Creating dynamic org charts from HR data

Creating dynamic organizational charts from HR data involves using tools and systems that can automatically generate visual representations of an organization’s structure. These charts are useful for a variety of business applications, such as visualizing team hierarchies, tracking reporting lines, and managing employee information. To create dynamic org charts from HR data, here’s a step-by-step process to consider:

1. Gather the HR Data

The first step in creating dynamic org charts is to collect the HR data, which typically resides in systems like HRIS (Human Resource Information Systems) or spreadsheets. Key data points usually include:

• Employee Names

• Job Titles

• Departments

• Managers/Reporting Lines

• Employee IDs

• Contact Information

• Location (optional)

This data can be stored in formats like CSV, Excel, or in databases. Some organizations use platforms like SAP SuccessFactors, Workday, or BambooHR that can export or integrate data directly.

2. Choose the Right Tool for Visualization

Several software tools are available to help turn HR data into interactive org charts. These tools vary in terms of features, ease of use, and integration capabilities. Some popular ones include:

• Microsoft Visio: A powerful tool for creating static or dynamic org charts, especially if you’re familiar with the Microsoft Office ecosystem.

• Lucidchart: A web-based tool that integrates easily with Google Sheets and Excel. It can auto-generate charts from data and allow for collaborative editing.

• OrgPlus: Specialized software for creating and managing dynamic organizational charts, often used by HR departments.

• Pingboard: A tool for creating live, interactive org charts that can be updated automatically from HR data.

• Google Data Studio: For companies using Google Workspace, this can be a cost-effective tool for creating visual charts based on Google Sheets.

3. Prepare the Data for Integration

Before feeding the data into the chosen tool, ensure that it is well-organized. The data should be structured in a way that the tool can understand and map out relationships. For example:

This structure ensures that each employee’s reporting line is clear (e.g., “Manager” field indicating direct reporting to someone).

4. Map Out Hierarchies

The next step is to map out how the tool will display the hierarchical relationships between employees. The software should allow you to define reporting lines—this might involve linking an employee to a manager through a parent-child relationship, where the manager is the parent, and the employee is the child.

Some advanced systems can also map other relationships, like cross-departmental teams, or show matrix management structures where an employee may report to multiple managers.

5. Automate Data Syncing

For dynamic org charts, you need to ensure that your chart updates in real time or on a regular schedule. This is where automation comes in:

• Integrations: Many org chart tools have built-in integrations with HR software, allowing real-time syncing. For example, you could connect your HRIS to tools like Lucidchart, Pingboard, or OrgPlus to update your org chart automatically whenever employee data changes.

• API Integrations: For larger or more customized systems, APIs can be used to pull the latest HR data directly from databases into your chart tool. This requires a bit more technical setup but offers great flexibility.

• Regular Imports: If automated syncing is not possible, you could set up a routine for HR personnel to import data (e.g., weekly or monthly) to refresh the org chart.

6. Customize the Org Chart Appearance

Once the data is integrated and the relationships are mapped, you can customize the appearance of the org chart. This step typically includes:

• Color-coding by Department: To make the chart visually appealing and easy to interpret, you can color-code employees by department.

• Displaying Additional Information: Some tools allow for custom fields like phone numbers, email addresses, or roles within specific teams.

• Levels and Layout: You can adjust the chart layout (e.g., hierarchical, circular, or matrix) to suit your organization’s needs. Many dynamic tools also offer drag-and-drop functionality, making it easy to rearrange or reposition chart elements.

7. Add Interactivity

For dynamic org charts, interactivity is a key feature. This allows users to click on different levels of the chart to view more detailed information about employees, teams, and roles. Features to look for include:

• Hover Effects: Display quick info like employee name, title, or contact details when users hover over a name.

• Expandable Sections: Let users click to expand or collapse sections of the org chart to show more or less detail, such as sub-teams or departments.

• Search Functionality: Allow users to quickly search for employees by name, title, or department.

8. Deploy the Chart

Once the chart is created and finalized, deploy it where it is most useful. Common places for org charts include:

• Internal HR Portals: Provide employees with easy access to the latest organizational structure.

• Team Collaboration Tools: Integrate the org chart into tools like Slack, Microsoft Teams, or Google Workspace for easy reference.

• Web Access: If you need to share the org chart externally (with partners, clients, or stakeholders), consider publishing it as an interactive web page.

9. Maintain and Update Regularly

For an org chart to remain useful, it’s important to keep it up to date. This means regularly syncing HR data and making sure the structure reflects changes in your organization, such as promotions, new hires, and team restructuring.

Many dynamic org chart tools come with built-in version control, allowing you to track historical changes and even revert to earlier versions if needed.

Conclusion

Dynamic org charts powered by real-time HR data can significantly improve the way an organization manages and communicates its structure. By automating the creation, integration, and updating of these charts, HR departments can ensure they have accurate, visually appealing charts that reflect the evolving nature of their workforce. Whether you are using a standalone tool or integrating it with your HRIS, the result is a more efficient and accessible way to visualize your organization’s hierarchy.