Small Company Organizational Chart with many Shared Roles

A

adroit

#1
My company currently has 12 employees, and is in transition from a research stage to a design stage, and as such, we are working on getting quality systems in place, starting with design controls, document controls, and training. (We won't be manufacturing for another year, and those will be devices for validation studies.) I'm working on the quality manual, and looking at putting in an org chart. Under the CEO we basically have 4 departments: Finance, Business Development, Assay Research, and Engineering. Most of the functions related to quality (Quality Assurance, Document Control, HR, Safety, Purchasing) are held by people whose primary functions are in these other groups. (For example, Document Control includes one scientist in Assay Research and one systems engineer in Engineering, and the CEO performs the HR duties.)

Is an org chart required in a Quality Manual for a company like this?

If you were putting together this org chart, would you list the quality-related functions even thought hey aren't explicit groups?

Does anyone have an example of an org chart in a similar organization?

Thanks!
 
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Helmut Jilling

Auditor / Consultant
#2
Re: Org Chart - small company with many shared roles

My company currently has 12 employees, and is in transition from a research stage to a design stage, and as such, we are working on getting quality systems in place, starting with design controls, document controls, and training. (We won't be manufacturing for another year, and those will be devices for validation studies.) I'm working on the quality manual, and looking at putting in an org chart. Under the CEO we basically have 4 departments: Finance, Business Development, Assay Research, and Engineering. Most of the functions related to quality (Quality Assurance, Document Control, HR, Safety, Purchasing) are held by people whose primary functions are in these other groups. (For example, Document Control includes one scientist in Assay Research and one systems engineer in Engineering, and the CEO performs the HR duties.)

Is an org chart required in a Quality Manual for a company like this?

If you were putting together this org chart, would you list the quality-related functions even thought hey aren't explicit groups?

Does anyone have an example of an org chart in a similar organization?

Thanks!
The requirement is to define responsibilities and authorities. You can do that in an org chart or any other method you find useful.
 
N

nickh - 2011

#3
Re: Org Chart - small company with many shared roles

What I've done before is to define the roles in the org chart, and not the names of the people filling the roles. Separately, keep a simple personnel table (e.g., Excel spreadsheet) and list their roles. It's much easier to maintain this way.
 

bobdoering

Stop X-bar/R Madness!!
Trusted Information Resource
#4
Re: Org Chart - small company with many shared roles

What I've done before is to define the roles in the org chart, and not the names of the people filling the roles. Separately, keep a simple personnel table (e.g., Excel spreadsheet) and list their roles. It's much easier to maintain this way.
I have done a similar approach, with one other detail. Al procedures were written with generic 'roles' - such as production leader, gage leader, documentation leader, etc. Then, had a cross-reference of titles to roles. If there were enough 'hats' in the role definitions, then the cross-reference and org chart were all that ever needed changed. Quite frankly, the the re-orgs that bigger organizations go through, it may be as practical there as it is for smaller organizations.
 
A

adroit

#5
Re: Org Chart - small company with many shared roles

Thanks for the suggestion. The org chart can be created to include all the roles. Then each individual is in one or more of these roles, and this is laid out in the excel spreadsheet.
 
J

JaneB

#6
Re: Org Chart - small company with many shared roles

Thanks for the suggestion. The org chart can be created to include all the roles. Then each individual is in one or more of these roles, and this is laid out in the excel spreadsheet.
Yes. The important thing is defining roles, responsibilities and authorities - who does what and who can do what. Often these things are quite 'blurry' in smaller companies, because of the overlap in roles. The advantage of setting out ALL the roles is so that it's clear.

I suggest to people in such a situation they think of the various roles as hats that they take off/put on as need be. And when/if the company grows, you already have a role defined.
 
A

adroit

#7
I have another question related to this topic, as I start working on the training procedure: job descriptions. In a system where the procedures and the org chart define roles (not titles), would you write job descriptions by role (so some individuals would have many), or by individual (include all the roles the individual has in the job description)?
 

Stijloor

Staff member
Super Moderator
#8
I have another question related to this topic, as I start working on the training procedure: job descriptions. In a system where the procedures and the org chart define roles (not titles), would you write job descriptions by role (so some individuals would have many), or by individual (include all the roles the individual has in the job description)?
Yes, be smart. Write job descriptions to the ROLE.
You may have employees that play different roles.
However, they need to be COMPETENT to play that role.

Stijloor.
 

Helmut Jilling

Auditor / Consultant
#9
I have another question related to this topic, as I start working on the training procedure: job descriptions. In a system where the procedures and the org chart define roles (not titles), would you write job descriptions by role (so some individuals would have many), or by individual (include all the roles the individual has in the job description)?
I agree with Stijloor. In most cases, describing the positions is approrpiate. If there is a unique individual with special skills, you can define a specific one for that individual.

I also point out that the standard talks about defining the skills needed for each position. I find a detailed list of skills for each position, with more detail than the typical 1 page HR job description, is a highly useful tool for continual improvement.
 

AnaMariaVR2

Trusted Information Resource
#10
Yes, be smart. Write job descriptions to the ROLE.
You may have employees that play different roles.
However, they need to be COMPETENT to play that role.

Stijloor.
:agree1: agree with going w/ roles on ORG charts.


Under the CEO we basically have 4 departments: Finance, Business Development, Assay Research, and Engineering. Most of the functions related to quality (Quality Assurance, Document Control, HR, Safety, Purchasing) are held by people whose primary functions are in these other groups. (For example, Document Control includes one scientist in Assay Research and one systems engineer in Engineering, and the CEO performs the HR duties.)
Have there been any formal assessments of the actual need to hire someone else (QA leader) as your company moves forward in this transition period? And if the company is eventually going to hire someone in the future for this QA role, why not bring a competent quality person on board early on (now) in the transition process so that the right quality foundations are adequately put in placed and built into the operations, processes and systems? :2cents:

...and by assay research, do you mean assay development?

Good luck!:)
 
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