04. Positions[6:39]

Description: This video provides an overview of the “Positions” area of the OrgPlanner solution.

Transcript:

Let’s take a look at Positions. When you click on the Positions button, you are presented with a positions chart. This is not unlike Org Charts you’ve seen in the past. The Org Chart allows you to define the officers of the organization, the important VP’s, other key individuals, and positions that can be held by department.

0:29 So quick overview. The items in blue represent a department. The boxes represent a position. And not only does it represent a position, such as the Director of Operations, but it also tells you what staff member is holding that position. Or in this case vacant. No to define the mechanism for this, you do that by setting up your departments. So if I click on the departments tab, you can see I have several departments here. Let me delete one, close that. Let’s say I want to set up a new department in this slot here; I’ll click new, for new department, and we’ll just say New Dept. and we will put that in the Column Position 15. And we can say that department reports to the VP of Operations. Now I have to find a brand new department here in the 15 box of slot if you will, column. And now I wanted to find a position for that department. So position would be Head of New Dept. And I can define a person who will fulfill that role. I could even put a note here. Let’s close that for now. And you can see that I have Head of New Dept. as my position held by Albert Roberts and I even put my note right next to that. So good example of a note would be “only part time”, something like that.

2:23 So to define positions on existing departments, you simple click on the area here that is a plus, and New Position, you can assign it to somebody, and you can make the sort order, let’s do a 6 on this one. And the sort order dictates where they fall in the column. So the ones in black are automatically sorting to one. Or the ones you define as sorting by one will be black. So this new position is 6, I can put it as 2, and let’s go ahead and create another one here. And we do not know who is going to fill that yet, so we will do vacant as the staff name. And this one will be position sort order 3. So now that is sort order 3. So that is how you add a new position. And that’s how you add a new department. You can do the same with Staff. Create a new staff member here. And then once you add a new staff member, they can be used in your positions. I’ll add Tony here to the new position we just created.

3:47 The position button gives you a complete list of all your positions in the system. And if I click on this triangle, I can go to the detail view of that position. I can click on this button to go back to the list view. This is a convenient way to redefine the sort order of these positions.

4:10 Let me show you one other feature. If I click on the department label, I’ll be presented with a list of just those positions in the department. And again, we can redefine the sort order. So let’s say the facilities manager is 3 and the manager of HR is 2. Now I’ve just flipped these positions in their sort order. Also note that when we define departments, we can specify who that department reports to. So in this case let’s say Operations, they are reporting to the VP of Operations. So when I define that, you can see here that the VP of Finance has a position of Chief Financial Officer and that person is Mary Williamson. And the departments that Mary is responsible for would be finance. Likewise with Operations and so forth. So you go into the departments to define these key individual areas. Again this was set up with the Chief of the organization to be here and the respective VP’s or directors at this level with the departments they are responsible for and then finally these areas to be used as you wish for the department heads and staff.

5:36 Also on this screen is the ability to highlight. We saw a little bit of it earlier, but if I wanted to highlight Fred Wilson, you can get a quick bird’s eye view of the different positions Fred holds. When you are growing an organization you may have a lot more positions then you have staff to fill. So it’s nice to see how busy people are in certain areas so that you can move them around. It just helps you plan your OrgChart and your organization. Especially in the early stages when you have more need than staff to fulfill. And then any vacant positions you have can also be highlighted like that. You can print the OrgChart, if you are on a Macintosh you can save as a PDF and it’s automatically built in. If you are on Windows you can get Adobe Acrobat or other PDF writers to save this to a PDF. If you want to go to your printer, this is set up to print to tabloid size, which is 11 X 17 inches.