Organizational Setup: How to Create New Organizational Unit Types, Roles, and Units

Written By Peter Žnuderl

Last updated 4 months ago

Introduction

Setting up a clear organizational structure is key to managing your teams effectively and aligning employee roles with organizational goals. This article will guide you through the process of creating Organizational Unit Types, Roles, and Units within Staff Development, allowing you to set up your team structure, assign roles, and ensure alignment with staff development initiatives.

1. How to Create New Organizational Unit Types and Roles

Organizational Unit Types and Roles form the foundation of your organizational structure. Unit types categorize different parts of your organization (such as departments, teams, or locations), while roles define specific job functions within those units.

Creating Organizational Unit Types

Organizational Unit Types refer to categories like Departments, Teams, Project Teams, Locations, etc. These represent the broader classifications of your organization.

  1. Navigate to the Organizational Setup Section:

    • From the dashboard, go to the Admin Panel.

    • Click on Organizational Setup, Unit Type Management.

  2. Create a New Unit Type:

    • Click on Create Unit Type.

    • Fill in the following fields:

      • Unit Type Name: E.g., "Department," "Team," "Location," or "Project Team."

      • Description: A brief description explaining the purpose of this unit type (e.g., "Sales Department," "IT Team").

      • Color: Select a color to represent this unit type visually in the system.

      • Icon: Choose an icon that visually represents this unit type (e.g., a building icon for a "Location," or a briefcase icon for a "Sales Team").

  3. Save the new unit type. It will now be available when setting up new units within your organization.

Creating New Organizational Roles

Roles define the specific responsibilities and functions within each unit. Each unit type can have roles such as "Manager," "Member," etc.

  1. Navigate to Role Management:

    • In Organizational Setup, go to Role Management.

  2. Create a New Role:

    • Click on Create Role.

    • Provide the following details:

      • Role Name: E.g., "Manager," "Member."

      • Role Description: A brief description of the role’s responsibilities (e.g., "Manager: Responsible for overseeing team operations," "Member: Responsible for executing tasks within the team").

  3. Save the role. You can now assign this role to employees within the relevant units.

2. How to Create and Modify Organizational Units

Organizational Units are the actual teams, departments, or groups that make up your organization. This section will walk you through creating and modifying organizational units.

Creating New Organizational Units

  1. Navigate to the Unit Management Section:

    • In Organizational Setup, go to Unit Management.

  2. Create a New Unit:

    • Click on Create Unit.

    • Provide the following details:

      • Unit Name: Name of the unit (e.g., "Sales Team 1," "Marketing Team").

      • Assigned Unit Type: Choose from the predefined Unit Types (e.g., "Sales Department," "HR Team").

      • Unit Description: A short description outlining the unit’s focus or objectives.

  3. Assign Roles:

    • Expected Members: Specify how many members (if any) are expected for this role within the unit (e.g., 1 Manager, 5 Members).

    • Unit Members: Assign employees to different roles within the unit.

  4. Save the unit. The new unit will now be part of your organizational structure.

Modifying Organizational Units

  1. Edit Existing Units:

    • Navigate to Unit Management and select an existing unit.

    • Click on the Edit button to modify the unit's details, such as unit name, description, or team composition.

  2. Adjust Unit Members:

    • To add or remove team members, simply update the Unit Members section.

    • You can also reassign roles within the unit based on changing responsibilities or project needs.

  3. Save the changes. Your unit will now reflect the updated structure.

3. How to View and Modify Employees' Units, Roles, and Allocations

Once organizational units and roles are defined, you may need to view and modify the specific units, roles, and percentage allocations for individual employees. This can be done from within the Employees section in the Staff Development Admin Panel.

Viewing and Modifying Employees' Units and Roles

  1. Navigate to Employee Management:

    • From the dashboard, go to Employee Management.

    • Search for and select an employee to view their details.

  2. Access the Organizational Structure:

    • In the employee's detailed view, find the Organization section (this will display the units and roles assigned to the employee).

  3. View Assigned Units and Roles:

    • This section will show all units the employee belongs to, as well as the roles they hold within each unit (e.g., Manager in the "Sales Department").

    • Roles are listed with their descriptions, and you can quickly check if the employee's role aligns with their current responsibilities.

  4. Modify Units or Roles:

    • To modify an employee's unit or role, click the Edit button next to the relevant section.

    • You can update the unit they belong to or assign them a different role within that unit.

Viewing and Modifying Percentage Allocations

  1. Check Allocation Percentage:

    • Within the Organization section, you will also see the percentage allocation for each unit or role the employee is associated with. This indicates how much of their time is dedicated to each unit.

    • For example, if an employee is split between two teams (50% Sales and 50% IT), these percentages will be visible here.

  2. Modify Allocation:

    • To update the allocation percentages, click the Edit button next to the allocation details.

    • Adjust the percentages based on the employee’s updated responsibilities or team assignments.

    • Ensure that the total percentage across all units for this employee adds up to 100%.

  3. Save Changes:

    • Once you’ve reviewed and made necessary adjustments to units, roles, and allocations, click Save to apply the changes.

4. How to Modify Organizational Structure

As your organization evolves, you may need to modify the organizational structure to reflect changes in roles, unit types, or team responsibilities.

Making Adjustments to Units or Roles

  1. Navigate to Unit or Role Management:

    • From the Organizational Setup page, select either Unit Management, Unit Type Management or Role Management.

  2. Make Changes:

    • Units: Edit unit names, descriptions, team members or expected number of employees within a given role.

    • Unit Type: Edit unity type names, descriptions, colour code or icons.

    • Roles: Adjust role names or descriptions.

  3. Save changes. Ensure that any updates to roles or units align with strategic goals and operational needs.

5. Best Practices for Organizational Setup

  • Consistency in Naming: Use clear and consistent naming conventions for unit types and roles to avoid confusion.

  • Alignment with Development Goals: Ensure roles and units are structured in a way that supports the organization’s staff development initiatives.

  • Regular Reviews: Regularly review and update your organizational setup to accommodate growth or changes in business strategy.

Conclusion

Setting up an organizational structure is a crucial step in managing teams, assigning roles, and driving staff development. By following the steps outlined in this article, you can create, modify, and manage organizational units and roles effectively within Staff Development. This will not only streamline your internal processes but also align your staff development efforts with your organizational goals.