Building an Organizational Structure That Works

When it comes to building a thriving organization, one of the most essential tools is a solid organizational structure. At Citizen Church, our approach to structure isn’t just about defining roles—it’s about creating a foundation that supports growth, clarity, and collaboration.

 Why Structure Matters

 Think of your organizational structure as a map. It guides everyone in the organization on who does what, how decisions flow, and where responsibilities lie. For us, this clarity ensures every team member can focus on what they do best without confusion or overlap. Plus, a well-defined structure sets the stage for growth—whether that means adding new roles, scaling operations, or launching new initiatives.

To help visualize this, here’s an example of our organizational structure. This chart shows how the leadership and reporting framework is designed to foster efficiency and collaboration across the church.

Types of Organizational Structures

There’s no one-size-fits-all when it comes to structure. Different organizations thrive under different systems. At Citizen, we use a hybrid of divisional and functional structures.

• Divisional Structure: Ideal for organizations with distinct business units. Each unit operates semi-independently, allowing focused leadership and resources.

• Functional Structure: Perfect for ensuring specialized expertise in core functions like ministries, operations, and experience.

Why combine them? Because it allows us to have specialized teams that focus deeply on their areas of expertise while still aligning with our overall mission. This blend lets us stay nimble and focused—two things we value highly. In some cases, we even adopt a matrix structure, where certain roles report to multiple leaders. While it’s more complex, it helps maintain alignment across departments. 

The Power of Span of Control

Here’s a pro tip we’ve learned along the way: keeping a manageable “span of control” (the number of direct reports per manager) makes all the difference. For us, that magic number is five. Why? Smaller teams mean:

• More focused leadership

• Stronger relationships

• Better communication

 It’s one of those small decisions that makes a big impact. As we grow, we’ll reassess this number to ensure it continues to serve our needs.

The Role of Job Descriptions

Ever wonder why job descriptions matter so much? They’re not just a checklist of duties. For us, they’re a tool for clarity and alignment. They help team members understand their responsibilities and allow us to hire the right people for the right roles. Think of them as a playbook that ensures everyone knows their part in the bigger picture. And because roles are tied to our organizational structure, updates are simple and efficient when growth or change occurs.

Adapting for Growth

Organizations change. That’s a good thing—it means you’re moving forward. The beauty of a strong structure is that it grows with you. At Citizen, we’re always looking ahead, making adjustments as we expand. Whether it’s launching a new campus or rethinking our team setup, our structure gives us the flexibility to adapt without losing momentum.

For example, as we prepared for the launch of our North Campus, we centralized decision-making for operations and strategies. This allows us to maintain consistency across locations while tailoring ministry experiences to the community.

 The Executive Decision-Making Framework

Strong leadership is key to making a structure work, which is why our Executive Decision-Making Framework plays a crucial role. This framework ensures the right decisions are made at the right levels, streamlining communication and accountability.

From operational meetings (“Run the Business”) to strategic ones (“Change the Business”), this framework guides everything from financial planning to ministry strategy.

Takeaway for Leaders

If you’re building or refining your organizational structure, don’t just think about the “what”—think about the “why.” What kind of culture do you want to create? How can your structure support growth, clarity, and collaboration? And most importantly, how can it reflect your mission and values?

By focusing on these questions and investing in a thoughtful structure, you’ll not only position your organization for success today but also create the foundation for a thriving future.