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Using HR Charter

Learn how to print organizational charts using the 'Book Chart' format in PowerPoint for a neat booklet presentation. Use Map or Book format, add headers/footers, and preview before printing.

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Using HR Charter

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  1. Using HR Charter Printing the charts for an entire organization using the ‘Book Chart’

  2. This is a PowerPoint presentation of about five minutes duration. It will explain how to print charts for an entire organization in booklet form. You may exit the presentation at any time simply by closing the Window. Where this arrow appears, click on it to advance the slides.

  3. Two Chart Formats Available HR Charter offers two formats for charts, the Map Chart and the Book Chart. The map chart is a design with which you will be most familiar. It is designed to be printed as a wall map.

  4. Example of a Map Chart

  5. Book Chart The Book Chart style of report is used when the chart is going to be published as a booklet and printed with page numbers and an index. The chart is split into a sequence of pages, starting with the topmost position and working down through each organizational level.

  6. Example of a Book Chart

  7. Book Chart Box Designs The boxes of a Book Chart contain an automated field for pointing the reader to the page in the booklet where the organizational hierarchy is continued.

  8. Book Chart Headers and Footers Each page can be fitted with headers and footers, either manually or automatically. Department Date Page Number Department Date Page Number

  9. Book Chart Index Position DescriptionNameReference District Manager Huston, James Page 1 District Services Manager Thompson, Susan Page 1 District Clerk Elston ,Sarah Page 2 District Clerk Andrews, Harvey Page 2 District Clerk Turner, Joanne Page 2 District Technician Burton, Jennifer Page 1 An indented hierarchical index is printed at the back of each Book Chart. It shows supervisor-subordinate relationships along with handy page references.

  10. Preparing and Printing a Book Chart • There are five steps… • Generate the chart for the entire organization. • Apply one of the Book Chart box designs to all boxes in the chart. • Apply page headers and footers. • Preview the Book Chart before printing. • Print the Book Chart.

  11. Generate the Chart for the Entire Organization Grow your organization chart in the normal way, starting with a search for the top-most position (e.g., Deputy Minister). Be sure to designate enough levels to display the organization from top to bottom. For a ministry, select ten levels just to be sure. Don’t worry about formatting the Map Chart that will first be displayed. That’s not the format that will be printed.

  12. Apply a Book Chart Box Design Select all boxes and apply either of the two Book Chart Box designs (Book Chart Basic or Book Chart Plus Class). These box designs contain the embedded page reference data field.

  13. Apply Page Headers and Footers Recommended… Department Number for the top left corner Date for the bottom left corner Page Number for the bottom right corner

  14. Click Preview Book to continue… Preview your Book Chart before you print!

  15. Check for (1) page references in the boxes, and (2) page headers and footers.

  16. If box design, headers and footers are in order, print the Book Chart!

  17. Distributing a Book Chart A Book Chart for a large organization may be fifty pages or more in length. If you need to distribute copies, consider converting the Book Chart to PDF format, then distribute it electronically! This requires Adobe Acrobat software, which is commonly available in most organizations.

  18. Preparing and Printing a Book Chart • Summary… • Generate the chart for the entire organization.  • Apply one of the Book Chart box designs to all boxes in the chart.  • Apply page headers and footers.  • Preview the Book Chart before printing.  • Print the Book Chart. 

  19. View more slideshows… • Setting up for access to HR Charter • Creating and printing your first chart • Selecting and applying box designs • Printing the charts for an entire organization using Book Chart • Shaping the chart using form style • Speeding repetitive chart printing using the recording macro • Inserting a chart into an MS Word document or PowerPoint presentation • Inserting a chart into an email message To exit, simply close this window!

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