We used to spend 8–10 hours a month managing our organizational chart. Now, it takes us as little as 30 minutes. It’s a significant improvement from where we were before. Adam Jackson | HR Specialist, Carta
Challenges: Fast-growing tech company needs a better way to keep their org chart up-to-date
When companies are in growth mode, things can change quickly. Job roles and descriptions change overnight, entire teams get moved around, and new employees are often hired by the dozen. With all of these changes happening simultaneously, it can be difficult to maintain an accurate and up-to-date organizational chart.
Adam Jackson, an HR Specialist for the technology company Carta, says this was the exact situation their team was facing. “We were using another type of software for our organizational chart,” explains Adam, “but it just didn’t make a ton of sense for us anymore. We added over two hundred people in the past year, and it was becoming really hard to manage.”
Over the course of any given month, Carta was hiring anywhere between 10 to 35 new employees. To keep track of all these new hires, Adam says that they would have to spend between eight and 10 hours a month on the administration of their org chart alone.
“The software we were using created a static organizational chart,” Adam says. “You couldn’t edit, collapse, or shrink it. Everytime we needed to make a change, we would have to create a whole new chart. It was annoying…and super time-consuming.”
For Carta, this type of software really didn’t make sense. Their company was moving faster than ever - but the process to keep their org chart up-to-date had become slow and tedious.
We were using another type of software for our organizational chart. But it just didn’t make a ton of sense for us anymore. We added two hundred people in the past year, and it was becoming really hard to manage.
Solution: Pingboard’s live organizational chart software
Adam says that they were ready to move onto something better. So, he started to search for a more efficient way to represent and update Carta’s org chart.
That’s when he came across Pingboard.
“Pingboard was the cleanest product we had seen,” remembers Adam. “We really liked how you could collapse different parts of the chart, and add color themes to the different business units.”
Using the Pingboard software, Adam was able to set up a real-time organizational chart for Carta that he could edit on the fly. The design, look, and feel of the chart was more intuitive, and much easier to navigate than what they had before. Even better, rather than having to start from scratch every time they added a new hire, Adam could now simply add, delete, or edit employee profiles.
“The implementation was very easy,” praises Adam. “We uploaded a file with our current organizational chart on it, and that was it. Now, whenever we have changes, we just make the edits through Pingboard.”
Once he saw how user-friendly the software was, Adam decided he himself could take over the responsibility of managing their org chart. This helped to free up another administrator who had previously been tasked with keeping it up-to-date.
“I've now taken over full responsibility for the organizational chart,” says Adam. “So I interact with it way more often than I did previously. The software is just so easy to use.”
Pingboard was the cleanest product we had seen. We really liked how you could collapse different parts of the chart, and add color themes to the different business units.
Results: Reduced org chart administration by over 80%
When it comes to results, Adam says that Pingboard has saved them a lot of time. It now takes them 80% less time to administer their org chart, compared to when they were using the static software from before.
“We used to spend eight to 10 hours a month managing our organizational chart,” says Adam. “Now, it takes us as little as 30 minutes to keep it updated for the month. It’s a significant improvement from where we were before.”
Carta has rolled out Pingboard to 100% of their employees, and Adam says they have given them all direct access to the org chart. He points out the ability to upload headshot photos to employee bios and the search functionality as being particularly useful features. The team from Carta also loves the ‘Who’s Who’ employee flash card game, which helps make it fun and competitive for them to learn the faces and names of all their new coworkers.
“It is better for employees,” explains Adam. “They can easily find out who everyone is now and where they’re located, because the chart is always up-to-date. The search functionality is great for that. Most people have pictures attached too, which is really helpful for new hires.”
Using Pingboard has even led to some unexpected benefits, such as making it easier to maintain the Carta website.
“We used to have a ‘Meet the Company’ page,” says Adam. “But we removed that when we got Pingboard. It's just much simpler to have everyone upload their headshot pictures here, rather than having us keep updating it for all our employees.”
At the end of the day though, Adam says all they really needed from Pingboard was to keep their organizational chart clean and updated. And on that front, Pingboard has definitely delivered.
It is better for employees. They can easily find out who everyone is now and where they’re located, because the chart is always up-to-date.