Creating a professional-looking organizational chart in PowerPoint is simpler than most people think. I’ve done it dozens of times for internal meetings, investor decks, and onboarding presentations—and every time, the key was to keep it structured and visually clean.
Whether you’re outlining a company hierarchy or mapping out a project team, this tutorial will guide you through every step.
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What is an Org Chart and Why Use One?
An org chart visually represents the structure of a company or team. It helps stakeholders understand reporting relationships, team roles, and how departments connect. I often use it at the beginning of a presentation to set context.
What You Need Before Starting
Before opening PowerPoint, I usually jot down:
- Team roles and who reports to whom
- Whether the structure is flat, hierarchical, or matrix
- The number of levels to include (e.g., CEO > Managers > Staff)
Make sure you’re using a version of PowerPoint that supports SmartArt (most versions after 2010 do).
Step-by-Step: Creating an Org Chart in PowerPoint
1. Insert a SmartArt Organizational Chart
Go to Insert > SmartArt > Hierarchy.
Then choose “Organization Chart”. I usually pick the default option for flexibility.
2. Enter Text for Each Position
Click into the [Text Pane] or directly inside the boxes. Add names and roles like:
diffCopyEdit- Jane Doe – CEO
- Michael Lee – Head of Marketing
- Sarah Kim – Content Strategist
TIP: Keep each box to 1–2 lines max for clarity.
3. Add or Remove Boxes
Use the SmartArt Design tab > “Add Shape”:
- “Add Shape Below” for subordinates
- “Add Shape After” for coworkers
- “Add Assistant” for roles like executive assistants
This makes it easy to build out complex teams. I’ve used this to show dotted-line relationships too.
4. Customize the Design
Under the SmartArt Design tab, try these:
- Change Colors to match your brand
- SmartArt Styles for 3D or polished looks
- Manually adjust font size and box width if names are long
I always align boxes and spacing manually to give it a clean look—don’t rely entirely on default spacing.
Pro Tips for a Professional Org Chart
- Use company branding (colors and fonts)
- Keep the number of people per chart under 25
- Save a master template for future reuse
- Use bold for department heads or important roles
Mistakes I’ve Made (So You Don’t Have To)
- Overcrowding the slide – I once tried to show a 100+ person team… bad idea. Instead, break it into department-based slides.
- Inconsistent formatting – Use the Format Painter tool to keep boxes uniform.
- Forgetting to update titles – Always double-check accuracy before presenting.
Alternatives If You Need More Flexibility
Sometimes, PowerPoint isn’t enough for more dynamic org charts. I’ve used:
- Lucidchart for clickable, cloud-based charts
- Canva for stylish visuals
- Visio for detailed technical org structures
You can build there and import as images into PowerPoint.
How to Export or Share Your Org Chart
Once finished:
- Save the slide as an image (Right-click > Save as Picture)
- Export the whole deck as PDF
- Share via Microsoft Teams, Outlook, or upload to Google Drive
FAQs
Q: Can I create an org chart manually without SmartArt?
Yes. Use Shapes > Rectangles + Connectors. It’s more time-consuming, but gives full control.
Q: What’s the best layout for a small startup?
Flat org charts work well—CEO > Functional Heads > Team.
Q: Can I animate the org chart?
Yes. Use simple fade-ins or appear-by-level for clarity during live presentations.
Final Thoughts
Once you’ve built a few org charts in PowerPoint, it becomes second nature. Whether for HR, team planning, or executive briefings, the key is simplicity and clarity.
Let your org chart tell the story—visually.
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