As an HR manager, business owner, executive, or communications manager, you’re undoubtedly aware of the importance of your organization’s professional image. That’s where the company organization chart comes into play.
In this article on corporate photography, we’ll dive deep into what an organization chart is, how to create it effectively, and why it holds such crucial value for your business.
What Is an Organization Chart?
An organization chart is a visual presentation of team or group members, usually displayed through individual photographs accompanied by each person’s name, job title, and hierarchical relationships shown in a graphic format. In essence, it’s an annotated photo directory. The main goal of an organization chart is to help people put faces to names and get to know team members better. This promotes transparency, strengthens professional connections, and contributes to humanizing a company or organization.
Organization charts are commonly used in professional settings, particularly in businesses, academic institutions, and government organizations. They can be featured on a company’s website, in annual reports, internal presentations, or even in marketing brochures to highlight the team behind a product or service.
In short, an organization chart is a visual tool that introduces the members of a team or organization through individual photos and basic information, with the aim of fostering recognition, trust, and engagement.
Secondary Uses of the Organization Chart
In addition to its primary uses, organization charts in the workplace can have secondary uses that can be creative and useful in specific contexts. Here are some of these less common applications:
-
Corporate Events: During company events such as seminars, conferences, or important meetings, displaying an organization chart can help participants easily identify key people or speakers.
-
New Employee Onboarding: Integrating an organization chart into the onboarding process can help new hires quickly familiarize themselves with their colleagues and ease their integration into the team.
-
Internal Directories: Organization charts can be used to create internal directories, making it easier to find contacts within the company. This is especially useful in large organizations.
-
Online Directory: Instead of a simple text-based directory, an online directory with photos and employee profiles can make contact searches more user-friendly and personal.
-
Client Presentations: In client presentations, especially in service-oriented industries, showing an organization chart of the team working on the project can enhance trust and transparency.
-
Employee Recognition: Using an organization chart to highlight the employee of the month or individual achievements can be a way to recognize and celebrate the team’s accomplishments.
-
Recruitment: Including an organization chart in the career section of your website can show potential candidates the work environment and the faces behind the company, helping them make a more informed decision.
-
Surveys and Polls: In internal surveys or polls, an organization chart can help identify the team or department each employee belongs to, which can be useful for analyzing responses by group.
-
Social Events: During company social events, such as holiday parties or company anniversaries, displaying an organization chart can help employees interact and socialize more easily.
-
Collaborative Projects: For cross-departmental or inter-team projects, having an organization chart can help members get to know each other better and facilitate communication and collaboration.
These secondary uses show the versatility of the organization chart in the workplace. It can be adapted in various ways to meet the specific needs of the organization, enhancing communication, transparency, and relationships within the team.
How to Create a Corporate Organization Chart?
Creating an effective corporate organization chart requires careful planning and professional execution. Here’s a step-by-step guide with tips for creating a high-quality organization chart:
Step 1: Planning
-
Define the Objective: Before starting, determine why you are creating the organization chart. Is it to build trust, improve transparency, or facilitate communication?
-
Identify the Target Audience: Knowing your audience will help you choose the appropriate tone, style, and content for your organization chart.
-
Budget and Resources: Establish a budget for creating the organization chart, including costs for photography, graphic design, and printing if necessary. Also, allocate time and human resources for the photo session.
Step 2: Organizing the Photo Session
-
Hire a Professional Photographer: Working with an experienced corporate photographer is essential for achieving professional results.
-
Schedule the Session: Set a date, location, and time that is convenient for the photo session. Ensure that all team members are available.
-
Create a Comfortable Environment: During the photo session, create a relaxed and encouraging atmosphere so that team members feel at ease. This will be reflected in the photos.
Step 3: The Photo Session
-
Choose a Photographer Who Brings a Mobile Professional Studio: Select a photographer who comes to your premises with a mobile professional studio, like the one from Rétines, and who provides an on-the-spot validation screen. This ensures everyone is satisfied and there are no surprises with their photographs.
-
Composition and Style: Ensure the photos are well-composed and reflect the professional style of your company. Avoid distracting backgrounds.
Step 4: Post-Production
-
Retouch the Photos: Light retouching is often needed to correct brightness, color, and possibly remove minor imperfections. Ensure the retouching is natural and subtle.
-
Select the Best Photos: Carefully choose the best photos of each team member to create a cohesive organization chart.
Step 5: Designing the Organization Chart
-
Professional Layout: Create a clean, professional layout for the organization chart. Ensure that each photo is accompanied by the name, position, and possibly a brief biography.
-
Choose the Format: Decide whether the organization chart will be printed or digital. Digital formats are often more flexible and cost-effective.
Step 6: Distribution and Use
-
Internal and External Distribution: Share the organization chart with team members, clients, partners, and any other relevant audience.
-
Integrate it into Your Communications: Use the organization chart in your communication materials, website, presentations, and other documents where a visual representation of the team is relevant.
Step 7: Maintenance
-
Regular Updates: Update the organization chart to reflect changes within the team, such as new hires, departures, or promotions.
-
Request Feedback: Ask your audience for their opinion on the organization chart and if any improvements need to be made.
By following these steps and using these tips, you will be able to create an organization chart that will strengthen your organization’s image and facilitate connection with your target audience.
How to Manage Organization Chart Photographs?
Managing the photographs of an organization chart in a company is crucial to ensure their security, accessibility, and regular updates. Here’s a guide on how to effectively manage the photographs of an organization chart:
-
-
Secure Storage
-
Backup Originals: Store the original files of each photograph in a secure location, ideally on a company server or a secure cloud storage space. This ensures that you always have a high-quality copy when needed.
Access Management: Restrict access to the photographs by ensuring that only authorized personnel can view or modify them. Set appropriate access permissions to prevent unauthorized use.
-
-
Indexing and Organization
-
Create a Database: Set up a database or an Excel file to organize the photographs. Include information such as the name, position, last update date, etc.
Use Named Folders: Organize the files in folders named after each team member. This makes it easier to search and manage individually.
-
-
Regular Updates
-
Update Schedule: Establish a regular schedule for updating the organization chart. This can be quarterly, semi-annually, or annually, depending on the frequency of changes within the company.
Update Process: Identify a person or team responsible for updating the organization chart. Ensure that each team member submits their new photos or necessary changes promptly.
-
-
Usage and Sharing
-
Integration into Communications: Use the photographs from the organization chart in internal and external communications, on the company website, in reports, presentations, etc.
Secure Sharing: If sharing the organization chart online, use secure platforms that require authentication to access.
-
-
Privacy and Consent
-
Respect Privacy: Ensure that you obtain consent from each employee before publishing their photograph in the organization chart. Comply with privacy and data protection laws applicable in your region.
-
-
Training and Awareness
-
Raise Awareness Among Staff: Train employees on the importance of managing photographs, the organization chart, and associated security protocols.
Management Procedures: Establish clear procedures for submitting and updating photographs, and make sure all employees are familiar with these procedures.
-
-
Archiving Old Photographs
-
Archiving: For photographs of former employees, consider securely archiving them instead of deleting them permanently.
By following these management guidelines, you can maintain an effective and up-to-date organization chart while preserving the security of photographs and ensuring employee privacy.
