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Where do executives and managers go for information about the reporting structure of a company? The HR department. And they’re often in a hurry. You don’t want to spend a lot of time pulling together current data. But you don’t want to make do with an old photocopied org chart from your filing cabinet, either.

Microsoft Office Visio® Standard 2003 makes your task a snap. With straightforward tools and wizards, the Organization Chart features help you create up-to-the-minute, easy-to-read org charts and data reports that you can easily edit, format, and share.

Create your organization chart diagram

1. Start Visio Standard 2003.
2. Under Choose Drawing Type, in the Category list, click Organization Chart, and then select the Organization Chart template.
3. From the Organization Chart Shapes stencil on the left side of your screen, drag the Executive shape onto the drawing page.

    Note   A demonstration of how to quickly add subordinate shapes automatically opens. You can select the Don't show this message again check box if you don't want to see this demonstration each time you create an organization chart.

4. Add a name and title: With the shape selected, type the name of the executive, press ENTER to move to the next line, and then type the title.
5. Click anywhere outside the shape.

Add managers and staff

1. Drag the Manager shape from the Organization Chart Shapes stencil directly onto the Executive shape in your diagram. The Manager shape is automatically placed below the Executive shape in the reporting structure.
2. Type a name and title for the new manager.
3. Repeat steps 1 and 2 until you have added all the managers in your organization.
4. Drag Position shapes directly onto the appropriate Manager shapes and add names and titles.
5. If your organization has additional levels, you can drag Staff shapes onto the Position shapes.

Tips for efficiently completing your organization chart

• You can use the Multiple shapes shape or the Three positions shape to add several people of the same level under a supervisor.
• You can quickly change an individual from one position type to another by right-clicking the position and then clicking Change Position Type.
• It is easy to change the layout of any individual's direct reports. To do so, select the individual and use the layout options on the Organization Chart toolbar to arrange the shapes.

  

  On the same toolbar, you can click the Re-layout button (the Auto Arrange Shapes button in earlier versions of Visio) to automatically improve the look of your organization chart.

Create an HR data report for an organization chart

After you've added data to organization chart shapes, such as names, titles, and telephone numbers, you can create a report of that data and save it to a file that you can print or distribute to others. Microsoft Office Visio provides a ready-made report that includes the default custom properties that are stored for each organization chart shape.

 Note   You can also create your own custom report that includes only the custom property fields you specify.

1. On the Tools menu, click Reports.
2. In the Reports dialog box, under Report, click Organization Chart Report, and then click Run.
3. In the Run Report dialog box, select the format for your report.

   How?

   • To save your report as a Web page, click HTML.
   • To create your report in a Microsoft Office Excel worksheet, click Microsoft Excel.
   • To save your report as an Excel worksheet embedded in a shape in your drawing, click Visio shape.
   • To save your report as an XML file, click XML.

    Note   You must have Excel installed to be able to save your report as an Excel worksheet or as an embedded shape in your drawing.

4. Do one of the following:
• If you are saving your report as a Visio shape on the drawing, select whether to save a copy of the report definition with the shape or to link to the report definition.

   Tip   If you plan to share your drawing with others, select Copy of report definition so that others can see the report.

• If you are saving your report as an HTML or XML file, type a name for the report definition.