An organisation’s workforce is its backbone. It supports the business and its objectives. If it is healthy, strong and flexible, the business thrives. If the structure is weak or brittle, the body—the business—suffers. So it makes sense to not only see but also analyze the structure of the organisation.
While it may be easy to visualise and manually compile a high-level view of an organisation’s structure, is this enough to track and measure your workforce? When is organisation chart software necessary to do the job?
Without the use of software, creating, updating and manipulating organisation charts can be a nightmare. For starters, it’s an incredibly labor- and time-intensive process, both in gathering the information and entering it into a program like Visio (not to mention updating, if there’s frequent changes to your workforce, or fixing input errors). Secondly, it’s difficult to have either a fully comprehensive, or a detailed, person-by-person look at your business’s workforce, accessible instantly. Being able to drill down the levels of a VPs direct reports on down to the lowest reporting manager’s staff with just a couple of clicks is a big time-saver. Another huge problem is when you make mistakes with the structure; you can wind up creating many more problems than solutions for the business. Using software to chart your organisation’s workforce can make workforce tracking more fluid and swift, enabling you to focus your energy on making the business more profitable.
Benefits of Using Organisation Chart Software
Software enables you to easily and readily visualise your entire workforce. You and others in the organisation can do this in real-time, whether you’re in the office or on the go.
The numerous relationships within your organisation obviously need to be made clear to those in who generate the organisational charts. Daily human resource tasks like finding employees and colleagues has never been easier with software’s search functions that rapidly return search results. Moreover, software can help when it comes to analyzing budgets, designing work teams and generating reports.
Beyond just the human resource folks, it’s really all the individuals in your workforce who can benefit from org chart software. Workers need to see how they relate to colleagues, department heads and subordinates in order to understand the whole of their organisation’s structure and their place within it. While some managers may think their employees don’t need to have this depth of knowledge, it can help workers understand the boundaries of their responsibilities (learning not to “step on others’ toes,”), as well as be reminded of how they function as part of a whole rather than independently (understanding how co-workers influence and and affect each other). Furthermore, the software enables all your key stakeholders to communicate your organisation’s structure in a format that’s both intuitive and adaptable. Software makes all this achievable in a short amount of time.
When it comes to project management, managers need to view key HR data, like headcount, diversity, age and compensation. Your workforce should also be in a position to access and share complex HR data quickly and accurately in a comprehensive structure. Once you have organisation chart software, doing all this becomes much more simplified than trying to track things manually. In case you have a multi-level business or a vast conglomerate, it makes the monstrous task of keeping track of your entire organisation structure very easy.
The right software enables you to keep a birds-eye-view on your whole organisation structure. You’ll know which manager is responsible for overseeing which employee. You can find out which workers in important positions are not operating at a sufficiently competent level required in their role. You can also determine if a certain officer’s workload is too heavy. And it’ll be easy to spot any promotion channels that are open.
Using org chart software, you’ll be able to divide the functions of your business, its enterprises and departments. This enables departments to understand and enhance the coordination of the organisation. If everyone in a particular division or department is clear about their function and role, it goes a long way to improving each individual employee’s performance. This enhances overall productivity.
Automation with Organisation Chart Software
It’s not just about using software. Your time, and that of your business, is valuable. Whether you’re charting 50, 500 or 5000 employees, you’ll want software that allows you to create the organisational charts as fast as possible. If your workforce is fluid, changing week to week, your charts need to be kept up to date around the clock. Automated generation and maintenance of charts allows you to add or remove employees from the charts with a single click. Even the data-driven formatting is automatic, drastically reducing production time while greatly enhancing results. You’ll be able to easily communicate your findings throughout your organisation and free to use the valuable time to plan out the future growth of your workforce.
Organisation chart software, in summary, gives your business the efficiency it needs in order to meet its strategic goals and objectives. So if you’re asking yourself or your management team if your business could benefit from such software, the likely answer is a resounding “Yes!” And maybe the real question you should be asking is “How soon can we get it?”