Organization charts are an effective way to list organizational hierarchy, defining the structure of various departments, relationships between employees within departments and the horizontal and vertical communication system in place.
Visio 2010 offers an easy way to create these organizational charts. You can use it to create a simple org structure with all the fields manually added at the time of chart creation or you can also import data from an external source like an excel spreadsheet to automatically populate your chart.
Create A Simple Organizational Chart
Visio 2010 allows for the creation of a basic org chart for small organizations with default fields like Name, Title, Department, Telephone and E-mail. To make this chart, go to the File-> New tab. Select Business->Organization chart.
The Shapes window opens up with Organization Chart Shapes option. Drag and drop the shape for the topmost level of your organization onto your page.
Add values to the default field for this shape like name, title, etc. You can also define and add additional fields to your shape.
To do that, right click on the selected shape and select Data-> Shape Data from the menu.
A Define Shape Data dialog box appears where you can specify the label for your field. Click New to add another label, and continue till all the required fields are defined. To populate these fields, go to View-> Shape Data Window and add the values for all the fields.
To add the next level of the hierarchy, drag a shape from the Organizational Chart Shapes and drop it into the center of the superior’s shape. This automatically links the shapes in hierarchy of superior and subordinate. Keep adding the shapes in similar fashion to complete your org chart.
Create A Chart Using Excel Spreadsheet As Data Source
The Organization Chart Wizard can be used to create an org structure chart in a few clicks. The prerequisite is to create or have an organization data file ready in excel spreadsheet or some other compatible format like Microsoft Exchange Server.
Once you are ready with your data source, go to the View tab.
Click the drop down on the Add-ons tab and select Business-> Organization Chart Wizard. The chart wizard opens up and prompts you to choose the data source of your chart.
Select the radio button which says Information that’s already stored in a file or database.
Click Next to select the source of your data as an excel spreadsheet which is the second item in the list of sources.
The next window asks you to specify the path of your source data sheet.Click Browse and select your excel sheet to complete this step.
The next window is an important step as it specifies the fields which define the hierarchy of the organization. For example: You can populate the Name field with the similar field in the excel which has employee names and the Reports To field with the Manager or Supervisor column in your excel.
The following window prompts you to choose the columns (fields) from the data file that you want to display. You might display the name, designation, department, etc and include or leave some others like telephone number from the data file.
If your organization is a large one, the next step allows you to specify how much of the chart to display on each page or let the wizard break down your chart for you.
Once this final step of the wizard is completed, click on the Finish Button. The Visio 2010 chart wizard will create an org chart for you based on the specifications in your excel sheet.