Excel - How to create a dynamic organizational business chart Video
In this video, you will learn how to create a dynamic organizational business chart using Microsoft 365. The video covers the steps to install and use the Microsoft Visual Data Visualizer add-in, which allows you to easily update and maintain your organizational chart.
By following the tutorial, you will be able to create a chart that automatically updates when changes are made to the data.
This will help you efficiently manage and visualize your organization's structure.
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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 :
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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. -
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. -
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. -
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. -
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. -
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. -
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. -
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. -
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.
Portable Document Format, a file format developed by Adobe that presents documents in a manner independent of application software, hardware, and operating systems.
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