5.4Create your templates & personalized shapes
The essentials in 30 seconds
- CUSTOMIZED SHAPES: create (draw/modify/combine) a shape when the standard ones are not enough (symbol specific to your field/company), with text, shape data, behaviors.
- CUSTOMIZED TEMPLATES (stencils): create your own library of reusable shapes (in the Shapes pane of all your diagrams) — especially to STANDARDIZE.
- Corporate STANDARDIZATION: a corporate template (symbols/shapes in brand colors) + corporate MODELS (preconfigured starting points) → coherent diagrams that comply with the charter, reusable by everyone.
Ongoing mini-case — Nadia applies “Create your templates & personalized shapes”
Nadia, quality and organization manager in a service SME in Algiers, must create her personalized shapes and templates (and business models) to have exactly the desired shapes and standardize the diagrams. She starts from “Create your templates & custom shapes” and follows the procedure: Create a custom SHAPE: draw it (drawing tools), modify an existing shape, or combine shapes; add text, shape data to it. Create a custom TEMPLATE: a library of your reusable shapes, which appears in the Shapes pane of all your diagrams. Standardize: create a company template (symbols/shapes in brand colors) that everyone uses, for consistent diagrams that comply with the charter. Create business TEMPLATES (preconfigured starting points: templates, layout, title block, theme) so that everyone starts on a standard basis. Expected result: You create your personalized shapes and templates (and business models): have exactly the desired shapes and above all STANDARDIZE the diagrams of an organization — a rewarding expert use.
Ongoing case from section 5.4: it comes back in the script and the 48 hour challenge.
1. Custom shapes
At the expert level, we no longer just use existing shapes: we CREATE our own shapes and templates, to meet specific needs and standardize. Custom shapes: Visio provides thousands of shapes, but sometimes you need a shape that doesn't exist (a symbol specific to your domain/company, a specific shape). You can CREATE it: draw a shape (with Visio's drawing tools — lines, rectangles, curves, etc. combined), or MODIFY an existing shape, or COMBINE shapes. We can give it text, shape data (properties), behaviors. Creating a custom shape allows you to have exactly the symbol you want when standard shapes are not enough.
2. Templates & business models
Personalized templates (stencils): beyond an isolated shape, you can create your OWN TEMPLATE — a library of reusable shapes, bringing together the shapes you often use (customized and/or standard shapes). You create a personalized template, add your shapes to it, and REUSE it in all your diagrams (it appears in the Shapes pane). This is very useful for STANDARDIZING: a company can create a template with its standard symbols/shapes (in brand colors, with the right business symbols), which all employees use — guaranteeing coherent diagrams that comply with the charter. Likewise, you can create Business TEMPLATES: preconfigured starting points (with the right templates, a layout, a title block, a theme) for the organization's types of diagrams — so that everyone starts on a standard basis. Important points. (1) Creating shapes/templates is an ADVANCED use, especially useful for STANDARDIZING (business shapes/templates/models) or responding to specific needs (specific symbols). (2) It's more complete in Visio DESKTOP. (3) A library of corporate shapes/templates/models is an ASSET: it capitalizes on the organization's standards (symbols, charter, layouts) and makes them reusable by everyone — consistency, time savings, professionalism. (4) For most users, EXISTING shapes/stencils/templates are sufficient; creation is aimed at those who have specific needs or want to standardize (often a referent who creates the templates for the team). Creating templates and personalized shapes is what allows you to ADAPT Visio to specific needs and standards: have exactly the desired shapes, and above all STANDARDIZE the diagrams of an organization (templates/business models). This is an expert-level use, particularly rewarding for a Visio referent or an organization that wants coherent diagrams that conform to its charter — the culmination of mastery, where you no longer submit to the forms provided but where you shape your own diagramming environment.
🔎 Concrete example — Standardize an organization
A shared asset.
Company template: business symbols in brand colors.
Templates: preconfigured title block, layout, theme.
→ everyone starts on a standard basis: consistency, saving time.Result: rewarding expert use (referent, organization).
Reflex: For the most part, existing shapes are enough.
Section vocabulary
- Custom shape
- Shape created (drawn, modified or combined) for a specific need when standard shapes are not sufficient; with text, shape data, behaviors.
Simple example: In “Create your templates & custom shapes”, Nadia applies it as follows: create a custom SHAPE: draw it (drawing tools), modify an existing shape, or combine shapes; add text, shape data to it.
What it is not: It is not a simple decorative element: without this reference, the diagram loses clarity or rigor.
Reflex: Custom shape → shape created (drawn, modified or combined) for a specific need when standard shapes are not enough
- Customized template (stencil)
- Library of reusable shapes that we create (custom and/or standard shapes), reused in all its diagrams; to standardize.
Simple example: In “Create your templates & custom shapes”, Nadia applies it as follows: create a custom SHAPE: draw it (drawing tools), modify an existing shape, or combine shapes; add text, shape data to it.
What it is not: It is not a simple decorative element: without this reference, the diagram loses clarity or rigor.
Reflex: Personalized template (stencil) → library of reusable shapes that you create (custom and/or standard shapes), reused in all your diagrams
- Enterprise standardization
- A company template (standard symbols/shapes, in brand colors) used by everyone → coherent diagrams that comply with the charter.
Simple example: In “Create your templates & custom shapes”, Nadia applies it as follows: create a custom SHAPE: draw it (drawing tools), modify an existing shape, or combine shapes; add text, shape data to it.
What it is not: It is not a simple decorative element: without this reference, the diagram loses clarity or rigor.
Reflex: Company standardization → a company template (standard symbols/shapes, in brand colors) used by everyone → consistent diagrams that comply with the charter
- Business templates
- Preconfigured starting points (good templates, layout, title block, theme) for the organization's diagram types; to start on a standard basis.
Simple example: In “Create your templates & custom shapes”, Nadia applies it as follows: create a custom SHAPE: draw it (drawing tools), modify an existing shape, or combine shapes; add text, shape data to it.
What it is not: It is not a simple decorative element: without this reference, the diagram loses clarity or rigor.
Reflex: Corporate templates → pre-configured starting points (good templates, layout, title block, theme) for organizational diagram types
- Library as active
- Business forms/templates/models capitalize on standards (symbols, charter, layouts), reusable by everyone — consistency, time saving, professionalism.
Simple example: In “Create your templates & custom shapes”, Nadia applies it as follows: create a custom SHAPE: draw it (drawing tools), modify an existing shape, or combine shapes; add text, shape data to it.
What it is not: It is not a simple decorative element: without this reference, the diagram loses clarity or rigor.
Reflex: Library as an asset → business forms/templates/models capitalize on standards (symbols, charter, layouts), reusable by everyone — consistency, time saving, professionalism
In practice — Create your own templates and custom shapes
- Create a custom SHAPE: draw it (drawing tools), modify an existing shape, or combine shapes; add text, shape data to it.
- Create a custom TEMPLATE: a library of your reusable shapes, which appears in the Shapes pane of all your diagrams.
- Standardize: create a company template (symbols/shapes in brand colors) that everyone uses, for consistent diagrams that comply with the charter.
- Create business TEMPLATES (preconfigured starting points: templates, layout, title block, theme) so that everyone starts on a standard basis.
Script to say — Create your own templates & personalized shapes
1) Create a custom SHAPE: draw it (drawing tools), modify an existing shape, or combine shapes; add text, shape data to it. 2) Create a custom TEMPLATE: a library of your reusable shapes, which appears in the Shapes pane of all your diagrams. 3) Standardize: create a company template (symbols/shapes in brand colors) that everyone uses, for coherent diagrams that comply with the charter. 4) Create business TEMPLATES (preconfigured starting points: templates, layout, title block, theme) so that everyone starts on a standard basis. Then I check: You create your personalized shapes and templates (and business models): have exactly the desired shapes and above all STANDARDIZE the diagrams of an organization — a rewarding expert use
Adapt the names, forms and distribution format to your context.
Copy and paste model — Card 5.4
Card 5.4 — Create your templates & personalized shapes
Objective: create custom shapes and templates (and business models) to have exactly the desired shapes and standardize diagrams
1. Create a custom SHAPE: draw it (drawing tools), modify an existing shape, or combine shapes; add text, shape data to it.
2. Create a custom TEMPLATE: a library of your reusable shapes, which appears in the Shapes pane of all your diagrams.
3. Standardize: create a company template (symbols/shapes in brand colors) that everyone uses, for consistent diagrams that comply with the charter.
4. Create business TEMPLATES (preconfigured starting points: templates, layout, title block, theme) so that everyone starts on a standard basis.
Expected result: You create your personalized shapes and templates (and business models): have exactly the desired shapes and above all STANDARDIZE the diagrams of an organization — a rewarding expert useSME / low budget
Minimum version: CUSTOMIZED SHAPES: create (draw/modify/combine) a shape when the standard ones are not enough (symbol specific to your domain/company), with text, shape data, behaviors. We limit ourselves to a model, a diagram and a PDF export.
Algerian SME
Local context: CUSTOMIZED stencils: create your own library of reusable shapes (in the Shapes pane of all your diagrams) — especially to STANDARDIZE. We adapt the wording, examples and distribution formats to the team.
Remote work
Remotely: corporate STANDARDIZATION: a corporate template (symbols/shapes in brand colors) + corporate MODELS (preconfigured starting points) → coherent diagrams compliant with the charter, reusable by everyone. We favor cloud storage, sharing by link and comments.
Multidisciplinary team
For a mixed audience: ADVANCED use (especially Visio office), for specific needs or standardization (often a referent creates the templates for the team). A corporate library is an ASSET (capitalizes on standards). For the most part, existing shapes/templates are sufficient. We explain the symbols and keep the wording short.
✓ Best practices
- Create a custom shape for a symbol not in Visio.
- Standardize with a template + business templates.
- Centralize creation (a referent for the team).
✗ Common pitfalls
- Recreate shapes that already exist (use the existing one).
- Heterogeneous diagrams due to lack of standard template/model.
- Neglecting that the creative effort is amortized by reuse.
Key takeaways
- CUSTOMIZED SHAPES: create (draw/modify/combine) a shape when the standard ones are not enough (symbol specific to your field/company), with text, shape data, behaviors.
- CUSTOMIZED TEMPLATES (stencils): create your own library of reusable shapes (in the Shapes pane of all your diagrams) — especially to STANDARDIZE.
- Corporate STANDARDIZATION: a corporate template (symbols/shapes in brand colors) + corporate MODELS (preconfigured starting points) → coherent diagrams that comply with the charter, reusable by everyone.
- ADVANCED use (especially Visio office), for specific needs or standardization (often a referent creates the templates for the team). A corporate library is an ASSET (capitalizes on standards). For the most part, existing shapes/templates are sufficient.
48h challenge — apply tomorrow
Within 48 hours, take a real diagram and apply “Create your personalized templates & shapes”: You create your personalized shapes and templates (and business models): have exactly the desired shapes and above all STANDARDIZE the diagrams of an organization — a rewarding expert use Deliver the .vsdx and a PDF export, with a sentence on what has changed.
- I know how to explain: CUSTOMIZED SHAPES: create (draw/modify/combine) a shape when the standard ones are not enough (symbol specific to your field/company), with text, shape data, behaviors.
- CUSTOMIZED TEMPLATES (stencils): create your own library of reusable shapes (in the Shapes pane of all your diagrams) — especially to STANDARDIZE.
- Corporate STANDARDIZATION: a corporate template (symbols/shapes in brand colors) + corporate MODELS (preconfigured starting points) → coherent diagrams that comply with the charter, reusable by everyone.
Frequently asked questions
Should you create your own shapes and templates, and what is the benefit for an organization?
Creating your own personalized shapes and templates is an ADVANCED use, not essential for most, but very rewarding to meet specific needs and especially to STANDARDIZE an organization's diagrams — here's when and why. Is this necessary for most users? No. Visio provides THOUSANDS of shapes and numerous standard templates and templates that cover the vast majority of needs. For common use (creating flowcharts, flowcharts, network diagrams, etc. with existing shapes), you do NOT need to create your own shapes/templates. Use what's available. When creating custom shapes becomes useful: (1) When a shape DOES NOT EXIST. You need a symbol SPECIFIC to your domain/company that Visio does not provide (a particular industry symbol, proprietary equipment, a special shape). Creating a custom shape allows you to have exactly the symbol you want. (2) When you want to ADAPT a shape (modify an existing shape for your needs). (3) One-off cases of specific needs. For these cases, creating/modifying a shape is useful, but remains occasional. When creating TEMPLATES/MODELS becomes REALLY rewarding — business STANDARDIZATION: (1) This is the MAIN interest. An organization that produces a lot of diagrams benefits from STANDARDIZING them: same symbols, same colors (brand charter), same layouts, same conventions. To do this, we create: (a) a COMPANY TEMPLATE — a library with the standard shapes/symbols of the organization (in the right colors, with the right business symbols); (b) CORPORATE TEMPLATES — pre-configured starting points (good templates, layout, logo title block, charter theme) for organization diagram types. All employees use these standard templates/templates. (2) BENEFITS for the organization: (a) COHERENCE — all the organization's diagrams have the same look, the same symbols, the same charter (professional and unified image, vs heterogeneous diagrams depending on who makes them); (b) COMPLIANCE with the charter — colors, logos, brand styles are respected (credibility, identity); (c) SAVE TIME — everyone starts from a standard base (preconfigured model) instead of reconfiguring everything; the correct forms are in the company template; (d) QUALITY and PROFESSIONALISM — proven standards are reused, diagrams are of better quality; (e) CAPITALIZATION — the organization's standards (symbols, charter, conventions) are capitalized in a reusable library, a shared ASSET. (3) An enterprise shape/stencil/template library is therefore a worthwhile investment for an organization that regularly produces diagrams — it ensures consistency, compliance, time savings and quality. Who creates these templates/models? In practice, it is often a REFERENCE (a person or a small team who masters Visio) who CREATES the business templates/models FOR ALL employees. They USE them (without having to create them). This centralization is effective: a few experts create the standards, everyone benefits (like templates/models in other tools). How to decide what YOU should do: (1) Common user: use EXISTING shapes/stencils/templates (they are enough); create a custom shape only for a specific one-off need. No need to create templates. (2) Visio referent / responsible for an organization's standards: creating COMPANY templates and models is very rewarding — you standardize the organization's diagrams (consistency, charter, saving time for everyone). This is a high leverage investment. (3) Need SPECIFIC symbols (special domain): create the necessary custom shapes. Considerations: (1) Creating shapes/stencils is more complete in DESKTOP Visio. (2) It is an ADVANCED use (requires mastering the creation tools) — hence the frequent centralization (a referent). (3) The creation effort is amortized by REUSE (a shape/template created once is used many times). In summary: creating your own custom shapes and templates is NOT necessary for most users (the existing shapes/templates/templates cover most of the needs). Creating custom SHAPES is useful for SPECIFIC needs (symbols specific to your domain/business not present in Visio). The MAIN and most rewarding interest is corporate STANDARDIZATION: creating CORPORATE TEMPLATES and MODELS (symbols/shapes in brand colors, layouts, title blocks, standard themes) that everyone uses — guaranteeing CONSISTENCY, COMPLIANCE with the charter, TIME SAVING and QUALITY, and capitalizing on the organization's standards (an asset). These templates/models are often created by a REFERENCE for the entire organization (effective centralization). For you: use the existing one if you are a current user; create custom shapes for specific needs; and if you are a referent or responsible for an organization's standards, create business templates/models (high-leverage expert use). This is the culmination of mastering Visio: shaping your own diagramming environment and standardizing an organization's diagrams — a rewarding use for a referent or an organization concerned with consistency and professionalism.
What is the main benefit of creating custom templates/models?