How to Make an Organizational Chart in Google Sheets

Creating an organizational chart doesn't require specialized software or complex design tools. You can build a clear, professional, and easy-to-update org chart right within Google Sheets. This article will walk you through setting up your data and generating a dynamic org chart in just a few clicks.

Why Use Google Sheets for an Organizational Chart?

While dedicated apps for org charts exist, using Google Sheets has several practical advantages, especially for small to medium-sized teams.

• It’s Free: Google Sheets is part of the free Google Workspace suite, meaning there's no extra cost to your business.
• Easy to Update: Company structures change. When someone gets promoted, a new person is hired, or teams restructure, you just have to update a couple of cells in your spreadsheet, and the chart rebuilds itself automatically.
• Collaborative: Like all Google Docs, it’s built for collaboration. You can share the sheet with your team or HR department, allowing them to view or make updates in real-time.
• Centrally Located: Your org chart lives alongside your other business data, making it easy to access without having to log into yet another platform.

Step 1: Structure Your Data Correctly

Before you can create the visual chart, you need to set up your data in a specific format that Google Sheets can understand. This is the most crucial step, but it’s very simple.

You need a minimum of two columns:

1. Employee/Role: This column lists the person's name or their job title. Each person or role gets their own row. This will become the "node" in your chart.
2. Manager: This column lists the direct manager of the person in the first column. This is how Google Sheets knows how to connect the nodes and build the hierarchy.

It's important that for the highest-ranking person in the organization (like the CEO or Director), the 'Manager' cell is left completely blank. This tells Google Sheets that this person is at the top of the chart.

Here’s a simple example of how your data should look:

Pro Tip: Make sure the names in the "Manager Name" column are spelled exactly the same as they are in the "Employee Name" column. Any typo will break the link and that employee will not appear on the chart.

Adding More Detail with an Optional Column

You can also add a third column to include extra information that will appear when someone hovers over a person's name on the chart. This is great for showing job titles or departments.

Here’s the same data with a third column for Job Title:

Step 2: Create the Organizational Chart

Once your data is properly structured, creating the chart takes less than a minute. Here’s how:

1. Select Your Data: Click and drag your cursor to highlight all the cells containing your data, including the headers (e.g., 'Employee Name', 'Manager Name').
2. Insert Chart: Navigate to the top menu and click on Insert > Chart.
3. Choose Chart Type: A chart editor panel will pop up on the right side of your screen. Google Sheets might suggest a chart type, but you’ll want to change it. Click the dropdown under ‘Chart type’.
4. Find Organizational Chart: Scroll down the list until you find the section for ‘Other’. Select Organizational Chart from the options.

And that’s it! Google Sheets will instantly generate an org chart based on the data you highlighted. It automatically understands the hierarchy from your "Employee" and "Manager" columns.

Step 3: Customize Your Chart's Appearance

Your basic org chart is ready, but you can tweak its appearance to make it more readable or match your company's branding.

In the chart editor panel, click on the Customize tab.

Modifying Node Appearance

Under the "Org" section in the customize tab, you'll see a few options:

• Size: You can change the size of the nodes (the boxes with names in them) to Small, Medium, or Large. If you have long names or titles, a larger size might improve readability.
• Node Color: You can change the background color of all the nodes. Pick a color that aligns with your brand.
• Selected Node Color: This changes the color a node becomes when someone clicks on it. Using a contrasting color works well here.

Adding Informative Tooltips

Remember that optional third column we added for 'Job Title'? Now let’s put it to use.

1. Go back to the Setup tab in the chart editor.
2. You'll see a field called Tooltip. It may already be populated, but if not, click it.
3. Select the column header of the data you want to display on hover — in our example, it would be 'Job Title (Tooltip)'.

Now, when you hover your mouse over any node in the chart, their full job title will appear, adding another layer of useful information without cluttering the main view.

Maintaining and Sharing Your Chart

The best part about creating your org chart in Google Sheets is how easy it is to keep it current.

• Updating Roles: If Ben Carter gets a promotion, you can simply change his name in the data sheet. The chart will update automatically. If a new manager takes over a team, just change the name in the "Manager" column for their direct reports.
• Adding New Hires: To add a new person, just add a new row to your data table with their name and their manager’s name. The chart will add them to the correct spot.
• Sharing with Your Team: Use the standard Share button in the top right corner to give your team viewing or editing access. This ensures everyone is looking at the most current version. You can even publish the chart to the web (File > Share > Publish to web) and embed it on a company intranet page.

Troubleshooting Common Problems

Sometimes your chart might not look quite right. Here are a couple of common issues and how to fix them:

• An Employee is Missing: This is almost always caused by a typo. If an employee isn't showing up, double-check that their manager’s name in the "Manager" column is spelled exactly as it appears in the "Employee Name" column for that manager. Check for extra spaces or misspellings.
• The Hierarchy is Wrong: If your chart connects people to the wrong manager, it means there's an error in the "Manager" column. Correct the data in the cell for that employee, and the chart will redraw itself correctly. For the top-level person, make sure their "Manager" cell is completely blank.

Final Thoughts

Creating your org chart in Google Sheets is a powerful and efficient way to visualize your company's structure without needing to learn or pay for a new tool. By setting up a simple spreadsheet with employee-manager relationships, you can produce a dynamic, shareable, and easily updated chart in just a few minutes.

While organizational charts show you the structure of your team, we know that truly understanding your business requires seeing how that team's efforts translate into results. At Graphed, we apply this principle of simplification to all of your marketing and sales data. Instead of wasting hours exporting reports and manually building dashboards to see campaign performance or sales pipelines, you can simply describe what you want in plain English. Graphed connects your data sources and builds live, interactive dashboards for you in seconds, letting you get straight to the insights.