In the sections that follow, you will create a simple org chart manually and a more complex org chart by using data in an Excel workbook.

2. Building an Organization Chart by Hand

You will use the Organization Chart Wizard in the next two exercises, but it’s important to understand first how easy it is to create org charts by hand.

In this exercise, you will create a new org chart by dragging shapes onto the page and using the org chart template’s auto-positioning features. You also enter data for each shape in the chart.


Note:

Click the File tab and then click New. In the Template Categories section, click Business, and then double-click the Organization Chart thumbnail. Save the new drawing as Org Chart by Hand.



Tip:

The only difference between the template called Organization Chart and the one called Organization Chart Wizard is that the latter automatically starts a wizard when you open a new document. If you select the Organization Chart Wizard by mistake for this exercise, just cancel the wizard and you can continue.


  1. Drag the Executive shape from the Organization Chart Shapes stencil to the top center of the drawing page.

    The org chart add-in presents an animated dialog box showing how to add additional shapes to the chart unless you have previously turned it off. You can select the check box in the lower-left of the dialog box to suppress future display of the animated help.

  2. With the shape still selected, type Magnus Hedlund. Then press Enter and type President on the second line.

  3. Drag a Manager shape onto the Magnus Hedlund shape. Then type Magdalena Karwat, press Enter, and type Vice President. Notice that the org chart software automatically positions the new shape below the Hedlund shape.

  4. Repeat Step 3 and notice that the org chart add-in has positioned the second manager shape to the side of the first one. With the new shape still selected, type Allison Brown, press Enter, and then type Vice President.

  5. Drag one more Manager shape onto the Hedlund shape. Type Giorgio Veronesi, press Enter, and then type Vice President.

  6. Drag two Position shapes onto the Giorgio Veronesi shape, then type Janet Schorr into the first one and Reina Cabatana into the second.

  7. Drag one Position shape onto the Magadalena Karwat shape and type Filip Rehorik.

    The org chart’s shape placement mechanism has hidden part of the Reina Cabatana shape behind the Filip Rehorik shape.


    Re-Layout


  8. On the Org Chart tab, in the Layout group, click the Re-Layout button to solve the problem.


    Tip:

    There may be times when you don’t like the changes made by the re-layout function. If that’s the case, simply press Ctrl+Z or click the Undo button on the Quick Access Toolbar. No matter how extensive the changes, a single undo will return the diagram to its previous layout.


  9. Drag a Consultant shape onto the Magadalena Karwat shape and type Sandeep Kaliyath. Notice that consultant shapes have a dash-dot outline.

  10. Drag a Vacancy shape onto the Allison Brown shape and type Open. Notice that vacancy shapes have a dotted outline.

  11. Drag an Assistant shape onto the Allison Brown shape and type Gabe Frost.

  12. Drag an Assistant shape onto the Giorgio Veronesi shape and type Yan Li.

  13. Drag an Assistant shape onto the Magnus Hedlund shape and type Cassie Hicks.

  14. On the Org Chart tab, in the Layout group, click the Re-Layout button.


    Tip:

    You can also initiate page layout by right-clicking anywhere on the background of an org chart page and selecting Re-layout from the context menu.


    The org chart add-in has rearranged your drawing to position all of your shapes. Take note of the dash-dot consultant, the dotted vacancy, and the placement of the assistant shapes under Magnus Hedlund, Allison Brown, and Giorgio Veronesi.

    At this point, you’ve built a reasonably sophisticated organization chart by doing little more that dragging shapes and typing text.


Note:

Save your changes to the Org Chart by Hand drawing, and then close it.


Altering Org Chart Shapes

Whether you create an organization chart manually, as you’ve just done, or automatically using the wizard, you might want to modify the appearance and attributes of the org chart shapes after they’re on the page. The Visio organization chart add-in provides a number of easy ways to make changes.

Type

You can right-click any org chart shape to change its type. For example, in the organization chart you created in the preceding exercise, you identified a vacancy in Allison Brown’s group, symbolized by a dotted outline around the position box. When Allison hires a person to fill that vacancy, simply right-click the vacant position shape, click Change Position Type, click Position, and then click OK.

Appearance

You can change the appearance of the org chart shapes by adding a dividing line between the position and the title. To do so, select some or all of the shapes on the page, right-click any of the shapes, and then click Show Divider Line.

You can also affect the appearance of org chart shapes by showing additional data on each shape. For examples of what is possible, on the Org Chart tab, in the Organization Data group, click the Display Options button. In the resulting Options dialog box, click the Fields tab to see your choices.

On the other tabs in this dialog box, you can change the size and spacing of org chart shapes and the size and formatting of the text.


Note:

You can change the appearance of an organization chart quite dramatically by applying themes.

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