Video & Transcript: Segment Your Org Chart With Groups

Contents:

Segment your org chart with groups video
Segment your org chart with groups transcript

1. Segment your org chart with groups video

2. Segment your org chart with groups transcript

00:00 Hello, I'm Rory from the customer team up functionally. And in this video, we're gonna run through groups. And I'm gonna divide the call up or the video where this gives me open to two parts.
00:10 The first part will be the basics of groups. And then we'll go into a little bit more detail after that.
00:16 Uh, a bit deeper on the feature. So if you just want the basics, then at that stage, you can just pause the call and pause the video where this gives me and come back to it later on.
00:26 So we can see that we've got one of my demo scenarios here. And we can see that we've got the leadership team with some colors applied to the different functional areas.
00:36 But there's no way to clearly identify the different areas of the organization. Now groups allow you to segment the organization.
00:46 So we can see that if we zoom in on any part of the orchard and then hover over a position, There are these six dots that appear or a grid just directly above any position.
00:59 And if you click on that and then hover on add above on the menu that appears, hover over group and then select a group type.
01:09 So in this instance, I'm going to choose business unit and you'll notice cost center is blurred out. The reason that is is that it needs to be added to the lowest point on any hierarchy Because it doesn't have an org structure within it.
01:25 It's non hierarchical. So it's got multiple positions. So we'll create a business unit above our finance team. And you can see there here it's going to say new business unit by default, but we'll change this to finance.
01:42 And then we'll also create one, again, we'll create one above Rosalie here, a chief revenue officer, for sales and marketing.
01:58 Yeah, that's kind of it at a basic level. It's just a way to segment your org chart and then within that, you could add different groups.
02:06 So, if we wanted to add in our different geographies, we can add one for our MEA team here. So, we can add a region if we want.
02:23 You can also change the default group options that appear by clicking on the menu just to the right of the scenario name where it's those groups here and then clicking settings.
02:34 So you can see the default groups that you can add and you can add more yourself so you have the option to add in your group types where you can change the existing ones, rename them, change the iconography for them.
02:49 So that's the basics of groups at this stage. The next phase of this video is going to be looking at some of the slightly advanced elements of the feature or additional parts of the feature.
03:03 And the first thing that we'll look at are group calculations. So if we want to be able to see the head count or the full time equivalent for our different groups, we can do that using the View Settings menu, or we can do it at the top of the group.
03:17 So where we have not on that one, sorry, excuse me, we need to switch on our group settings first. So if we hover over Properties here, click on View Settings, hover over Properties.
03:29 down at the bottom of that list you'll notice that there is a section for group calculations. So we'll switch on total head count, which is the total number of people in that group, total full time equivalent.
03:41 So that's the each full time position counts for one half time position is 0.5. So it's going to give you the full time equivalent compensation.
03:51 And then we can also include vacancies. So if there are vacant positions, then they will show up in the total full-time equivalent.
03:59 They won't count as people, because there are no people in those positions. We're going to go ahead and do that, and then we'll save that view.
04:07 Now, you can see here we've got our total headcount, we've got our full-time equivalent, and then we've got our total compensation.
04:14 Total compensation will only appear for people who have sensitive data editor access or owner access. Any level of access below that, so basic editor comment and view only won't have access to them and share links never include them if there is a share link activated.
04:35 So those are slightly more basic end of these features, but there are other things that you can use them for as well, which is if you have goals for each group.
04:47 So let's say that you had a desired headcount for your sales and marketing team, then you can set targets for them in different ways.
04:56 So let's say that we wanted the headcount to be, now these are operating targets. Let's say we wanted the headcount to be between, I don't know, 140 and 160.
05:10 Then that's going to show up as us, not a target for our headcount. And let's say that we wanted our full-time equivalent to be between 150 and 160, and that's within target, and let's say that we wanted this to be between 17 million, and 18 million.
05:38 We can see that that's on target. You don't have to do them as a range. You can change them as a post at least or on set them as well, excuse me.
05:48 And then you can also access them on the settings menu. So if you click on the white space on any setting and any group, it's gonna open the settings menu and then you can change them in here also.
06:01 So it's making sure that your organization is strategically operating or operating at the level that it should be within the organization's strategy.
06:12 and so you can see that they can be set the further down you go through the organization, so you can see where perhaps any gaps may be appearing in your organization.
06:20 You can also set a description for any group and you can view the people who are in that group as well, change the color of the group in here and you can also, if you click on the ellipsis on the top corner of the group, you can change it, add another group or position above it and you can view a summary
06:44 of it in here. It will show you that it's the number of vacant positions, the number of occupied positions. You can duplicate a group including its contents.
06:55 Now it won't bring the people and it won't copy compensation. You can change the group type, change the color, collapse above, Remove, to remove, if you select remove group, only it's going to just remove the container around the group, or if you remove whole group, it's going to remove it, and it's
07:14 the people or positions rather excuse me within it, and then it will appear on the left hand side here. And then you can delete, so if you delete the group it's just going to disappear completely from the scenario, or delete the whole group, including the positions.
07:33 You can then comment on it as well, so if you hover over it, you can add comments to a specific group.
07:38 Let's say that you're going through a hiring plan for a group, then you can update the comments on there as well.
07:46 It is searchable on every view, so if we wanted to search for sales at marketing, we can click on the view settings menu, click top item and then search sales and marketing and you can see it appears here as boundary so that's that outline there and it's just going to filter only to the sales and marketing
08:09 department and then you can save that as default or you can save it as a new view as well so we'll go ahead and save it as sales and marketing And then whenever you open your scenario, it will appear in your list of views here.
08:30 So even if you're on your default view, you can quickly, quick sales and marketing, and it's just going to open that specific view.
08:37 And that's the same for all other views as well. So if you want to be able to filter on to a certain level on any of your other views, whether it's on the forecast sheet.
08:49 So let's say we wanted to just look at their sales and marketing group and then it will allow us to just filter it to that and we want to look at budget, budget status and then look at compensation.
09:13 So that will allow us to just filter that if we wanted to use it on the change plan we can also use it there so that if we wanted to just focus on, let's say we wanted to look at this scenario, an earlier version, and then just look at our sales and marketing.
09:36 So again, it's just going to filter out the other teams and other groups so that we're just looking at any changes that have been made in sales and marketing, and then the same in people in positions view.
09:48 So if we want just want it to be able to filter again to sales and marketing. And we can do that.
10:00 So that's groups and the additional features that are included in groups. If you have any questions or feedback for us, we'd love to hear from you.
10:08 That's at support at functiony.com. Support at functiony.com. Thanks very much. Bye-bye.