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Martian LogicApr 10, 2024 8:32:48 AM6 min read

8 useful tips when choosing the best Org Chart Creator for HR

Ninety percent of the best companies in the world don’t have an org chart tool that HR/managers can trust as a reliable and up to date single-source-of-truth. 

When purchasing recruitment software, there are many things to consider: A reliable and up-to-date single-source-of-truth, using Saas, custom access levels, position design, remuneration management, hidden costs, set-up, training and support. I will help you navigate this information and focus on the eight most essential tips when choosing the best org chart creator for HR. 

Tip # 1 – A reliable and up-to-date single-source-of-truth

Of all the reasons why an Org Chart fails in an organisation, ninety-nine percent of them don’t naturally stay up to date. Myrecruitment+ has interviewed so many great companies using Non-HR tools like Visio and PowerPoint to capture some aspects of their Org Chart. The problem that arises from these tools is that they constantly require to be updated manually. Large companies especially need a tool that updates on their behalf. It’s impossible to keep them updated unless you invest a ridiculous amount of money into it daily.

“For a company with 3,000 employees and 100 managers hiring and firing every day, you can imagine by the time we’ve brought our Org Chart up-to-date, it becomes out-of-date AGAIN in a matter of minutes! The never-ending cycle continues.”

I am about to reveal the BILLION-DOLLAR question that Myrecruitment+ embarked on solving! Are you ready?

How do you create a self-healing Org Chart product? One that’s organically updated so when HR and managers go about doing their daily jobs, they are, in fact keeping the Org Chart up-to-date. This is what every company needs. 

Tip # 2 – Saas makes things easier

Software as a Service (SaaS) is an innovative way of delivering applications over the Internet as a service. It is also known as ASP, on-demand software, cloud software or hosted software. A great benefit of Saas is it is accessible from anywhere. If you are connected to the internet, you can work from home, in the park, or the car. All you need is a laptop, tablet, mobile or another networked device.

I will assume that you don’t want to install and maintain your server and software, right? Do we want to give our IT team the dull task of installing and updating software or hire staff to mandate the software? Having a SaaS-based Org Chart software can get you up and running immediately without having to involve your IT team at all! Another great asset is that the hassle of keeping your software up-to-date is gone. Saas does it all for you. Woohoo!

Tip # 3 – Custom Access Levels for HR, managers and admins

Now let’s take a look at custom access levels of an Org Chart. We need a minimum of three levels of access. I’ll list them below:

  • Customisation Administrators to customise the software: These are typically HR people who customise the tool to suit your organisation. They’re the people who ensure that the device can capture all the data required, such as; Positions’ Duties and Responsibilities, Remunerations, Qualifications, Selection Criteria and Benefits.
  • Data-Entry Administrators: These guys capture all the positions in the company and import all employees.
  • Initiating Request to Hire and Change of Staff Conditions: The managers or HR members request to recruit new employees, cross-board, change of staff conditions or off-board. 

To fully customise your Org Chart befitting your company’s structure is a valuable asset! My advice would be to look for recruitment software with this helpful tool. 

Tip # 4 – Knowledge base of all positions and their data

The only way for Org Chart to remain relevant and continue to become attractive for HR to use is when the Org Chart product comes with the capability of creating and maintaining a knowledge base of all your positions.  So you need a position designer, which I’m discussing in the next point. Still, also you need to have a knowledge base, so you can find, browse all positions and allow different teams to have further access to edit or view certain types of information in the knowledge base.

Tip # 5 – Customisable Position Designer 

Unfortunately, It’s no longer enough for the position of an Org Chart to contain a few text boxes where you type up your set of duties and responsibilities. We want to have a customisable position designer to earn the respect of our HR team and make the Org Chart the go-to place for all information regarding the position. We want every member of our team to be on the same page and have things positioned in a way that resonates with the company. 

REM, duties & responsibilities, selection criteria, qualifications, etc., is still not enough; you’ve got to allow HR and companies to design what information they would like to capture about their positions with their desired format.

Tip # 6 – REMuneration Management 

In countries like Australia, the United Kingdom, the United States, etc., the remuneration needs to adhere to a specific set of pay levels. These levels are typically agreed upon between the company and the employee during the formal employment agreements. These agreements are negotiated directly with the company’s employees or via organisations representing specific industries in certain locations.

So for your REM designer and Org Chart to be reliable and earn the respect of HR, it not only needs to cater for a pay range between $60,000 and $75,000, but it also needs to capture those negotiated pay levels and allow HR to link them into the position design. The goal is to make everything clear and concise for an optimised recruitment process!

Tip # 7 – Hidden Costs! Total Cost of Ownership (TCO)

Ensure that you understand the full story of the cost when purchasing a recruitment software with features like an Org Chart! I’ll pose some questions for you to consider. 

  • Is there going to be an upfront setup cost? If so, how much? 
  • How many users will you need? 
  • Is your cost going to be doubled or tripled when you decide to bring a few more users in? 
  • Do you understand the growth model that will be required for your business?
  • Are you getting all the features that you want? Or are you going to have to reach out to your credit card every time you decide to use another feature?

Tip # 8 – Setup, training and ongoing support

Make sure that your subscription cost includes both training and support. At MyRecruitment+, for example, there is NO such thing as a setup cost! Setup, training and ongoing support are all provided for free as part of the annual subscription cost. You’d want to ensure you check this when searching for a recruitment software so you don’t get any unwanted surprises. Support from every angle is essential. You need to be aware of potential language barriers, the support hours, the service level and price of the service. Be mindful of the hidden costs of support that some suppliers charge you.

There we are guys! Eight useful tips when choosing the best Org Chart and by extension, the best recruitment software.