A person can appear on more than one page of a large organisation chart. Before maintaining those repeated representations, decide which information should agree and which page arrangements serve different readers.

Use a copied organisation chart in Visio Professional 2024 or 2021 for Windows. In the wizard’s multi-page options, select Synchronize employee shapes across pages. Use a fictional employee who appears on two pages and retain the original chart for comparison.

Test information and layout separately

For synchronized copies, edits to employee-shape text and data apply to the corresponding copies on other pages. Adding, deleting or moving a synchronized shape is different: that structural change applies only to the affected shape.

Change the fictional employee’s displayed role from Analyst to Reviewer and inspect both copies. Then move one representation to a clearly different position on its page. Check the other page independently instead of assuming every edit follows the text synchronisation rule.

If trying deletion, do so only in the saved practice copy and account for the other representation afterward. Keeping these trials separate makes the behaviour easier to interpret than changing text, position and structure together.

Preserve the organisational meaning

For the working chart, record which person each repeated representation identifies. A similar name is not a sufficient acceptance check when several employees share it; use the organisation’s appropriate internal reference without exposing private details in a public example.

Ask the chart owner to review the reporting relationship on each page. Matching job-title text does not independently establish that every relationship in the drawing is correct. Treat content consistency and the accuracy of the organisational structure as separate review questions.

Keep a short maintenance note with the page list and intended repeated employee. The useful outcome is knowing which edit should propagate and which needs a deliberate page-by-page decision, without assuming that diagram edits update an external HR system.

Sources: Microsoft official guidance.