Every business is aware of the importance of organization charts. It is also known as an org chart or organizational chart. It displays the structure of any organization.
Being a part of a creative agency, you must know how important it is to have an organizational chart. Because it is to understand the relationship between the departments, teams and employees.
It is designed and presented in the form of charts and flow diagrams using digital tools.
Learn how Creative agencies use charts to organize their teams and share responsibilities. Thus, leading to a smoother operation process for the business. Let’s dive into the basics of the organization charts to understand it and have no doubt left unanswered.
What is a creative agency org structure or agency org chart?
Creative Agency Organizational charts are also known as hierarchy charts. It is a representation of the structure of the innovative agency organization.
Circle and square shapes are used for an employee’s name and their respective job position.
They interlink with each other with the help of lines. It shows the relationship between the departments, teams, and their roles.
Creative agencies use org charts to look at the overview of the organization. Including the number of employees. Several levels, team interaction and relations, higher authorities and much more.
Creative agencies need the org chart at every step. It does not matter whether you are a big brand or a newbie. But structuring the org chart will be beneficial in many ways.
It is an invaluable tool. But it is proportional to the agency’s success. Not only success but efficiency, scalability, growth, communication, and culture.
While making the org chart, hundreds of questions will pop up immediately in your mind.
What should I take care of while making an org chart? Which type of org chart suits my business? How to make a flawless org chart? What mistakes to avoid while making it? What are the tools used for designing it?
And endless questions.
But to help you with these doubts, we have covered all the major topics in this article.
Creative agencies have different levels of job roles in the organization. Understanding the position is essential because it decreases miscommunication among teams and employees.
So, leading positions in any creative agency are :
- Management Team
The management team includes the top managers of respective departments. They have the power of decision-making and implementation.
The Board of Directors, Managing Director, and Agency President come under this category.
- Middle Level
The middle level is the team of people positioned below the management team. They have to execute the decisions made by top management.
Example -Production Head, Accounting Manager, Client Onboarding Manager, Marketing Manager, Head of technology etc.
- Junior Level
The Junior level is the employees who are responsible for the day-to-day operations. They are the first face for direct communication with the clients.
Marketers, developers, content writers, account executives, creative teams, etc., come under this category.
Agencies use a hierarchy org chart to group their employees. In this, their responsibilities can be drafted and managed. It gives an overview of the employees’ roles and who to report on their roles and positions.
There are 3 most common hierarchy systems – the traditional model, the matrix model and the pod system.
- The Traditional Model
The Traditional Model is generally opted for by large agencies with various services. This model has a centralized authority for all the departments they have to report.
It has divided based on departments. Particular departments have Marketing managers, finance managers, HR managers and so on. Moreover, this is further bifurcated into the teams working in those departments.
The dip in this model is that this does not allow and presents cross-functional relations.
It is best suited for large agencies providing specialized services to reduce dependency.
For example, Logo Design, Content Writing.
- The Matrix Model
The Matrix Model has similar authority and departments to the traditional model. Still, the plus point is that it allows cross-divisional teams.
Suppose any creative agency opts for this model. In that case, they can cater to their client’s needs by maximizing cross-communication.
But, there is one loophole in this model. It is not specified which team should report to whom. This confusion occurs because there are two authorities to report. That is the division head and the project head.
- The Pod System
The Pod System is more of an organic approach and is preferred by new agencies.
In this system, all the higher authorities were removed. And the client can have access to only 4 key lead departments of the organization, that is,
- Planning Lead
- Creative Lead
- Business/consumer Strategy Lead
- Project management Lead
So, anytime any department feels they can communicate or give tasks to others, they can do it.
This model’s benefit is minimizing the approval process and eliminating the senior heads.
1. Size of the agency
- For Bigger Agencies
All the large creative agencies offer many services to cater to their client’s needs. But managing a large number of people is not an easy task.
The team is sometimes so busy providing the work that they delay having a word with their client.
The agency should have one account manager for every team in large organizations. The account manager will be the primary person in the client and team interactions. So, the point of contact will remain constant.
It allows clients to develop a good relationship with the agency with the account’s main point.
The account manager is for sharing the main message or feedback with all the departments. Not to individuals.
- For Smaller Agencies
There is no hard and fast rule for everything. In Smaller agencies, the working environment is more flexible than in large agencies. They maintain a friendly and informal relationship with their employees.
The roles and responsibilities of employees are not fixed here. It varies according to the situation and needs.
The Pod system best fits these types of organizations. So, team members don’t need to seek central authority or head positions for approval.
2. Location of the agency
The hierarchy designed with more than one location should take care of. Because the agency will have clients from different geographical areas.
These clients will need daily face-to-face interactions for their queries and requirements. So, agencies functioning at multi-locations will have a structure like this.
In multi-location, the leading authority is not centralized but decentralized at different-different locations.
Communication is the main priority among different regions’ authorities.
The lack of communication will lead to confusion, misunderstandings and frustration.
So, managing the brand, all the region’s authorities must coordinate with each other.
- Shows clear reporting structure
In creative agency organizations, many departments are divided into teams, head autothirty, and managers.
New employees find it tough to assess whom to report to, whom to submit the project, or whom to ask in case of any query.
So, the org chart helps new and existing employees understand the agency’s structure.
- Efficiency of team
In the creative agency, the org chart helps increase team members’ efficiency. It helps in better communication among the different departments to streamline the workflow.
It increases the speed of the approval process and significant interdependence among departments.
Every creative organization needs new hiring according to their workflow. So, adding new employees to the organization must update the entire department. Hence, there is no delay or excuse in the client’s projects.
Conveying each and every one is tough. So here comes the role of an org chart, one click to update everyone in the organization.
- Manage workloads
In any creative agency, it is difficult to access the workload of every individual. So, the org chart helps creative agencies help to measure the workloads of managers.
To know how many employees they are managing and how many departments are under them.
Alone, the organization’s structure is not the only factor for the creative agency. But many other factors play an essential role in the improvement of the agency.
Now, I will share a few essential tips for your creative agency to make the right org chart or structure for you.
- Be flexible
Don’t be rigorous enough to fit your creative agency in the pre-defined org chart. Organizing is developing in a manner which needs some creating in the org charts.
So, be flexible to try new structures, recreate new charts, and try new strategies to check which one is best for you.
- Senior department people portray themselves as coaches.
Senior management teams or executives play an essential role in the creative agency. They dedicate half of their life to increasing the organization’s productivity.
With their knowledge and experience, they can be the best teachers for juniors. Instead taking authority of signing and approving.
If they can use their knowledge in teaching and guiding their junior team members. In that case, it will have a positive impact on the growth of the agency.
- Engage employees
While re-creating the org hierarchy, you must ask junior employees to put in their efforts. Not always seek senior people and the board of directors. Their suggestions can be valuable here.
In that created structure, executives and staff are the main ones who will put that in actuality. So, taking their insights might help you determine the best fit.
Coming to the best software to meet your goals for creating charts below software are:
- Freshteam – Best for drag and drop
- Monday – Best among all
- Microsoft Visio – Best for structure
- Lucid – Best for customization
- Gliffy – Best for Easy use
- Organimi – Best for something extraordinary rather than simple.
- Built For Teams -Best who want to plan, manage and keep their workforce
- Kosmo – Best to get your agency started and to streamline workflows.
So, most of you might be thinking now, “Which organization chart or hierarchy will be best for you?”
Let me tell you; that there is no straightforward answer to this question. Some agencies like traditional, whereas some like pods depending upon their sizes.
On the other side, some organizations like pod systems because they want flexibility.
In simple words, the best agency structure for your creative agency is the one which pleases your team.
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