Basic Organizing Designs


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Basic Organizing Designs

  1. 1. Organizing defined… <ul><li>Arranging and grouping jobs, allocating resources, and assigning work so that activities can be accomplished as planned </li></ul>
  2. 2. Organization concepts <ul><li>Work specialization </li></ul><ul><li>Span of control </li></ul><ul><li>Chain of command </li></ul><ul><li>Authority </li></ul><ul><ul><li>Staff </li></ul></ul><ul><ul><li>Functional </li></ul></ul><ul><li>Responsibility </li></ul><ul><li>Centralization </li></ul>
  3. 3. Contrasting spans of control.
  4. 4. What Is Organizational Structure? <ul><li>Key Elements: </li></ul><ul><li>Work specialization </li></ul><ul><li>Departmentalization </li></ul><ul><li>Chain of command </li></ul><ul><li>Span of control </li></ul><ul><li>Centralization and decentralization </li></ul><ul><li>Formalization </li></ul>Organizational Structure How job tasks are formally divided, grouped, and coordinated.
  5. 5. Key Design Questions and Answers for Designing the Proper Organization Structure The Key Question The Answer Is Provided By 1. To what degree are articles Work specialization subdivided into separate jobs? 2. On what basis will jobs be grouped Departmentalization together? 3. To whom do individuals and groups Chain of command report? 4. How many individuals can a manager Span of control efficiently and effectively direct? 5. Where does decision-making Centralization authority lie? and decentralization 6. To what degree will there be rules Formalization and regulations to direct employees and managers?
  6. 6. What Is Organizational Structure? (cont’d) <ul><li>Division of labor: </li></ul><ul><li>Makes efficient use of employee skills </li></ul><ul><li>Increases employee skills through repetition </li></ul><ul><li>Increases productivity </li></ul><ul><li>Specialized training is more efficient. </li></ul><ul><li>Allows use of specialized equipment. </li></ul>Work Specialization The degree to which tasks in the organization are subdivided into separate jobs.
  7. 7. What Is Organizational Structure? (cont’d) <ul><li>Grouping Activities By: </li></ul><ul><li>Function </li></ul><ul><li>Product </li></ul><ul><li>Geography </li></ul><ul><li>Process </li></ul><ul><li>Customer </li></ul>Departmentalization The basis by which jobs are grouped together.
  8. 8. What Is Organizational Structure? (cont’d) Chain of Command The unbroken line of authority that extends from the top of the organization to the lowest echelon and clarifies who reports to whom. Authority The rights inherent in a managerial position to give orders and to expect the orders to be obeyed. Unity of Command A subordinate should have only one superior to whom he or she is directly responsible.
  9. 9. What Is Organizational Structure? (cont’d) <ul><li>Narrow Span Drawbacks: </li></ul><ul><li>Expense of additional layers of management. </li></ul><ul><li>Increased complexity of vertical communication. </li></ul><ul><li>Encouragement of overly tight supervision and discouragement of employee autonomy. </li></ul>Concept: Wider spans of management increase organizational efficiency. Span of Control The number of subordinates a manager can efficiently and effectively direct.
  10. 10. Contrasting Spans of Control
  11. 11. What Is Organizational Structure? (cont’d) Centralization The degree to which decision making is concentrated at a single point in the organization. Formalization The degree to which jobs within the organization are standardized. Decentralization The degree to which decision making is spread throughout the organization.
  12. 12. Departmentalization <ul><li>Defined </li></ul><ul><li>By function </li></ul><ul><li>By product </li></ul><ul><li>By geography </li></ul><ul><li>By customer </li></ul><ul><li>By process </li></ul>
  13. 13. Functional departmentalization.
  14. 14. Product departmentalization.
  15. 15. Customer departmentalization.
  16. 16. Geographic departmentalization.
  17. 17. Process departmentalization.
  18. 18. Organizational designs <ul><li>Simple structure </li></ul><ul><li>Functional structure </li></ul><ul><li>Divisional structure </li></ul><ul><li>Matrix organization </li></ul><ul><li>Boundaryless organization </li></ul><ul><li>Learning Organization </li></ul>
  19. 19. A matrix structure in an aerospace firm.
  20. 20. Job description <ul><li>A formal statement of job duties, working conditions, and operating responsibilities </li></ul><ul><li>Acts as a standard by which to measure performance </li></ul><ul><li>Clarifies the duties and responsibilities </li></ul>
  21. 21. A job description for a production editor in a publishing company.
  22. 22. AUTHORITY <ul><li>The formal and legitimate right of a manager to make decisions, issue orders, and allocate resources to achieve organizationally desired outcomes </li></ul>
  23. 23. Characteristics of Authority <ul><li>Authority is vested in organizational positions, not people </li></ul><ul><li>Authority is accepted by subordinates </li></ul><ul><li>Authority flows down the vertical hierarchy </li></ul>
  24. 24. RESPONSIBILITY <ul><li>The duty to perform task or activity an employee has been assigned </li></ul>
  25. 25. ACCOUNTABILITY <ul><li>The fact that the people with authority and responsibility are subject to reporting and justifying task outcomes to those above them in the chain of command </li></ul>
  26. 26. DELEGATION <ul><li>The process managers use to transfer authority and responsibility to positions below them in the hierarchy </li></ul><ul><li>Starts when the organization is being established and tasks are added during day-to day operations </li></ul>
  27. 27. Delegation process <ul><li>Allocation of duties </li></ul><ul><li>Delegation of authority </li></ul><ul><li>Assignment of responsibility </li></ul><ul><li>Creation of accountability </li></ul>
  28. 28. Effective Delegation <ul><li>Establish goals and standards </li></ul><ul><li>Ensure clarity </li></ul><ul><li>Involvement </li></ul><ul><li>Expect completed work </li></ul><ul><li>Provide training </li></ul><ul><li>Timely feedback </li></ul>
  29. 29. Barriers to Delegation <ul><li>Failure to define authority and responsibility clearly. </li></ul><ul><li>Failure to provide employees with sufficient training to carry out the task. </li></ul><ul><li>Poor planning by some managers. </li></ul><ul><li>Some managers feel that only they can do a job properly. </li></ul><ul><li>Fear that employees will make mistakes. </li></ul><ul><li>Fear that employees will do well and be promoted ahead of the manager . </li></ul>
  30. 30. Centralization Vs Decentralization <ul><li>Centralization </li></ul><ul><li>It is the concentration of authority a the top of an organization or department </li></ul><ul><li>Decentralization </li></ul><ul><li>It is a dispersal of a high degree of authority to lower levels of an organization </li></ul>
  31. 31. Decentralization <ul><li>Potential benefits </li></ul><ul><li>It frees top managers to develop organizational plans and strategies </li></ul><ul><li>It develops lower level managers’ self-management, planning and administration competencies </li></ul>
  32. 32. Contd., <ul><li>Subordinates have a better grasp of all the facts </li></ul><ul><li>Valuable time is lost when a subordinate or am must check everything with manager </li></ul><ul><li>It fosters a healthy, achievement-oriented atmosphere among employees </li></ul>
  33. 33. Common Organization Designs Simple Structure A structure characterized by a low degree of departmentalization, wide spans of control, authority centralized in a single person, and little formalization.
  34. 34. Common Organization Designs (cont’d) Bureaucracy A structure of highly operating routine tasks achieved through specialization, very formalized rules and regulations, tasks that are grouped into functional departments, centralized authority, narrow spans of control, and decision making that follows the chain of command.
  35. 35. The Bureaucracy <ul><li>Strengths </li></ul><ul><ul><li>Functional economies of scale </li></ul></ul><ul><ul><li>Minimum duplication of personnel and equipment </li></ul></ul><ul><ul><li>Enhanced communication </li></ul></ul><ul><ul><li>Centralized decision making </li></ul></ul><ul><li>Weaknesses </li></ul><ul><ul><li>Subunit conflicts with organizational goals </li></ul></ul><ul><ul><li>Obsessive concern with rules and regulations </li></ul></ul><ul><ul><li>Lack of employee discretion to deal with problems </li></ul></ul>
  36. 36. LINE AUTHORITY <ul><li>Line authority belongs to mangers who have the right to direct and control the activities of employees who perform the tasks essential to achieving organizational goals </li></ul><ul><li>Flows down the organization through primary chain of command </li></ul>
  37. 37. STAFF AUTHORITY <ul><li>It belongs to those who support line functions through advice, recommendations, research, technical expertise……… </li></ul><ul><li>For some issues staff units are given command </li></ul>
  38. 38. Common Organization Designs (cont’d) <ul><li>Key Elements: </li></ul><ul><li>Gains the advantages of functional and product departmentalization while avoiding their weaknesses. </li></ul><ul><li>Facilitates coordination of complex and interdependent activities. </li></ul><ul><li>Breaks down unity-of-command concept. </li></ul>Matrix Structure A structure that creates dual lines of authority and combines functional and product departmentalization.
  39. 39. New Design Options <ul><li>Characteristics: </li></ul><ul><li>Breaks down departmental barriers. </li></ul><ul><li>Decentralizes decision making to the team level. </li></ul><ul><li>Requires employees to be generalists as well as specialists. </li></ul><ul><li>Creates a “flexible bureaucracy.” </li></ul>Team Structure The use of teams as the central device to coordinate work activities.
  40. 40. New Design Options (cont’d) Concepts: Advantage: Provides maximum flexibility while concentrating on what the organization does best. Disadvantage: Reduced control over key parts of the business. Virtual Organization A small, core organization that outsources its major business functions. Highly centralized with little or no departmentalization.
  41. 41. A Virtual Organization
  42. 42. New Design Options (cont’d) T-form Concepts: Eliminate vertical (hierarchical) and horizontal (departmental) internal boundaries. Breakdown external barriers to customers and suppliers. Boundaryless Organization An organization that seeks to eliminate the chain of command, have limitless spans of control, and replace departments with empowered teams.
  43. 43. Why Do Structures Differ? Mechanistic Model A structure characterized by extensive departmentalization, high formalization, a limited information network, and centralization.
  44. 44. Why Do Structures Differ? Organic Model A structure that is flat, uses cross-hierarchical and cross-functional teams, has low formalization, possesses a comprehensive information network, and relies on participative decision making.
  45. 45. Mechanistic Versus Organic Models
  46. 46. Why Do Structures Differ? – Strategy Innovation Strategy A strategy that emphasizes the introduction of major new products and services. Imitation Strategy A strategy that seeks to move into new products or new markets only after their viability has already been proven. Cost-minimization Strategy A strategy that emphasizes tight cost controls, avoidance of unnecessary innovation or marketing expenses, and price cutting.
  47. 47. The Strategy-Structure Relationship Strategy Structural Option Innovation Organic: A loose structure; low specialization, low formalization, decentralized Cost minimization Mechanistic: Tight control; extensive work specialization, high formalization, high centralization Imitation Mechanistic and organic: Mix of loose with tight properties; tight controls over current activities and looser controls for new undertakings
  48. 48. Why Do Structures Differ? – Size <ul><li>Characteristics of large organizations: </li></ul><ul><li>More specialization </li></ul><ul><li>More vertical levels </li></ul><ul><li>More rules and regulations </li></ul>Size How the size of an organization affects its structure. As an organization grows larger, it becomes more mechanistic.
  49. 49. Why Do Structures Differ? – Technology <ul><li>Characteristics of routineness (standardized or customized) in activities: </li></ul><ul><li>Routine technologies are associated with tall, departmentalized structures and formalization in organizations. </li></ul><ul><li>Routine technologies lead to centralization when formalization is low. </li></ul><ul><li>Nonroutine technologies are associated with delegated decision authority. </li></ul>Technology How an organization transfers its inputs into outputs.
  50. 50. Why Do Structures Differ? – Environment <ul><li>Key Dimensions- </li></ul><ul><li>Capacity: the degree to which an environment can support growth. </li></ul><ul><li>Volatility: the degree of instability in the environment. </li></ul><ul><li>Complexity: the degree of heterogeneity and concentration among environmental elements. </li></ul>Environment Institutions or forces outside the organization that potentially affect the organization’s performance.
  51. 51. “Bureaucracy Is Dead” <ul><li>Characteristics of Bureaucracies </li></ul><ul><ul><li>Specialization </li></ul></ul><ul><ul><li>Formalization </li></ul></ul><ul><ul><li>Departmentalization </li></ul></ul><ul><ul><li>Centralization </li></ul></ul><ul><ul><li>Narrow spans of control </li></ul></ul><ul><ul><li>Adherence to a chain of command . </li></ul></ul><ul><li>Why Bureaucracy Survives </li></ul><ul><ul><li>Large size prevails. </li></ul></ul><ul><ul><li>Environmental turbulence can be largely managed. </li></ul></ul><ul><ul><li>Standardization achieved through hiring people who have undergone extensive educational training. </li></ul></ul><ul><ul><li>Technology maintains control . </li></ul></ul>
  52. 52. Organizational Designs and Employee Behavior <ul><li>Research Findings: </li></ul><ul><li>Work specialization contributes to higher employee productivity, but it reduces job satisfaction. </li></ul><ul><li>The benefits of specialization have decreased rapidly as employees seek more intrinsically rewarding jobs. </li></ul><ul><li>The effect of span of control on employee performance is contingent upon individual differences and abilities, task structures, and other organizational factors. </li></ul><ul><li>Participative decision making in decentralized organizations is positively related to job satisfaction. </li></ul>
  53. 53. Organization Structure: Its Determinants and Outcomes