In this org chart template you type each position in your business and the name of the person in it, and choose who each row reports to, so your company's organizational chart is drawn with its lines and levels. Start from one of the four examples, then edit the names and departments and download the file.
Each row in the list is a position or department, and the Reports to list sets its place in the chart. The example shown is a small company with 12 units and positions on 3 levels, with five positions reporting directly to the general manager.
How to make a company org chart with this template
- Choose the example closest to your business: small company, restaurant, trading and distribution, or retail shop. Or start blank with a single row for the manager.
- Edit the position title in each row, and type the name of the person in it if you want it to appear in the box.
- Press + next to any row to add a unit under it, or change Reports to to move the position to another department. Deleting a row moves the people under it up to the position above.
- In advanced mode, enter the number of staff in each unit, and mark advisory units such as the legal advisor so they show with a dashed line.
- Download the chart as a PDF to print, as an image for a presentation, or in Word if you want an editable table of positions.
What an organizational chart is and why you need one
An organizational chart is a diagram of a company's positions and departments and who reports to whom. Its first job is to tell every employee who they report to and who approves their leave and requests, so no responsibility falls between two people and nobody gets conflicting instructions. It is also a hiring map: an empty box is a vacancy whose place and manager you know before you advertise it.
What goes into an organizational chart
| Item | What you write |
|---|---|
| Position or department | The title as it appears in employment contracts and job descriptions: "Chief Accountant", not "Reem". |
| Reports to | The position this person reports to and who approves their leave. Each position reports to one place only. |
| Name | The person in the position now. Leave it empty for a vacant or planned role, or choose Position only for a version that does not change when people do. |
| Staff | The number of employees in the unit, useful for units with several people such as cashiers and sales reps. |
| Advisory unit | A function that gives advice or a service but has no authority over departments, such as a legal advisor or executive assistant. |
Types of organizational structure
- Hierarchical: a single chain from top to bottom, with one manager per employee. It suits most small and mid-sized businesses, and it is what the template draws.
- Functional: a hierarchy split into departments by function: sales, finance, operations. It suits a business where each function now has its own team.
- Matrix: an employee reports to both a department manager and a project manager. It suits contracting and consulting firms, and needs clear limits of authority. The template does not draw dual reporting; draw the line manager and add the project to the name.
- Flat: few levels and a wide span of control. It suits a small team whose members work directly with the owner.
Org chart for a small company or restaurant
A small business needs two or three levels: the general manager, then the heads of sales, accounting and operations, then staff. In the Small company example, the operations supervisor covers both the warehouse and delivery, and HR and administration sit in one position, because headcount does not justify a department for each. As the company grows these tasks split into separate departments, as in the Trading and distribution example with 18 units and positions.
A restaurant looks different: the owner sits above the restaurant manager, who runs the kitchen, the floor and the cashiers, while the accountant and purchasing report directly to the owner so financial review stays outside daily operations.
Steps to build an org chart
- List the tasks the business actually performs, not the current titles: selling, buying, collections, payroll, delivery.
- Group them into departments by similarity, and give each department one head.
- Set reporting lines: one place each position reports to, and keep an eye on the widest span of control under the chart.
- Review it once a year and after any major change, and update the printed copy.
To draft it with your team on paper, the blank printable form button downloads a blank org chart with its boxes and lines but no names. Its layout follows the last chart you drew, so choose the closest example and then download it.
Common org chart mistakes
- An employee drawn reporting to two managers, so nobody knows who approves their requests.
- Writing people's names in place of positions, so the chart needs editing with every hire or resignation.
- A manager with ten or more direct reports and no supervisors in between.
- Too many levels in a small business, so a simple decision passes through three signatures.
- A chart on paper that does not match how work actually runs day to day.
Organizational notes
An org chart is an internal document approved by the company's management, and it is sometimes requested in prequalification files for clients and government bodies in Saudi Arabia, or alongside the company's work regulations. The template does not follow any mandated format; check what the requesting body needs, and attach job descriptions for key positions if asked.
Org chart questions
Does a small business need an org chart?
Yes, a simple one. Even a business of eight people benefits from a two-level chart showing who approves requests and who follows up collections; the Small company example, trimmed of what you do not need, is enough.
Can I edit the chart after downloading it?
Yes. What you type stays saved in your browser, so you can come back, edit the positions and download a new copy. In the Word download the table of positions is editable, while the diagram is an image.
What formats can I download the org chart in?
Three: a PDF on an A4 page (turned sideways if the chart is wide), a PNG image to drop into a presentation slide, and a ready org chart in Word with the diagram and a table of positions, their levels and who they report to.
Is the org chart template free?
Yes. We ask for your name, email and mobile once, before your first download only. Your chart data is not uploaded to our site; the diagram and files are created in your browser.
How many people should report directly to a manager?
There is no fixed number; it depends on how similar the team's work is and how experienced they are. When too many people report directly to one manager, decisions slow down, so a supervisor is added in between. The template shows the widest span of control under the chart.