The following list of ingredients is intended to inspire. Select the ingredients that are most relevant to your needs in this particular proposal, or add your own:
- How is your company or project organized? Is it organized functionally, by client, or some other way? Do you wish to show all the parts or just the relevant ones?
- What do you want to emphasize, titles or names?
- Do you know the names or will you just be listing titles?
- Should you include photographs?
- What are your reporting structures and lines of communication?
- What benefits will your organizational structure provide?
- What are the points of contact in your organization?
Does it reflect the evaluation criteria or demonstrate anything of significance to the customer:
- Does it show sufficient oversight?
- Does it show roles and responsibilities?
- Does it show how resources will be allocated?
- Is there an escalation path for unresolved issues?
Sometimes you may want to provide two organization charts, one to show how the project fits into the organization of your company, and another to show how the project itself will be organized. This will depend on whether the client cares about your company’s management structure and where the project fits into it. If the customer cares only about the project staff, then a corporate organization chart likely won’t add much value to your proposal.
If you know the names of all the participants, include them on the chart. Naming staff can help show your readiness to start quickly and draw attention to particularly well-qualified participants. If you don’t (yet) know the project staff, identify positions by title or role. Either way, it may also be a good idea to include a table defining project staff positions, roles, and responsibilities.
You may wish to include corporate functions that will provide indirect support to the project , such as Accounting and Human Resources, on the organization chart if you think that may add value in the eyes of the customer. If the customer will interface primarily with certain people, then you might want to illustrate those communication lines by including the customer’s name.
Your org chart should convey a message, such as we:
- Have the resources needed
- Are accessible to the client
- Are ready to start
- Will respond quickly
- Are organized the same way you are
- Have capabilities that exceed the requirement
- Have quality and accountability built into our structure