Organizational charts are a vital tool for visualizing team structure, streamlining reporting lines, and communicating leadership hierarchies. But as companies scale, org charts often become complex and difficult to interpret. The question is: how do you create an organizational chart that grows with your team while staying clear and actionable?

In this article, we’ll walk you through how to draw an organizational chart using Draw.io, a free and intuitive diagramming tool. We’ll also explore how breaking down your chart into functional pages can reduce clutter, improve usability, and support effective decision-making. This method is ideal for operations managers, founders, HR professionals, and anyone designing team structures for fast-moving organizations.

What Is an Organizational Chart?

An organizational chart (also called an org chart) is a visual representation of the hierarchy within an organization. It typically shows roles, reporting lines, and how different departments connect. A well-designed org chart answers key questions like:

  • Who reports to whom?
  • What does each department look like?
  • Where do specific functions sit within the organization?

Org charts are especially important during periods of growth, change management, or restructuring. They provide a shared mental model of how the business operates—making them a strategic asset, not just an HR formality.

Why Traditional Org Charts Don’t Work for Growing Teams

Many organizations try to fit their entire structure onto a single-page diagram. This is fine for startups with 5–10 team members. But once your team expands into functions like HR, sales, operations, or production, that single-page chart becomes overloaded and hard to interpret.

Common problems with traditional org charts:

  • Clutter: Too many boxes, lines, and cross-functional roles in one view.
  • Confusion: Unclear reporting lines or overlapping roles.
  • Inflexibility: Updating the chart means reworking the entire structure.
  • Poor presentation: Difficult to print, share, or present in meetings.

A Better Approach: One Functional Team Per Page

For a client, we implemented a multi-page organizational chart using Draw.io (also known as diagrams.net). Instead of cramming every team into one view, we separated the org chart into functional pages based on department. This method allowed us to:

  • Reduce visual clutter
  • Highlight departmental structure clearly
  • Make updates quicker and more localized
  • Improve collaboration during hiring or planning

Each page contains:

  • A consistent header showing top leadership (e.g., COO, CEO)
  • A focused view of one department: Sales, Admin, Production, etc.
  • Roles arranged to reflect hierarchy, workflow, and reporting relationships

This modular design is especially useful when managing a hybrid team or scaling across multiple locations.

How to Draw an Org Chart Using Draw.io

Creating an organizational chart in Draw.io is simple and scalable. Follow these steps to get started:

1. Go to draw.io

Choose “Create New Diagram” and select a blank template. Give your file a clear name, like Company_OrgChart_May2025.

2. Build the Top-Level Structure

Use rectangles or rounded boxes to represent key roles like CEO, COO, and department heads. Connect them with lines to show reporting relationships.

3. Add Pages for Each Functional Team

At the bottom of the Draw.io interface, click the “+” icon to add new pages. Label each page by department (e.g., Sales Reports, Admin Team, Production Line).

4. Maintain Visual Consistency

Use the same shapes, colors, and font sizes across all pages. This helps people orient themselves quickly when moving from one team to another.

5. Include Key Context on Each Page

To maintain a clear chain of command, display the senior leadership structure on every page. This ensures that even functional teams are seen within the broader org context.

6. Export and Share

Once complete, export your chart as a multi-page PDF or embed it in your team documentation platform (e.g., Notion, Confluence, or Google Drive).

Example: Team Pages for a Client

Here’s how we structured our organizational chart across four pages:

  • Overview Page – CEO, COO, and department heads
  • Administration Reports – HR, payroll, storekeeping, cleaning staff
  • Sales Reports – Retail supervisors and sales assistants
  • Production Reports – Tailoring teams, team leads, beaders, assistants

This structure makes it easier to update and present department-specific org charts without modifying the master version every time.

Best Practices for Organizational Chart Design

To make your org chart an ongoing asset, follow these tips:

1. Update Regularly

Set a cadence—monthly or quarterly—to review and refresh your chart. Roles evolve, and your org chart should too.

2. Add a “Last Updated” Stamp

Always include a “Last updated” date (e.g., “May 2025”) to give viewers context.

3. Make It Accessible

Host the file in a shared folder or internal wiki. New team members should be able to find it easily.

4. Get Input from Team Leads

Before finalizing changes, consult with department managers. They’ll help you spot role changes and reporting issues you might miss.

Conclusion: A Better Org Chart Is a Better Business Tool

Creating a scalable, multi-page organizational chart is not just about visual design—it’s about building clarity and alignment across your team. By using tools like Draw.io and separating each team into its own page, you make your org chart a living resource that evolves with your business.

For operations leaders, HR teams, and founders alike, this is one of the most underrated tools in your strategic toolkit.

Need help mapping your team structure or designing SOPs that reflect your org chart? Get in touch with us at olutobi.com to learn how we can support your operations.