Organization Structure

Introduction

The Organization Structure feature in Gangmates allows you to define, manage, and visualize your company's hierarchy. This includes creating Groups, Business Units, Departments, and Teams to align responsibilities and streamline workflows. Whether your organization follows a hierarchical, flat, or project-based structure, this feature provides the flexibility to adapt to your unique needs.

Key Components and Definitions

  1. Groups:

    • High-level divisions that organize your company into major categories.

    • Types:

      • Project: For managing special or temporary projects that may include internal staff and external partners.

      • Functional: Represents key functions of the organization, such as Technology, Finance, or Human Resources.

      • Corporate: Reflects corporate-level divisions or strategic areas of the company.

      • Security: For access management and permissions (not the focus of organizational structure setup).

  2. Business Units:

    • Subdivisions under groups, focusing on specific areas or domains.

    • Example: Cyber Security under the Technology group.

  3. Departments:

    • Subunits within business units, responsible for specific tasks or operations.

    • Example: Identity and Access Management (IAM) under Cyber Security.

  4. Teams:

    • Operational units within departments or standalone teams for projects.

    • Example: Privileged Access Management (PAM) team under IAM.

Use Cases

  1. Hierarchical Organizations:

    • Ideal for companies with structured divisions, business units, and departments.

    • Example: A Corporate group for executive functions with Business Units like Finance and Technology.

  2. Flat Organizations:

    • Enables simpler structures with standalone teams.

    • Example: A Project group for a special initiative with cross-functional teams.

  3. Project-Based Organizations:

    • Focuses on dynamic teams assigned to specific, time-bound projects.

    • Example: A Project Mercury group for a cross-functional product launch.

Step-by-Step Guide

Step 1: Create a Group

  1. Navigate to Groups:

    • Go to Organization -> Groups.

  2. Add a New Group:

    • Click the Add Group button.

  3. Fill in Group Details:

    • Group Name: Provide a meaningful name, e.g., "Technology Division."

    • Type: Select one of the following:

      • Project: For special projects involving internal and external stakeholders.

      • Functional: For major organizational functions, like HR or IT.

      • Corporate: For corporate-level divisions, like Strategy or Operations.

    • Description: Provide a clear description of the group’s purpose.

    • Owner: Assign a senior leader, such as a division head or project manager.

    • Associated With: Link the group to relevant Business Units, Departments, or Teams.

  4. Save:

    • Click Save to finalize the group.

Step 2: Create a Business Unit

  1. Navigate to Business Units:

    • Go to Organization -> Business Units.

  2. Add a New Business Unit:

    • Click the Add Business Unit button.

  3. Fill in Business Unit Details:

    • Business Unit Name: Enter the name of the unit, e.g., "Cyber Security."

    • Description: Provide details about the unit's scope and objectives.

    • Owner: Assign the business unit leader, e.g., Chief Information Security Officer.

    • Group: Select the group this unit belongs to.

  4. Save:

    • Click Save to create the business unit.

Step 3: Create a Department

  1. Navigate to Departments:

    • Go to Organization -> Departments.

  2. Add a New Department:

    • Click the Add Department button.

  3. Fill in Department Details:

    • Department Name: Enter the name, e.g., "Identity and Access Management (IAM)."

    • Description: Provide details about the department's functions.

    • Owner: Assign the department leader, e.g., Director of IAM.

    • Business Unit: Select the business unit this department belongs to.

  4. Save:

    • Click Save to create the department.

Step 4: Create a Team

  1. Navigate to Teams:

    • Go to Organization -> Teams.

  2. Add a New Team:

    • Click the Add Team button.

  3. Fill in Team Details:

    • Team Type: Select:

      • Functional: For standard operational teams within departments.

      • Special: For project-based or cross-functional teams.

    • Team Name: Provide a name, e.g., "Privileged Access Management (PAM)."

    • Description: Add details about the team’s responsibilities.

    • Department: Assign a department if applicable (leave blank for special teams).

    • Owner: Assign the team leader or manager.

    • Members: For special teams, assign users directly during creation.

  4. Save:

    • Click Save to finalize the team.

Tips and Best Practices

  1. Clear Naming Conventions:

    • Use consistent and descriptive names to ensure clarity across the organization.

  2. Leverage Associations:

    • Always associate groups, business units, and departments to ensure a well-structured hierarchy.

  3. Use for Special Projects:

    • Create Project groups and special teams for initiatives requiring cross-functional collaboration.

  4. Review Regularly:

    • Periodically update the structure to reflect organizational changes.

Troubleshooting

  1. Cannot Add Subunits:

    • Ensure the parent group or business unit exists before creating departments or teams.

  2. Teams Not Visible in Group:

    • Verify the correct associations were selected during team creation.

  3. Missing Assignments:

    • For special teams, ensure members are added during or after team creation.

Support

For further assistance, contact support@gangmates.com. Provide relevant details, such as group names, business units, or departments experiencing issues, to facilitate faster resolution.

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