Large or small companies can convey their hierarchy and business structure to employees or co-workers with an organizational chart. However, creating an org chart is not an easy task, especially with MS PowerPoint's sophisticated features.
Adding images, layout, and formatting the org chart can be confusing due to the numerous options available. So, how can you create an org chart in PowerPoint? This guide will effectively teach you how to create an org chart in PowerPoint.
Understanding Org Charts in PowerPoint
This won't be a detailed guide if you don't have an overall understanding of the subject matter. So, let's start by getting acquainted with the in and out of organizational charts in PowerPoint.
In large companies, for example, there's a display chart showing the various offices and positions. That display is the company's organizational chart — or org chart, as used in this article. So, what's the deal with PowerPoint? MS PowerPoint is a modern tool for creating exquisite, professional, and informative presentations, including org charts.
PowerPoint is a useful tool that simplifies the creation of org charts. It allows you to create visual representations of organizational structures efficiently. The SmartArt feature in PowerPoint provides a variety of org chart templates and layouts to create the perfect one for your business.
Benefits of Creating Org Charts
By creating a clear and visually appealing org chart for your company, you stand to gain the following benefits:
Improved Organizational Communication: PowerPoint org charts help employees understand the structure of your company. Hence, everyone knows how they fit in the "picture," thereby improving communication and collaboration in the company.
Boosting Employee Morale: Employees who know their position in the company will be more committed to ensuring productivity in their areas of expertise.
Enhanced Decision-making: A good org chart also includes your company's resources and capabilities. Therefore, you can make better sustainable business decisions after a glance at the chart.
Increased Accountability: Since you have a clear understanding of your employee's positions and duties, it'll be easier to hold the right person accountable for any business action.
Creating Org Charts in PowerPoint
Now, onto the main event! In this section, we will learn two of the best ways to create clear, professional, and informative org charts in PowerPoint. While I will ensure the steps are clear and easy to understand, I suggest you take each step now, even as you read.
This way, you won't make errors and will complete the process quickly. Also, I will add my experience with both methods so you can understand their difficulty levels and efficiency. With that, you can select the less stressful one for you. That being said, let's begin!
Creating an Org Chart With a Template
MS PowerPoint has a variety of org chart templates, and each template is most suitable for different kinds of businesses. Your only task is to select the best one for your company. Creating an org chart in PowerPoint with templates is a straightforward process — with this guide, of course.
Below are steps to create org chart templates PowerPoint:
Step 1: Open the MS PowerPoint app and click on New.
Step 2: Type "org chart template" in the search bar and click Enter.
Step 3: Choose the most suitable template for your business and click Create.
Step 4: Click on each shape to add your company's details. The templates have a built-in design, font, and color, but you can customize them to suit your taste.
Step 5: You can add new shapes to the chart by clicking the Insert Shape icon to choose the appropriate shape.
Step 6: Also, use the Connector button to connect shapes in the chart. Once you're finished, Save your work.
You can also copy and paste the org chart template to another presentation. Use the Paste Options to paste copied org chart templates in PowerPoint. Also, you can source more free org chart template PowerPoint from a third-party website like Slide Egg.
I find using a template to be the fastest way to create an org chart in PowerPoint. It saves you the time and stress of creating and editing one from scratch. However, if you have a more complex business structure or you find PowerPoint organizational chart templates too simplistic, you can use the next method.
Creating an Org Chart with SmartArt
SmartArt is a tool in MS PowerPoint that has several features for creating organizational charts among other presentations. Using SmartArt makes your chart more personalized, and you can create the exact org chart that you have in mind.
There are numerous org chart layouts, format options, shapes, and colors on SmartArt that can produce a professional org chart for you. Below is a step-by-step guide on how to create an Org Chart in PowerPoint with SmartArt:
Step 1: Launch a Blank Presentation on the MS PowerPoint app and select the Insert tab.
Step 2: Check the Illustrations group for SmartArt. When found, click on it.
Step 3: You will find a dialogue box saying Choose a SmartArt graphic. Click on the Hierarchy category and choose an org chart layout. Click Ok.
Step 4: Click on each shape to add your company's details.
Step 5: You can add new shapes to the chart by clicking the Insert Shape icon to choose the appropriate shape.
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Step 6: Also, use the Connector button to connect shapes in the chart. Once you're finished, Save your work.
Both methods are efficient and reliable. But if you are looking for a fast and easy way to create org charts, especially for less complex businesses, PowerPoint org chart templates are your best option. However, if you want more control over the look and feel of your chart, SmartArt is there for you.
How to fit a Large Org Chart on one Page in PowerPoint
If your company's data volume is large, your organizational chart may exceed one page. When that happens, you may need to shrink or delete some information on the chart. However, I know a few tricks for you to fit your chart into one page without reducing its quality.
Reduce the size of the chart by selecting the org chart in PowerPoint and dragging the corner sizing handles inwards.
Adjust the chart layout settings. I recommend using a horizontal layout to save more space.
Use understandable acronyms instead of lengthy words.
If your org chart has plenty of levels, you can reduce its size by neatly combining several levels. For example, you can combine all the managerial levels into one shape to save space.
The tips above reduce the overall size of the org chart and retain the chart's professional look. Other considerations to remember include:
Use clear and concise fonts for the chart.
Consider using a more compact layout like the hierarchy charts.
Ensure you understand your business structure before creating a chart. This will prevent excess words and reduce the org chart's size.
Free Alternative to Microsoft PowerPoint - WPS Presentation
If you are looking for an alternate solution for creating project slides, presentations, and organizational charts, WPS Presentation is the best package available. It is a free alternative to PowerPoint with interesting features that can improve your work efficiency.
In addition to its ability to produce professional presentations like PowerPoint, WPS is available for free! Check out some of its perks:
WPS Presentation is fully compatible with PowerPoint and several other platforms. This, you can view, edit, and share PowerPoint presentations on WPS Presentation.
Since we learned about PowerPoint templates earlier, let me use this opportunity to let you know that WPS Presentation also has lots of templates for you. Several chart templates and themes are available for you on WPS Presentation, and the fun part is that you can access them for free!
It has modern, easy-to-use editing tools that can help you create exquisite presentations.
WPS Presentation has collaboration features, cloud storage, and the list goes on and on!
I'm sure you want the tool now, so let's download it with these easy steps:
(These steps are for Mac users. If your device uses a different operating system, select the compatible WPS Presentation when you get to step 3 below)
Step 1: Visit the WPS Presentation website.
Step 2: Click the Free Download button.
Step 3: Select the Mac option and click Download.
Step 4: Once it downloads, open your device's package installer and follow its instructions to install the app.
How to edit a presentation in WPS Presentation
Once you have downloaded the app, launch it and click the Open button.
Select the presentation you want to edit and launch it by clicking the Open icon.
Format and edit the presentation with WPS Presentation's easy-to-use tools to create the perfect presentation for you.
Once you're finished, select the File icon and Save the presentation.
FAQs
What is the best Microsoft program for organizational charts?
Microsoft has several programs for org charts, but I strongly recommend using Visio. It is modern and unique, as well as allows users to create professional and visually appealing org charts. It can also help you create flow charts, Venn diagrams, and block diagrams, among other business charts.
Can Excel do organizational charts?
Although there are better alternatives, like several WPS Office programs, Excel can also help you create org charts using the SmartArt feature. SmartArt is located in the Illustrations group after clicking the Insert Tab icon.
Summary
Organizational charts are a crucial part of every company, and it is important to understand how to create them. I mentioned that PowerPoint is a top choice for creating org charts and explained the methods available on MS PowerPoint: templates and SmartArt.
However, the alternative to MS PowerPoint, WPS Presentation, is equally efficient and, most of all, available for free. Its high compatibility, collaboration features, and friendly interface are some of WPS presentation's benefits that you must try out.
Follow the steps in the article to download the WPS Presentation today and get your creative game on!
