Checklist: Setting Up a Horizontal Structure

A horizontal structure simplifies how a company is organized by removing intermediate hierarchical levels. It promotes autonomy, collaboration, and innovation while speeding up decision-making. Here are the essential steps to make this transition a success:

• Assess the current state: Map out the existing structure, identify friction points, and define clear objectives.

• Plan: Redefine roles, establish decentralized decision-making rules, and choose the right tools such as Rolebase or Slack.

• Train and test: Train teams and managers, then launch pilot projects with small teams.

• Monitor and adjust: Measure results using key indicators (productivity, satisfaction, innovation) and gather team feedback.

• Sustain: Develop collaborative habits, ensure ongoing training, and update tools regularly.

Comparing the benefits of a horizontal structure

Aspect	Main benefit
Communication	Smoother and more transparent
Decision-making	Faster and simpler
Innovation	Encourages creativity
Collaboration	Strengthens teamwork
Motivation	Increases employee engagement

Adopting a horizontal structure, especially for startups or creative teams, can transform your internal processes and improve overall efficiency. Dive into the details to discover the tools, strategies, and concrete examples that will help you succeed in this transition.

Related YouTube Video

Step 1: Assess Organizational Readiness

Carefully analyze your organization’s readiness to ensure a smooth transition. This initial step aligns the transformation with your strategic objectives.

Map the Current Structure

Start by documenting your organization’s current state. A detailed map should include:

Element to examine	Key points to consider
Hierarchical structure	Management levels in place
Workflows	Existing decision-making processes
Communication	Formal and informal channels used
Friction points	Identified inefficiencies or obstacles

This analysis will serve as the foundation for setting clear, tailored objectives for your transformation.

Define Clear Objectives

Set objectives using the SMART framework to guide the transformation. Make sure to include:

• Specific indicators to measure progress,

• Realistic timelines for each phase,

• Measurable outcomes that are well defined.

Secure Leadership Support

Leadership support is crucial for a successful transition. Here is how to secure it:

• Present a detailed strategic plan with concrete actions.

• Train managers to embrace the new organizational model.

• Identify and address potential resistance with tailored strategies.

According to a Prosci study, proactive change management significantly reduces resistance from the very start of a project. Leadership support is an essential foundation for effectively planning the new horizontal structure.

Step 2: Plan the Horizontal Structure

Organize the horizontal structure by rethinking roles and decision-making processes.

Redefine Roles

For a functional horizontal structure, transforming traditional roles is essential. Here are some key aspects to examine:

Aspect	Old Structure	New Structure
Job definitions	Fixed	Competency-based roles
Responsibilities	Hierarchical	Distributed by project
Evaluation	Annual review by a superior	Continuous peer review
Growth	Vertical	Multidirectional

Establish Decision-Making Rules

Put a clear decision-making framework in place that encourages autonomy while ensuring organizational consistency:

• Strategic decisions: made by team consensus.

• Operational decisions: delegated to functional circles.

• Day-to-day decisions: left to individual initiative, within a defined framework.

Once these rules are established, choose the right tools to support these processes.

Select Software Tools

To support the new structure, choose tools that promote collaboration and transparency:

Function	Recommended Tool	Strengths
Role management	Rolebase	Dynamic org charts, task tracking
Communication	Teams/Slack	Real-time discussions, dedicated channels
Documentation	Notion/Confluence	Centralized knowledge base

Before a company-wide rollout, start with a pilot project involving a small team. This allows you to test the tools, identify potential issues, and adjust processes as needed.

For example, Rolebase offers features that are particularly useful for horizontal governance:

• Evolving organizational mapping

• Role and responsibility management

• Tools to facilitate meetings

• Synchronization with external calendars

To ensure effective adoption of these tools, plan tailored training sessions for your teams. This will maximize their uptake and impact.

sbb-itb-77d9745

Step 3: Launch the New Structure

Train Your Staff

To ensure a successful transition to the new structure, training your teams is critical. Here are the three main groups involved:

Type	Topics	Objective
Managers	Collaborative leadership, governance tools	Strengthen their ability to facilitate change
Employees	Digital tools, new processes	Encourage autonomy and decision-making
Teams	Team-building workshops	Improve communication and collaboration

This training includes hands-on workshops, coaching sessions, and structured learning programs. Once the teams are trained, test the model with a small group to evaluate the effectiveness of the new processes.

Test with Small Teams

Start by experimenting with small teams, then expand gradually. For example, Finsweet, a 50-person company, demonstrated that teams of 3 to 5 people offer several advantages:

• Faster decisions

• Higher quality work

• Less need for supervision

This early feedback allows you to refine the model before scaling it up.

Deploy Company-Wide

For successful decentralized management, certain tools are essential:

Category	Recommended Tools	Use
Project Management	Trello, Asana, Monday.com	Task and workflow tracking
Communication	Slack, Microsoft Teams	Fast and efficient exchanges
Governance	Rolebase	Role organization and responsibility mapping

Rolebase is especially valuable thanks to features such as:

• Dynamic org charts and clear role management

• Personalized onboarding support

• Coaching sessions tailored to team needs

The success of this phase depends on constant monitoring and adjustments based on team feedback.

Step 4: Measure Results

Define Success Indicators

To evaluate the effectiveness of your horizontal structure, track relevant key indicators:

Category	Indicators	Objectives
Performance	Productivity rate, decision timelines	Improve processes
Human Resources	Retention rate, satisfaction	Strengthen team engagement
Innovation	Number of initiatives, adoption rate	Boost internal momentum
Customer	Customer satisfaction, loyalty rate	Improve business impact

Studies show that cross-functional collaboration helps reduce turnover and improve employee retention. Regular analysis of these indicators ensures the transformation stays on track.

Gather Team Feedback

Team feedback is essential for quickly identifying areas for improvement. For instance, 85% of employees take more initiative, 73% collaborate better, and 48% invest more effort in their tasks.

Three main tools can help you collect this feedback:

• Anonymous surveys: These questionnaires allow you to gather honest opinions on topics like management effectiveness or working conditions.

• One-on-one meetings: Schedule monthly conversations between team members and managers to foster constructive dialogue.

• Digital platforms: Collaborative tools facilitate real-time exchanges and continuous idea sharing.

These channels ensure clear and timely information flow, allowing you to adjust practices accordingly.

Make Improvements

“Employee feedback is much more than just a routine exchange of comments; it’s an essential tool that shapes how we work together, improve, and grow.”

Turn this feedback into concrete actions. Analyze trends, set priorities, and adjust your strategies using the data collected.

Take the example of the company Violeta: by integrating real-time dashboards for financial analysis, they were able to track costs instantly and improve decision speed. This approach highlights the importance of continuous adaptation to achieve specific goals.

Step 5: Sustain the Structure

Build Team Habits

For a horizontal structure to work over the long term, well-defined collaborative practices are essential. Some companies, particularly in mobile analytics, have shown how structured team habits can improve communication and efficiency.

Here is a framework to solidify these practices:

Area	Actions	Benefits
Communication	Define specific channels by message type	Clearer and more efficient exchanges
Focus	Block time slots for deep work	Increased productivity
Collaboration	Schedule regular brainstorming sessions	Foster creativity
Mentoring	Set up mentoring programs	Develop skills

These habits must be supported by continuous, needs-based training.

Ensure Ongoing Training

Regular training plays a key role in the success of a horizontal structure. Companies that invest in this area often see greater autonomy and initiative from their employees.

Here are three areas to prioritize:

• Horizontal Leadership

  Organize monthly workshops, coaching sessions, and pilot projects to strengthen shared leadership skills.

• Digital Skills

  Familiarize teams with collaborative tools and their updates, and share best practices across teams.

• Personal Development

  Improve communication and emotional intelligence skills, and train in conflict resolution for better team cohesion.

Keep Tools Up to Date

In addition to training, keeping your tools current is crucial to meet the evolving needs of your team.

• Smart Automation

  Automate updates, test them in a secure environment, and monitor performance after deployment.

• Customization

  Tailor tools to your teams’ specific needs and configure workflows to match your processes.

Be sure to rigorously test each update and gather user feedback for continuous improvements.

Summary

This summary brings together the key points for a successful transition to a horizontal structure. By taking a structured approach and using the right tools, you can transform how your organization operates. Examples like Valve Corporation and Gore-Tex show that this type of structure can improve efficiency.

Here are the main phases to guide your transition:

Phase	Actions	Tools
Preparation	Analyze the organization, define clear objectives	Rolebase for role mapping
Implementation	Train teams, launch pilot projects	Slack, Asana for collaboration
Monitoring	Track indicators, adjust processes	Custom dashboards for tracking

These steps are built on three key principles:

• Direct communication

  Promote clear communication without unnecessary intermediaries.

• Ongoing training

  Teach teams to master collaborative tools and embrace shared leadership.

“The horizontal structure is designed to increase collaboration, agility, and innovation by eliminating unnecessary management layers. It empowers employees to take on more responsibility and make decisions faster, creating a flexible and efficient work environment.”

• Gradual adoption

  Test first with pilot teams before extending the structure across the entire organization. For example, Zappos adopted Holacracy, a system where authority is distributed among teams.

Create a framework that encourages autonomy and accountability. By integrating these elements, you will lay the foundation for a successful and lasting transition to a horizontal structure.