--- title: "Checklist: Setting Up a Horizontal Structure" url: "https://rolebase.io/en/blog/horizontal-checklist" --- [Rolebase](/) ⟩ [Blog](/en/blog) # Checklist: Setting Up a Horizontal Structure Explore the key steps to implement a horizontal structure that fosters collaboration and innovation within your company. March 7, 2025 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](https://slack.com/). * **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 ![](https://img.youtube.com/vi/UtB2dN9iPGQ/maxresdefault.jpg) ## 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](/en/features) 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](/en/features)**: 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](/en/blog/role-based-management) Rolebase [Dynamic org charts](/en/features), task tracking Communication [Teams](https://www.microsoft.com/en-us/microsoft-teams/group-chat-software)/Slack Real-time discussions, dedicated channels Documentation [Notion](https://www.notion.so/)/[Confluence](https://www.atlassian.com/software/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](https://finsweet.com/company), 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](https://trello.com/), [Asana](https://asana.com/), [Monday.com](https://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](https://en.wikipedia.org/wiki/Valve_Corporation) and [Gore-Tex](https://en.wikipedia.org/wiki/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](https://en.wikipedia.org/wiki/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. ![](/.netlify/images?url=_astro%2Fthumbnail.CAo0dQ5z.jpg&w=1376&h=768&dpl=69f91a50ecb8550008d1fb44) Table of contents [1\. Related YouTube Video](#related-youtube-video) [2\. Step 1: Assess Organizational Readiness](#step-1-assess-organizational-readiness) [3\. Step 2: Plan the Horizontal Structure](#step-2-plan-the-horizontal-structure) [4\. Step 3: Launch the New Structure](#step-3-launch-the-new-structure) [5\. Step 4: Measure Results](#step-4-measure-results) [6\. Step 5: Sustain the Structure](#step-5-sustain-the-structure) [7\. Summary](#summary) Table of contents 1\. Related YouTube Video 2\. Step 1: Assess Organizational Readiness 3\. Step 2: Plan the Horizontal Structure 4\. Step 3: Launch the New Structure 5\. Step 4: Measure Results 6\. Step 5: Sustain the Structure 7\. Summary Rolebase is the open-source platform for self-managed organizations. Clarify roles, run efficient meetings, and make better decisions as a team. [Discover Rolebase](/en) [Book a demo](/en/contact) Try Rolebase for free Clarify roles, run efficient meetings, and make better decisions as a team. [Book a demo](/en/contact) [Try on your own](/signup) ## Continue reading [![](/.netlify/images?url=_astro%2Fthumbnail.CDVRBe_V.jpg&w=1376&h=768&dpl=69f91a50ecb8550008d1fb44) March 3, 2025 ## Complete Guide: Transitioning to Horizontal Management Explore the keys to transitioning to horizontal management to improve collaboration, communication, and engagement within teams. ](/en/blog/horizontal-transition)[![](/.netlify/images?url=_astro%2Fthumbnail.DOyoRsfc.jpg&w=1376&h=768&dpl=69f91a50ecb8550008d1fb44) March 2, 2025 ## 7 Essential Tools for Managing Horizontal Teams Discover the 7 essential tools to optimize horizontal team management, fostering collaboration and efficiency. ](/en/blog/horizontal-tools)[![](/.netlify/images?url=_astro%2Fthumbnail.DOm8NGmq.jpg&w=1376&h=768&dpl=69f91a50ecb8550008d1fb44) March 6, 2025 ## How to Define Roles in a Horizontal Organization Learn how to define clear roles in a horizontal organization to improve collaboration and team efficiency. ](/en/blog/define-roles)