Chap3 Organisation Structure
-
Upload
mraravind0075 -
Category
Education
-
view
11.089 -
download
0
Transcript of Chap3 Organisation Structure
Prepared by: ANS First Prepared on: 11-01-06 Last Modified on: xx-xx-xxQuality checked by: HKP
Copyright 2004 Asia Pacific Institute of Information Technology
Introduction to ManagementBM007-3-1
Lecture 3 Organisation Structure
Module Code and Module Title Title of Slides
Learning Outcomes
At the end of this chapter, YOU should be able to know:
• How differentiation and integration influence an organisation structure
• How authority operates• How Span of Control affects structure and managerial
effectiveness• The difference between centralised and decentralised
organisation.• How to allocate jobs to work units• How to manage the unique challenges of the matrix
structure.
Module Code and Module Title Title of Slides
Key Terms you must be able to use
If you have mastered this topic, you should be able to use the following terms correctly in your assignments and exams:
•Authority•Responsibility•Span of Control•Delegation•Centralisation and decentralisation
Module Code and Module Title Title of Slides
Introduction
• A formal pattern of interactions and coordination designed by management to link the tasks of individuals and group in achieving organisational goals
• A formal framework by which jobs tasks are divided, grouped and coordinated.
• When managers develop or change an organisation’s structure thy engage in Organisational Design
Module Code and Module Title Title of Slides
Organisational Structure
• How job tasks are formally divided, grouped and coordinated.
(Robbins, 1996).
• The established pattern of relationships between the component parts of an organisation, outlining both communication, control and authority patterns.
(Wilson and Rosenfeld, 1990).
Module Code and Module Title Title of Slides
Organisational Structure
• The formal pattern of interactions and co-ordination designed by management to link the tasks of individuals and groups in achieving organisational goals.
(Bartol and Martin, 1994).
Module Code and Module Title Title of Slides
Organisation Structure consist mainly of;• The assignment of tasks and responsibilities that define
the jobs of individuals and units• Clustering individuals units departments• Top to bottom coordination, number of individuals
reporting, degree of delegation and authority• Horizontal coordination
Org. design
Departmentalisation
Work Specialisation
Chain of CommandCentralisation & Decentralisation
Span of Control
Formalisation
Module Code and Module Title Title of Slides
Why Do Businesses Need to be Organised?
• Small businesses (particularly sole traders) have an informal organisational structure
• As a business gets bigger then it starts to form some kind of organisation
• An organisation structure is required as soon as there are several people working in the business
• The structure determines:– Who is responsible for what job and– Who is responsible to whom.
Module Code and Module Title Title of Slides
• Responsibility – Area of work for a person or group is accountable for. E.g. discipline of staff or sales of product.
• Duties – Work or job requirements arising from responsibilities. E.g. Writing a warning letter for late coming or to meet clients or customers to persuade then to buy products or services.
• Authority – the right to make decisions and take action. E.g. secretary is given the authority to sign orders up to RM500.– Failure to coordinate between departments result in duplication
of work, stress, communication breakdown and therefore frustrated staff
Definition of terms
Module Code and Module Title Title of Slides
• Responsibility is defined as “a particular burden of obligation upon a person who is responsible.” Responsible is defined as “answerable or accountable, as for something within one’s power or control.” Therefore, a leader is responsible and has responsibility for the operation for which she has been given authority.
Module Code and Module Title Title of Slides
• Authority is defined as “a power or right, delegated or given.” In this sense, the person or company that hires a leader vests him with the authority to manage or direct a particular operation. It is expected that this individual will exercise the full scope of his authority to properly, profitably, and professionally manage the operation.
Module Code and Module Title Title of Slides
Organisation Pyramid
BODCHIEF
EXECUTIVE
EXECUTIVEDIRECTORS
MANAGERS
EXECUTIVE
AUTHO
RITY
RESPONSIB
ILIT
Y
How are Organisations formed?
Module Code and Module Title Title of Slides
Organisation Chart (I)
CEO/PRESIDENT
Human Resource
Operations Security
Recruitment
FinanceResearch &
Development
Training
Sales &Marketing
Employee
Relations
Assistant
Module Code and Module Title Title of Slides
Organisation Chart (II)
• Shows;– The business divided into areas where employees
have responsibilities.– States relationships between staffs e.g. Supervisor,
subordinate, peer.– Shows the number of people working in the
organisation.– Historical record – organisation changes makes the
chart become out of date.– As information to new employees and special group.– Main lines of communication.
Module Code and Module Title Title of Slides
Span of Control (I)
• The number of subordinates a supervisor has reporting to him/her.
• It is recommended that a supervisor has about 5/6 subordinates for effective management.
• 2 types of span of Control; – Narrow– Wide
• Narrow– Closer and more contact with subordinate– Tight control and tight supervision– More time for other duties – planning, decision making– A lot of layers, more positions
Module Code and Module Title Title of Slides
Span of Control (II)
• Wide– Reduced operation and administrative costs– Easier communication– Coordination problems reduced– Quicker decision making– Can cultivate higher motivation level in
subordinates
Module Code and Module Title Title of Slides
• What is the Span of Control?– The number of people who report to one manager
in a hierarchy– The more people under the control of one manager
- the wider the span of control– Less means a narrower span of control
• Example below shows a span of control of 4 for the Marketing Manager
Marketing Manager
Marketing Assistant
Market Researcher
Telesales Supervisor
Customer Care
Assistant
Module Code and Module Title Title of Slides
Advantage of a Narrow Span of Control
• Allows a manager to:– Communicate quickly with employees under
them– Control employees more easily
• Feedback of ideas from workers more effective
• Requires a higher level of management skill
Module Code and Module Title Title of Slides
Advantage of a Wide Span of Control
• There are less layers of management to pass a message through
• So the message reaches more employees faster
• It costs less money to run a wider span of control because a business does not need to employ as many managers
Module Code and Module Title Title of Slides © 2007 Prentice Hall, Inc. All rights reserved.
Exhibit 10–3 Contrasting Spans of Control
Module Code and Module Title Title of Slides
Span of ControlNarrow Span of Control
Manager
Wide Span of Control
Manager
Module Code and Module Title Title of Slides
Factors influencing span of control
Narrow span Wider Span
Complex work Simple work
Uncertain environment Stable environment
Less able subordinates Able subordinates
More risk/danger Less risk/danger
Less able manager Able manager
Module Code and Module Title Title of Slides
Factors affecting Span Of Control
• Competence of a manager
• Complexity of functions
• Similarity of function
• Non supervisory duties of manager
• Direction and control needed by subordinates
• Physical proximity / Geographic location
Module Code and Module Title Title of Slides
Work Specialisation
• The degree to which the work necessary to achieve organisational goals is broken down into various jobs.
• Without some specialisation, it would be difficult for the organisation to function.
• People have different skills and abilities, they are usually able to carry out work effectively and efficiently if the job required a particular skill or ability they possess.
Module Code and Module Title Title of Slides
Departmentalisation
• The main department designs are by;– Function– Product– Geography– Matrix
Module Code and Module Title Title of Slides
Departmentalisation
• How jobs/ tasks are divided, grouped and coordinated.
• All departments must understand and ‘pull’ together toward achieving the organisational goals.
• Activities are grouped by functions e.g. Human Resources, Finance, Marketing.
• Names of the departments depend on the type of business the organisation is in.
Module Code and Module Title Title of Slides
ProductionProductionFinanceFinance R&DR&D AccountingAccounting Sales & Sales & MarketingMarketing
Human Human ResourceResource
Chief Executive OfficerChief Executive Officer
Functional StructureFunctional StructureFunctional StructureFunctional Structure
Module Code and Module Title Title of Slides
Functional Organization Structures
Module Code and Module Title Title of Slides
Product StructureProduct Structure
W ashing M achineDivision
LightingDivision
TelevisionDivision
CorporateM anagers
CEOCorporation
Module Code and Module Title Title of Slides
Geographic StructureGeographic Structure
NorthernRegion
W esternRegion
SouthernRegion
EasternRegion
CorporateM anagers
CEOCorporation
Module Code and Module Title Title of Slides
Matrix Organization
Module Code and Module Title Title of Slides
Matrix Organizational Structure
Module Code and Module Title Title of Slides
Matrix organizations provide clear accountability within a specific business function and allow more efficient allocation of specialized skills across the entire business. By taking advantage of the shared services and skills and not having to develop and manage those skills themselves, the divisional or product line organizations can better focus on their core business objectives
Module Code and Module Title Title of Slides
Matrix Structures
Advantages Speeds operational decision making
Project loyalty
Flexible use of human resources
Disadvantages Complex
Costly
Confusing
Time management
Module Code and Module Title Title of Slides
Chain of Command (COC)
• Unbroken line of authority form the top to the bottom of the organisation.
• Everyone is accountable to someone.• When the COC is too long;
– Complexity in communication– Message gets distorted– Depersonalised employee relations– Too much ‘red tape’
• Borderless organisation• Team work
Module Code and Module Title Title of Slides
Chain of Command• Line on which orders and decisions are
passed down
• From top of hierarchy to bottom
ExampleManagingDirector
ProductionDirector
ProductionManager
FactorySupervisor
MachineOperators
Module Code and Module Title Title of Slides
Centralisation
• Amount of authority delegated to different positions in the organisation structure.
• Decision making is focused at the top of the organisation hierarchy and lower level just carry out decisions made.
• Authority and work is not / little delegated.• Advantages
– Top management is aware of the happenings and overall needs, better control over activities
– Better standardised procedures and policy– Easier to maintain secrecy
Module Code and Module Title Title of Slides
Decentralisation
• Decision are made at all management levels.• Lower level management provide input in decision
making.• Authority and work is delegated• Advantages
– Reduces work load for Top management– Faster decisions– Better decisions– Employees learn to make decisions– Improves staff morale– Organisation becomes flexible
Module Code and Module Title Title of Slides
Centralised Organisations• What are they?
– Organisations where important decisions are taken at the centre and then passed out to the various departments / locations
• Advantages– Tight control of decisions– Decisions made by senior management– Helps decisions to be consistent across the business– Avoids repetition of functions (e.g. only one purchasing
department)• Disadvantages
– Lack of motivation for managers– Central management may be “out of touch”– May be slow to make decisions that need to taken quickly
Module Code and Module Title Title of Slides
De-Centralised Organisations• What are they?
– Organisations where important decisions are delegated to managers in other departments / locations
• Advantages– Increased motivation of managers– Encourages local initiatives– Decisions based on more up-to-date information– Decisions made quicker
• Disadvantages– Managers may lack experience– Local decisions may be inconsistent with the overall business aims and
objectives– Duplication of functions and costs
Module Code and Module Title Title of Slides
TALL & FLAT STRUCTURES (continued)
Flat Structure / Decentralised Wider span of control
Shorter linesOf authority
Tall Structure / Centralised
Narrower span of control
Taller Lines ofauthority
Module Code and Module Title Title of Slides
Formalisation
• Actions which are and not to be done, stated in written policies, rules, procedures
• Helps with vertical coordination
Module Code and Module Title Title of Slides
Quick Review Question
• Does authority come together with responsibilities?
• Which is better a centralised or decentralised organisation?
• Why is that a long chain of command not seen to be good for the organisation?
Module Code and Module Title Title of Slides
Key Design Questions and Answers for Designing the Proper Organization Structure
Module Code and Module Title Title of Slides
Follow Up Assignment
• Read Chapter 8 of Management by K.M. Bartol & D. C. Martin
Module Code and Module Title Title of Slides
Q & A
Question and Answer Session
Module Code and Module Title Title of Slides
Chapter 4 – Management Theories
Next Session