Excel - Create a Dynamic Organizational Business Chart Use Case

Transform your organizational chart game with our guide on creating a dynamic business chart! Discover how to maintain real-time updates effortlessly using Excel and the Microsoft Visio Data Visualizer add-in. Say goodbye to outdated charts—enable seamless changes, and keep everyone in the loop with embedded SharePoint access. Watch now and revamp your organizational strategy!

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Objectifs :

This document aims to provide a comprehensive guide on how to effectively use the Microsoft Visual Data Visualizer add-in for creating and maintaining organizational charts in Excel for Office 365. It addresses the challenges of traditional organizational chart maintenance and introduces a streamlined solution for real-time updates and sharing.

Chapitres :

  1. Introduction to Organizational Chart Maintenance
    Maintaining an organizational chart can be a challenging task due to constant changes within a company. New hires, transfers, promotions, and departures can render traditional charts nearly obsolete. This document explores how to simplify the process using the Microsoft Visual Data Visualizer add-in in Excel for Office 365.
  2. The Limitations of Traditional Charts
    Traditional organizational charts often require manual updates, which can be time-consuming and prone to errors. Shapes and SmartArt do not automatically adjust to changes, leading to potential inaccuracies. This highlights the need for a more efficient solution.
  3. Introducing Microsoft Visual Data Visualizer
    The Microsoft Visual Data Visualizer is a free official add-in for Excel that allows users to create dynamic organizational charts. To get started, open Excel for Office 365, navigate to the Insert tab, and install the add-in by searching for 'Visio' in the Get Add-ins section.
  4. Creating an Organizational Chart
    Once the add-in is installed, launch it to access three categories: Basic Flow Chart, Cross-Functional Flow Chart, and Organization Chart. For this guide, we will select the Hybrid template, which displays data in a table format alongside a movable chart. Ensure you are logged into your Microsoft Office 365 account to utilize all features.
  5. Data Entry and Management
    To populate the chart, you can either copy and paste existing data or manually enter new information. Each employee must have a unique ID number, and the chart will automatically reflect changes when refreshed. Categories are color-coded for clarity, with executives in blue and managers in green.
  6. Handling Departures and Vacancies
    If an employee leaves the company, their name can be deleted, and the position marked as vacant. This vacancy will appear in gray until filled. If a position is no longer needed, the corresponding row can be deleted from the table.
  7. Adding New Employees
    To add a new employee, copy the last row of the table, assign a new ID number, and enter the relevant details. After updating the data, refresh the chart to see the changes reflected.
  8. Sharing and Embedding the Chart
    The chart can be shared or downloaded as a PDF or image. Additionally, it can be embedded into a company SharePoint site, allowing real-time updates for all employees. To do this, copy the embed code and add it to the SharePoint homepage web part.
  9. Conclusion
    The Microsoft Visual Data Visualizer add-in significantly simplifies the task of maintaining organizational charts. By automating updates and enabling easy sharing, it alleviates the headaches associated with traditional chart management, making it a valuable tool for any organization.

FAQ :

What is the purpose of an organizational chart?

An organizational chart visually represents the structure of an organization, helping to clarify roles, responsibilities, and relationships among employees.

How can I create an organizational chart using Microsoft Excel?

You can create an organizational chart in Excel by installing the Microsoft Visual Data Visualizer add-in, selecting a chart type, and entering your data. The add-in allows for easy updates and sharing.

What should I do if an employee leaves the company?

If an employee leaves, you can delete their name from the organizational chart and select 'vacancy' to indicate the position is open. The position will be displayed in gray until filled.

Can I share my organizational chart with others?

Yes, you can share your organizational chart by downloading it as a PDF or image, or by embedding it into your company SharePoint site for real-time updates.

What is the significance of a unique ID number for employees?

A unique ID number ensures that each employee can be distinctly identified within the organizational system, preventing confusion and maintaining accurate records.

Quelques cas d'usages :

Updating Organizational Structure

In a company experiencing frequent personnel changes, the Microsoft Visual Data Visualizer can be used to quickly update the organizational chart, ensuring that all employees are aware of their roles and reporting lines.

Onboarding New Employees

When new employees join, their information can be easily added to the organizational chart using the unique ID system, streamlining the onboarding process and helping new hires understand the company structure.

Managing Vacancies

In the event of employee turnover, the organizational chart can be updated to reflect vacancies, allowing management to visualize open positions and prioritize hiring efforts.

Real-Time Collaboration

By embedding the organizational chart in SharePoint, teams can collaborate in real-time, ensuring that everyone has access to the most current information about the company's structure.

Visualizing Team Dynamics

Using the organizational chart, managers can visualize team dynamics and identify potential areas for improvement in communication and collaboration among different departments.

Glossaire :

Organizational Chart

A visual representation of the structure of an organization, showing the relationships and relative ranks of its parts and positions/jobs.

Microsoft Visual Data Visualizer

An official add-in for Microsoft Office 365 that allows users to create visual representations of data, including organizational charts, flowcharts, and more.

Hybrid Chart

A type of chart that combines different elements, such as tables and graphical representations, to display data in a more comprehensive way.

Unique ID Number

A distinct identifier assigned to each employee within an organization to ensure that each individual can be uniquely recognized.

SharePoint

A web-based collaboration platform from Microsoft that integrates with Microsoft Office, allowing users to share and manage content, knowledge, and applications.

PDF

Portable Document Format, a file format developed by Adobe that presents documents in a manner independent of application software, hardware, and operating systems.

résultat(s)
00:00:07
New people join,
00:00:08
others get promoted,
00:00:09
and let's face it,
00:00:10
an outdated chart is almost useless.
00:00:13
Maintaining or updating it can be quite a hassle,
00:00:16
especially if you use shapes or smart art.
00:00:19
Your shapes don't move on their own,
00:00:20
and Smart art doesn't update unless you manually type in the names.
00:00:24
Well,
00:00:24
those days are over,
00:00:26
get ready for a surprise.
00:00:27
All you need is Excel.
00:00:30
Open it and install the Microsoft Visio Data visualizer add-in.
00:00:34
Not only is it free,
00:00:35
but it's also an official Microsoft add-in.
00:00:39
On the left,
00:00:40
you have 3 categories,
00:00:41
basic flow chart,
00:00:43
Cross-functional flow chart.
00:00:45
An organizational chart.
00:00:48
Choose hybrid as an example.
00:00:51
The way this template works is simple.
00:00:53
You have data displayed in a table format and a chart that can be easily moved around.
00:00:59
You can zoom in or out,
00:01:00
then click on this icon to adjust the diagram.
00:01:03
As long as you keep the same structure,
00:01:05
you can copy and paste your data or directly type in your own.
00:01:09
Be careful with the IDs.
00:01:11
Case sensitivity is important.
00:01:13
Each employee must be assigned a unique
00:01:15
identification number under the default roll type.
00:01:19
You have a list of 7 categories,
00:01:21
each assigned a color,
00:01:23
for example,
00:01:23
executive and staff in blue,
00:01:26
and manager in green.
00:01:28
Under the manager ID,
00:01:30
the CEO is the main boss,
00:01:32
so the field is left blank.
00:01:34
If someone leaves the company,
00:01:36
you can delete the name
00:01:37
and select vacant position.
00:01:41
When you refresh,
00:01:42
this item appears in gray until the position is filled again.
00:01:46
If the position no longer exists or is not needed,
00:01:49
you can completely delete the row from the table.
00:01:56
To add someone new to the list,
00:01:58
simply copy the last row
00:02:00
and make sure to assign a new identification number to that employee.
00:02:05
After entering your new data,
00:02:07
refresh the chart to reflect the changes.
00:02:11
You can now open it online.
00:02:13
To edit the diagram,
00:02:14
you need a license.
00:02:15
Meanwhile,
00:02:16
you can share it,
00:02:17
download it as a PDF or image,
00:02:19
or even better,
00:02:20
embedded in your company's SharePoint site
00:02:23
so that everyone can see the real-time update.
00:02:26
Copy the embed code and add it to the SharePoint homepage web part,
00:02:29
for example.
00:02:37
Thanks to this add-in,
00:02:38
this task is no longer daunting.

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résultat(s)
00:00:03
Organogramas e empresas exigem atualizações constantes.
00:00:07
Novas pessoas aderirem,
00:00:08
outros são promovidos,
00:00:09
e sejamos encarados,
00:00:10
um gráfico ultrapassado é quase inútil.
00:00:13
Mantê-lo ou actualizá-lo pode ser bastante aborrecido,
00:00:16
especialmente se usa formas ou arte inteligente.
00:00:19
As tuas formas não se movem sozinhas,
00:00:20
e a arte inteligente não é actualizada a menos que introduza manualmente os nomes.
00:00:24
Bem,
00:00:24
esses dias acabaram,
00:00:26
prepare-se para uma surpresa.
00:00:27
Tudo o que precisa é de Excel.
00:00:30
Abra e instale o suplemento do Visualizador de dados do Microsoft Visio.
00:00:34
Não só é gratuito,
00:00:35
mas também é um suplemento oficial da Microsoft.
00:00:39
À esquerda,
00:00:40
tem 3 categorias,
00:00:41
fluxograma de base,
00:00:43
Fluxograma multifuncional.
00:00:45
Um organograma.
00:00:48
Escolha o híbrido como exemplo.
00:00:51
A forma como este modelo funciona é simples.
00:00:53
Tem dados apresentados num formato de tabela e um gráfico que pode ser facilmente movido.
00:00:59
Pode aumentar ou diminuir o zoom
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em seguida, clique neste ícone para ajustar o diagrama.
00:01:03
Desde que mantenham a mesma estrutura,
00:01:05
pode copiar e colar os seus dados ou digitar diretamente os seus.
00:01:09
Tenha cuidado com os IDs.
00:01:11
A sensibilidade entre casos é importante.
00:01:13
A cada colaborador deve ser atribuído um único
00:01:15
número de identificação no tipo de rolo predefinido.
00:01:19
Tem uma lista de 7 categorias,
00:01:21
a cada um atribuído uma cor,
00:01:23
por exemplo,
00:01:23
executivo e pessoal em azul,
00:01:26
e gestor no verde.
00:01:28
Sob o ID do gestor,
00:01:30
o CEO é o chefe principal,
00:01:32
então o campo é deixado em branco.
00:01:34
Se alguém sair da empresa,
00:01:36
pode apagar o nome
00:01:37
e seleccionar vaga.
00:01:41
Quando atualiza,
00:01:42
este item aparece a cinzento até que a posição seja preenchida novamente.
00:01:46
Se a posição deixar de existir ou não for necessária,
00:01:49
pode eliminar completamente a linha da tabela.
00:01:56
Para adicionar alguém novo à lista,
00:01:58
basta copiar a última linha
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e certifique-se de atribuir um novo número de identificação a esse funcionário.
00:02:05
Depois de introduzir os seus novos dados,
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atualize o gráfico para refletir as alterações.
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Já pode abri-lo online.
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Para editar o diagrama,
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precisa de uma licença.
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Entretanto,
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pode partilhá-lo,
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descarregá-lo em formato PDF ou imagem,
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ou melhor ainda,
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incorporado no site do SharePoint da sua empresa
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para que todos possam ver a actualização em tempo real.
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Copie o código de incorporação e adicione-o à web part da página inicial do SharePoint,
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por exemplo.
00:02:37
Graças a este suplemento,
00:02:38
esta tarefa já não é assustadora.

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résultat(s)
00:00:03
Gli organigrammi e le aziende richiedono aggiornamenti costanti.
00:00:07
Nuove persone si uniscono,
00:00:08
altri vengono promossi,
00:00:09
e ammettiamolo,
00:00:10
un grafico obsoleto è quasi inutile.
00:00:13
Mantenerlo o aggiornarlo può essere una vera seccatura,
00:00:16
soprattutto se usi forme o arte intelligente.
00:00:19
Le tue forme non si muovono da sole,
00:00:20
e Smart art non si aggiorna a meno che tu non digiti manualmente i nomi.
00:00:24
Beh,
00:00:24
quei giorni sono finiti,
00:00:26
preparatevi per una sorpresa.
00:00:27
Tutto ciò di cui hai bisogno è Excel.
00:00:30
Aprirlo e installare il componente aggiuntivo Microsoft Visio Data Visualizer.
00:00:34
Non solo è gratuito,
00:00:35
ma è anche un componente aggiuntivo ufficiale di Microsoft.
00:00:39
A sinistra,
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hai 3 categorie,
00:00:41
diagramma di flusso di base,
00:00:43
Diagramma di flusso interfunzionale.
00:00:45
Un organigramma.
00:00:48
Scegli un ibrido come esempio.
00:00:51
Il modo in cui funziona questo modello è semplice.
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I dati sono visualizzati in formato tabella e in un grafico che può essere facilmente spostato.
00:00:59
Puoi ingrandire o rimpicciolire,
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quindi fai clic su questa icona per regolare il diagramma.
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Purché si mantenga la stessa struttura,
00:01:05
puoi copiare e incollare i tuoi dati o digitare direttamente i tuoi.
00:01:09
Fai attenzione agli ID.
00:01:11
È importante distinguere tra maiuscole e minuscole
00:01:13
A ogni dipendente deve essere assegnato un codice univoco
00:01:15
numero di identificazione nel tipo di ruolo predefinito.
00:01:19
Hai un elenco di 7 categorie,
00:01:21
a ciascuna è stato assegnato un colore,
00:01:23
ad esempio
00:01:23
dirigenti e personale in blu,
00:01:26
e manager in verde.
00:01:28
Sotto l'ID del gestore,
00:01:30
il CEO è il capo principale,
00:01:32
quindi il campo viene lasciato vuoto.
00:01:34
Se qualcuno lascia l'azienda,
00:01:36
puoi eliminare il nome
00:01:37
e seleziona la posizione vacante.
00:01:41
Quando si aggiorna,
00:01:42
questo elemento appare in grigio finché la posizione non viene nuovamente riempita.
00:01:46
Se la posizione non esiste più o non è necessaria,
00:01:49
puoi eliminare completamente la riga dalla tabella.
00:01:56
Per aggiungere un nuovo utente all'elenco,
00:01:58
copia semplicemente l'ultima riga
00:02:00
e assicurati di assegnare un nuovo numero identificativo a quel dipendente.
00:02:05
Dopo aver inserito i nuovi dati,
00:02:07
aggiorna il grafico per riflettere le modifiche.
00:02:11
Ora puoi aprirlo online.
00:02:13
Per modificare il diagramma,
00:02:14
è necessaria una licenza.
00:02:15
Nel frattempo
00:02:16
puoi condividerlo,
00:02:17
scaricalo come PDF o immagine,
00:02:19
o ancora meglio,
00:02:20
incorporato nel sito SharePoint della tua azienda
00:02:23
in modo che tutti possano vedere l'aggiornamento in tempo reale.
00:02:26
Copia il codice di incorporamento e aggiungilo alla web part della home page di SharePoint,
00:02:29
ad esempio.
00:02:37
Grazie a questo componente aggiuntivo,
00:02:38
questo compito non è più scoraggiante.

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résultat(s)
00:00:03
Организационные структуры и компании нуждаются в постоянном обновлении.
00:00:07
Присоединяются новые люди,
00:00:08
другие получают повышение по службе,
00:00:09
и давайте посмотрим правде в глаза,
00:00:10
устаревший график почти бесполезен.
00:00:13
Поддерживать или обновлять его может быть довольно сложно,
00:00:16
особенно если вы используете фигуры или умное искусство.
00:00:19
Ваши фигуры не двигаются сами по себе,
00:00:20
а функция Smart art не обновится, пока вы не введете имена вручную.
00:00:24
Что ж,
00:00:24
эти дни прошли,
00:00:26
приготовьтесь к сюрпризу.
00:00:27
Все, что вам нужно, это Excel.
00:00:30
Откройте его и установите надстройку для визуализации данных Microsoft Visio.
00:00:34
Это не только бесплатно,
00:00:35
но это также официальная надстройка Microsoft.
00:00:39
Слева
00:00:40
у вас есть 3 категории,
00:00:41
базовая блок-схема,
00:00:43
Кроссфункциональная блок-схема.
00:00:45
Организационная диаграмма.
00:00:48
В качестве примера выберите гибрид.
00:00:51
Принцип работы этого шаблона прост.
00:00:53
У вас есть данные, отображаемые в формате таблицы, и диаграмма, которую можно легко перемещать.
00:00:59
Можно увеличивать или уменьшать масштаб,
00:01:00
затем нажмите на этот значок, чтобы настроить диаграмму.
00:01:03
Пока вы сохраняете ту же структуру,
00:01:05
вы можете копировать и вставлять свои данные или напрямую вводить свои собственные.
00:01:09
Будьте осторожны с идентификаторами.
00:01:11
Важное значение имеет чувствительность к регистру.
00:01:13
Каждому сотруднику должно быть присвоено уникальное
00:01:15
идентификационный номер в соответствии с типом рулона по умолчанию.
00:01:19
У вас есть список из 7 категорий,
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каждой присвоен цвет,
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например,
00:01:23
руководитель и персонал в синем цвете,
00:01:26
и менеджер в зеленом.
00:01:28
Под идентификатором менеджера
00:01:30
генеральный директор — главный начальник,
00:01:32
поэтому поле оставлено пустым.
00:01:34
Если кто-то покидает компанию,
00:01:36
вы можете удалить имя
00:01:37
и выберите вакантную должность.
00:01:41
Когда вы обновитесь,
00:01:42
этот элемент отображается серым цветом до тех пор, пока позиция снова не будет заполнена.
00:01:46
Если вакансии больше нет или она не нужна,
00:01:49
вы можете полностью удалить строку из таблицы.
00:01:56
Чтобы добавить кого-то нового в список,
00:01:58
просто скопируйте последнюю строку
00:02:00
и обязательно присвойте этому сотруднику новый идентификационный номер.
00:02:05
После ввода новых данных
00:02:07
обновите диаграмму, чтобы отразить изменения.
00:02:11
Теперь ее можно открыть в режиме онлайн.
00:02:13
Чтобы отредактировать диаграмму,
00:02:14
вам нужна лицензия.
00:02:15
Тем временем
00:02:16
вы можете поделиться этим,
00:02:17
загрузите его в формате PDF или в виде изображения,
00:02:19
или даже лучше,
00:02:20
встроенный в сайт SharePoint вашей компании
00:02:23
чтобы все могли видеть обновления в реальном времени.
00:02:26
Скопируйте код для встраивания и добавьте его в веб-часть домашней страницы SharePoint,
00:02:29
например.
00:02:37
Благодаря этой надстройке
00:02:38
эта задача больше не является сложной.

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résultat(s)
00:00:03
Los organigramas y las empresas requieren actualizaciones constantes.
00:00:07
Se unen nuevas personas,
00:00:08
otros son promovidos,
00:00:09
y seamos sinceros,
00:00:10
un gráfico desactualizado es casi inútil.
00:00:13
Mantenerlo o actualizarlo puede ser bastante complicado,
00:00:16
especialmente si usas formas o arte inteligente.
00:00:19
Tus formas no se mueven por sí solas,
00:00:20
y el arte inteligente no se actualiza a menos que escribas los nombres manualmente.
00:00:24
Bueno,
00:00:24
esos días han terminado,
00:00:26
prepárate para una sorpresa.
00:00:27
Todo lo que necesita es Excel.
00:00:30
Ábralo e instale el complemento del visualizador de datos de Microsoft Visio.
00:00:34
No solo es gratuito,
00:00:35
pero también es un complemento oficial de Microsoft.
00:00:39
A la izquierda,
00:00:40
tienes 3 categorías,
00:00:41
diagrama de flujo básico,
00:00:43
diagrama de flujo multifuncional.
00:00:45
Un organigrama.
00:00:48
Elige un híbrido como ejemplo.
00:00:51
El funcionamiento de esta plantilla es sencillo.
00:00:53
Los datos se muestran en formato de tabla y en un gráfico que se pueden mover fácilmente.
00:00:59
Puedes acercar o alejar la imagen,
00:01:00
a continuación, haga clic en este icono para ajustar el diagrama.
00:01:03
Mientras mantengas la misma estructura,
00:01:05
puedes copiar y pegar tus datos o escribir directamente los tuyos propios.
00:01:09
Tenga cuidado con las identificaciones.
00:01:11
La distinción entre mayúsculas y minúsculas es importante.
00:01:13
A cada empleado se le debe asignar un único
00:01:15
número de identificación según el tipo de rollo predeterminado.
00:01:19
Tienes una lista de 7 categorías,
00:01:21
a cada una se le asigna un color,
00:01:23
por ejemplo,
00:01:23
ejecutivo y personal vestidos de azul,
00:01:26
y gerente en verde.
00:01:28
Bajo el identificador de administrador,
00:01:30
el CEO es el jefe principal,
00:01:32
por lo que el campo queda en blanco.
00:01:34
Si alguien deja la empresa,
00:01:36
puedes borrar el nombre
00:01:37
y seleccione el puesto vacante.
00:01:41
Cuando actualices,
00:01:42
este elemento aparece en gris hasta que se vuelva a cubrir el puesto.
00:01:46
Si el puesto ya no existe o no es necesario,
00:01:49
puede eliminar completamente la fila de la tabla.
00:01:56
Para añadir a alguien nuevo a la lista,
00:01:58
basta con copiar la última fila
00:02:00
y asegúrese de asignar un nuevo número de identificación a ese empleado.
00:02:05
Tras introducir sus nuevos datos,
00:02:07
actualice el gráfico para reflejar los cambios.
00:02:11
Ahora puede abrirlo en línea.
00:02:13
Para editar el diagrama,
00:02:14
necesita una licencia.
00:02:15
Mientras tanto,
00:02:16
puedes compartirlo,
00:02:17
descárguelo como PDF o imagen,
00:02:19
o incluso mejor,
00:02:20
integrado en el sitio de SharePoint de su empresa
00:02:23
para que todos puedan ver la actualización en tiempo real.
00:02:26
Copie el código incrustado y agréguelo al elemento web de la página de inicio de SharePoint,
00:02:29
por ejemplo.
00:02:37
Gracias a este complemento,
00:02:38
esta tarea ya no es abrumadora.

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