** Organizing?
In generally organizing means group of people who unity then
selves and do their jobs fo a particular objectives.
According to L.A.
Allen
Organizing means a process of defining, identifying,
classifying, analysing and distributing works, jobs, authority and
responsibility according to the employee’s qualifications. Skills, and
performance and establishing better relationship among the employees so that
they can perform their works of jobs perfectly.
According to J.W. shewldge:
Organizing is the well combination of necessary manpowers,
equipments, mechinaries and job sectors and positions for predetermining goals
and objectives of and organization.
** Principles of organizing.
1. Principles of objective:
To create effective organization, the objective factor
should be considered that principle may be devided into two categories, those
are given below-
a) Overall aim principle:
Total organization and every part of it should be taken
under overall aim and objectives of an organization.
b) Efficiency principles:
organization structure should be made in such way so that
every person can achieve the most efficiency easily.
2. Numerical principle:
It concerns to the span of supervision. This principle is
also called the principle of span of supervision, that means the numbers of
subordinate under a super visor must be definite so that he can supervise the
jobs of his subordinates.
3. Principles of structure:
This principle has been divided for 6 categories. Those are:
a) Principle of scalar chain:
A chain should be maintained from top to bottom and all
persons and divisions have to be adjusted with each other:
b) Principle of responsibilities:
No executive should not be free from responsibility. Responsibility
should be defined and specified in such a way so that every executive can
understand and performed their jobs and responsibilities perfectly.
c) Equal authority and responsibility principle:
Authority and responsibility must be equal, not less or high
from each other. If it is less or high, the jobs can not be performed
perfectly.
d) Principle of unity of command:
One person must have one head and one plan. The individual
will do his work according to the direction and command of his immediate head.
e) Principle of authority stages:
Every stages of an organization will contain authority. But
more authority at the top level and less authority at the lower level.
f) Principle of clarification:
Every position and division should be clearly defined. The
responsibilities and relation among the employees must be well specified so
that no shadow is created at any place or position.
4. Principles of processing:
This principle has been divided in to four categories. The
are:
a) Balance principle:
Balance principle means the authority and responsibilities
should be divided in such a way so that the balance of power is maintained in
every stage of organization.
b) Principle of flexibilities:
The rules, regulation and principles must be flexible to
solve all kinds of problems concerning with the organization.
c) Scattered principle:
All ways and elements should be utilized in such a way so
that every thing become more organized.
d) Principles of leadership:
Organization structure should be as like as pyramid as
though executives become motivated to use it.
** Organizational process / steps /system.
Organizational process/steps/system:
1. Defining the jobs. Authority and responsibility.
2. Identifying the jobs.
3. Classifying the jobs.
4. Analysing the jobs.
5. Departmentation of the jobs.
6. Distributing authority according to the stillness, qualities,
ability of employees.
7. Making relation among the employees, departments and
division of subdivision.
** Organization Structure.
“The set of interpersonal relation which operates in the context of position, procedure, process, technology and social environment comprises what is known as organization structure”
According to “Koontz and O. Donnell”
“The structure looks like a pyramid with a broadened base
and cone shaped top”
** Describe the importance of organization structure in management.
Importance of organization structure in management:
1. Support to achieve the goals.
2. To achieve flexibilities.
3. To develop the business.
4. To utilize the manpower, raw materials and technology.
5. Easy controlling.
6. Easy co-ordination.
7. To help to specialization.
8. Scope of showing-creativity.
** What are the facts or principles that should be considered in designing an organization structure?
1. To determine the objective and principle.
2. Unity of objectives.
3. Skillfulness should be achieved.
4. Specification of duties, authority and responsibility of
each individual.
5. Balance.
6. Equality of authority and responsibility.
7. Span of management and supervision.
8. Scalar chain.
9. Flexibility.
10. Distribution of jobs or works according to capacity,
skillfulness and equality.
11. Easiness.
12. Reduction of costs.
13. Opportunity of leading.
14. Unity of direction.
15. Management by direction.
** Discuss the types of organization structure.
There are four types of organization structure. Those are
given below:
1. Line organization structure.
2. Line and staff organization structure.
3. Functional organization structure.
4. Committee organization structure.
1. Line organization structure.
In such organization structure the power and authority come
down chronologically from to to bottom of management is called the line
organization structure. It is applicable to the difference organization. Such
organization structure is used to the limited are a of organization and
difficulties free organization.
Figure: Showing Line organization structure.
2. Line and staff organization structure.
This organization structure is as same as line organization
structure, but advisor of staff is used to help to the line executives in this
organization structure. In this organization structure two types of employees
are available. One is line executive and another one is staff or used by line
executives any staffs help them giving advise only. Such type of organization
structure is applicable for those organization which are a is large and holding
critical job environment.
Figure: Showing Line & Staff organization structure.
3. Functional organization structure.
Such an organization structure: Where all the activities of
manager are divided in to the various divisions and sub-divisions according to
the nature of works and each activity is under taken or submitted to an
specialist. This is applicable for factory of an organization. F.W. Tailor is
the inventor of this organization structure.
Figure: Functional organization structure.
4. Committee organization structure.
Committee is a group of people who are unified and
responsible for solving a particular or special administrative problem.
** Advantages or reasons for wide use of committee?
1. Opportunity of good
judgement.
2. Easy combination.
3. Communication facilities.
4. Helping hand raising.
5. Opportunity of training
and better or crucial knowledge achievement.
6. Power de-centralization.
7. Practice of democracy.
8. Opportunity of personal
responsibilities avoidance.
9. Most critical circumstances protection as a medicine.
10. Making free to an executive from over work load.
11. No scope of using
autocracy.
** Limitations or disadvantages of committee.
Limitations or disadvantages of committee:
1. Divided responsibility.
2. Slow moving.
3. Personal interest gain.
4. Problem of power de centralization.
5. Group conflict.
6. Tendency to indecision making.
7. Tendency to establish person opinion.
8. More presser to lower number of member.
9. Failure to gain the expected result.
10. Hindrance for creative thinking.
11. More expensive.
** Suggest for effective use of committee?
Suggestions for effective use of committee:
1. Use of committee in the perfect sectors or area.
2. The proper objectives, duties, responsibilities, power and
authority of committee must be described.
3. The members and area of committee should be determined
according to the nature of its work.
4. To select the qualified, skilled, efficient and
experienced members and chairman.
5. To determine the actual facts which should be discussed
in the meeting.
6. To make appropriate procedures.
7. To maintain the systems of making fast or early decision.
8. To give an aid or a suggestion by the necessary advisor.
** Span of Supervision?
Span of supervision means the number of subordinates
controlled, directed and supervised by an executive.
It is also called the span of controlling; span of
management and span of supervision.
According to koontz and Donnell,
“Span of supervision is how many employees or workers or
subordinates are directly supervised or controlled under/by a top level
executive”.
Figure : Showing span of supervision
** Is it possible to use any formula to determine the span of supervision?
According to koontz and Donnell,
“If four to eight persons at to level are supervised by an
executive then eight to twelve at lower level should be supervised”
He disclosed a formula for span of supervision which is used
in the management today. That is.
Example:
If the number of worker are 4, then what will be the number of
relation?
Here,
n = 4 (number of worker)
y = ? ( number of relation )
** What is directing? What are the process and features/qualities of good directing?
Definition of Directing:
Directing is a process by which, actual performance of
subordinates is guided towards the common goal. It is also the heart of an
organization.
It is concerned to permission order, request, suggest,
prescribe etc.
Directing process:
1. Directing order and instruction.
2. Teaching and guiding.
3. Supervision.
4. Communicating.
5. Motivation.
6. Leading.
Features/qualities of good directing:
1. Logicality.
2. Completeness.
3. Limpidity.
4. Continuity.
5. Discipline.
6. Timeliness.
7. Maintenance of sequence.
8. Flexibility.
9. Written order.
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