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 Say goodbye to outdated charts—enable seamless changes, and keep everyone in the loop with embedded SharePoint access.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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Available in Microsoft365

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 :

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.

PDF

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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New people join,

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others get promoted,

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and let's face it,

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an outdated chart is almost useless.

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Maintaining or updating it can be quite a hassle,

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especially if you use shapes or smart art.

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Your shapes don't move on their own,

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and Smart art doesn't update unless you manually type in the names.

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Well,

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those days are over,

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get ready for a surprise.

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All you need is Excel.

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Open it and install the Microsoft Visio Data visualizer add-in.

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Not only is it free,

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but it's also an official Microsoft add-in.

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On the left,

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you have 3 categories,

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basic flow chart,

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Cross-functional flow chart.

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An organizational chart.

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Choose hybrid as an example.

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The way this template works is simple.

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You have data displayed in a table format and a chart that can be easily moved around.

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You can zoom in or out,

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then click on this icon to adjust the diagram.

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As long as you keep the same structure,

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you can copy and paste your data or directly type in your own.

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Be careful with the IDs.

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Case sensitivity is important.

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Each employee must be assigned a unique

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identification number under the default roll type.

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You have a list of 7 categories,

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each assigned a color,

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for example,

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executive and staff in blue,

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and manager in green.

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Under the manager ID,

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the CEO is the main boss,

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so the field is left blank.

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If someone leaves the company,

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you can delete the name

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and select vacant position.

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When you refresh,

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this item appears in gray until the position is filled again.

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If the position no longer exists or is not needed,

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you can completely delete the row from the table.

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To add someone new to the list,

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simply copy the last row

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and make sure to assign a new identification number to that employee.

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After entering your new data,

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refresh the chart to reflect the changes.

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You can now open it online.

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To edit the diagram,

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you need a license.

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Meanwhile,

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you can share it,

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download it as a PDF or image,

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or even better,

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embedded in your company's SharePoint site

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so that everyone can see the real-time update.

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Copy the embed code and add it to the SharePoint homepage web part,

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for example.

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Thanks to this add-in,

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this task is no longer daunting.

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