Organizing and Staffing Organizing and Staffing Meaning:

Organizing is the function of management which follows planning .It Organizing is the function of management which follows planning .It is a function in which the synchronization and combination of humans, is a function in which the synchronization and combination of humans, physical and financial resources takes place. All these three resources physical and financial resources takes place. All these three resources are important to get result.are important to get result.

Therefore, organizational function helps in achievement of result Therefore, organizational function helps in achievement of result which in fact is important for the functioning of a concern.which in fact is important for the functioning of a concern.

DefinitionDefinition::

In the words of Urwick “Organizing is a process of dividing up of In the words of Urwick “Organizing is a process of dividing up of activates which are necessary to any purpose and arranging them in a activates which are necessary to any purpose and arranging them in a group which are assigned to individuals”.group which are assigned to individuals”.

Characteristics of Organizing: •It is one of the basic and important functions of management to get the things done by others.

•It is a goal oriented process

•The organizing process primarily deals with group efforts which are made to achieve common goals.

•It is based on principle of division of work and specialization.

•The process of organization aims at integrating, mobilizing and coordinating the activities of employees.

• It will establish the authority relationship of superior and subordinate among the employees by assigning the activities and delegating adequate authority to them.

Need and importance of Organizing: •The process of organizing helps in coordinating various jobs in the department.

•Every member knows very well that what he is expected to contribute and what are the limits of his authority.

•Organizing virtually means order and discipline both in respect to working behavior of the employees and their role and relationship.

•The structure of the organization facilitates formal communication through line of authority , established from top to low level

 

• Organizing determines pattern of interaction among various employees.

 

Organisation 

Meaning:

Organization is a consciously coordinated social unit, Composed of two or more people, which functions on a relatively continuous basis to achieve a common goal or set of goals.Definition:In the words of C .David “Organization is a harmonious adjustment of specialized parts for accomplishment “

Need/Purpose of Organization/ MeritsThe purpose of organization is as follows:

1.It facilitates administration and Management:1.It facilitates administration and Management:A good organization increases efficiency, avoids delay, increases, and promptness and motivates employees to perform their responsibility thus it leads to proper administration.

  2. Tool to achieve the objectives:2. Tool to achieve the objectives:Organisation is an important tool used to achieve the goals set by the management

 3.Growth of Enterprise:3.Growth of Enterprise:As organization deals with the delegation of authority, assignment of responsibility etc. and provides scope for diversification of business activities which require employing more people and leads to the growth of enterprise.

 4.Ensures optimum use of Human Resources:4.Ensures optimum use of Human Resources:Organization ensures optimum use of human resources by performing various functions such as Recruitment, Training, Development, Orientation, Placement etc. and motivates the workers to improve their efficiency.  

5.Stimulates Creativity:5.Stimulates Creativity:Organisation stimulates creative thinking and initiates new ideas among employees. Delegation of authority gives freedom to employees and develops independent thinking and creativity. 6.6.Adoption of New Technology:Adoption of New Technology:

A sound organization structure facilitates the optimum use of technological improvements such as automatic techniques of production, control devices, computer system etc. 

7.Co-ordination in the Enterprises:7.Co-ordination in the Enterprises:Different jobs and positions are joined together by structural relationship of the organization. The organizational process contributes to the balanced co-ordination of various activities of the organization to achieve a common goal. 8.Eliminates duplication of work:8.Eliminates duplication of work:As organizing helps in identifying and division of work to the employs based on their abilities and clearly assign the duties. This helps in elimination of overlapping and duplication of work.  9.Stability of Enterprise:9.Stability of Enterprise:A sound organization has flexibility to adjust to the changes in the conditions, promotes effective leadership, employee morale, delegates authority and develops co-ordination, co-operation and ensures stability of the enterprise.

Nature of organization:1.Organization as a process: Organization is a continuous process through which work is allotted among the employees and optimum coordination is established in order to achieve goals of the organization

2.A Creative Ideology: Organization is a creative ideology. It gives new thoughts, new ideas and new styles with the combination of skilled and unskilled employees. The main aim of the Organization is to create something new by teamwork.

3.Organizing as group: Organization is a group of recognized persons who contribute their efforts for the attainment of goals.

4.Organization as a mechanism of management: Organization coordinates various other functions of management. It directs, coordinates and controls all managerial activates of organization hence it works as a mechanism of management.

5.Organization as function: Organization is one of the important functions of management. The person behind this fact is that organization combines other activates of business.

6.Organization as system: It is a system of cooperative activates of two or more persons for the attainment of a common purpose & whenever an analysis is been done, one has to do for the firm is full consolidation. This way organization is a system.

 

7.Organization as a structure of relationship: Organization is also interpreted by some writers as structure of relationship among positions and jobs for the purpose of achieving enterprise objectives.

8. Organization as a ‘Means’ and “End”: It is also another important fact about the nature of organization that it is a means and not the end. Organization is connecting port that defines, establishes and allots work, system, activities and it directs and control all these allotted works also.

Purpose of an organization:1.Minimize the conflicts between individuals over jurisdiction.

2.Facilities attainment of objectives through proper co-ordination of all activities.

3.Decreases likelihood of “run-arounds”.

4.Eliminates over lapping and duplication of work.

5.Aids in wages and salary administration.

6.Facilitates easier and better communication at all levels of the organizational hierarchy.

7.Permits effective delegation and decentralization.

8.Facilitates an orderly growth and expansion of the enterprise.

9.Provides optimum use of technological improvements and enhance the efficiency of the workers qualitatively and qualitatively.

10.Creates clear cut line of authority and responsibility in an organization, thus improving the activating and controlling functions of the manager.

Principles of organization Principles of organization

Principles of organization refer to those well established and accepted general statement which are to be used in the process of organization to purpose a sound organizational structure

Principle of Division of labor Principle of Division of labor

This principle suggests that each job is assigned to individual & if he performs it repeatedly for a long period of time and gets specializes knowledge about it. Subsequently he would be able to perform it with less effort and time which may lead to higher efficiency. Thus this principle encourages job specialization, increase efficiency of the employees and facilitates smooth flow of working.

Principle of functional definition

This principle suggests that job, activities, role, relationship and expected results should be specifically spelt out in terms of function. The main objective of this to make the job holder responsible

Principle of span of control:

This principle refers to the number of subordinates to be placed under the command of the manager whose work he can manage efficiently. It recognizes that there is a limit in each managerial position of the number of subordinates; individual manager can manage at a time.

Principle of scalar chain: Principle of scalar chain:

This principle suggests that every employee is attached to the scalar chain in the relationship of superior and subordinate. This chain promotes smooth communication between superior and subordinate and facilitates effective decision making, gives a sense of confidence to manager while making decisions.

Principle of unity of command: This principle implies one oneness of command and single source of authority over subordinates. According to this principle at the time of designing a structure of an organization, the rule of one subordinate and one superior should be followed.it suggest that to bring a great feeling of personal responsibility.

Principle of objective: This principle says that an organization should be designed in perfect accordance with the goals of the business. In view of the first, the objective of the business concern should be clearly started.

 Principle of responsibility: This principle states that the responsibility in consideration to the delegate authority must be absolute and clear. No person should be free from the defined responsibility. It means that the superior should be held responsible for the acts of his subordinates to whom he has delegated authority.

Principle of flexibility:

It states the adequate provisions of flexibility should be made in respect of organizational structure. It suggests that the structure of an organization should be designed to permit growth and diversification.

Principle of efficiency:

The organizational structure should be designed in such a way as to facilitate efficient accomplishment of objectives. Since the organization is an ‘input-process-output’ system, it should be designed and directed in such a manner wherein with minimum inputs and maximum output is created.

Principle of continuity:

This principle suggests that while designing the structure of the organization due care should be taken to maintain continuity in respect of its existence and functioning. It may function continuously only when it is capable of coping with the changing environment and maintaining

Principle of parity between authority and responsibility:

This principle suggests that there should be complete balance or parity between authority and responsibility, only that much authority should be delegated which needed for carrying out the assigned job.

Principle of cooperation:

This principle suggests that an organization is concerned as a team work aimed at achieving objectives. Therefore all members should perform the assigned work in corporation with each other. Any kind of disagreement clash or conflicting situation may lead to inefficiency and poor performance.

Factors influencing organization structure  A clear purpose: A successful organization needs clear purpose .Without vital elements, time and money will inevitably be wasted on an organization without common vision. The purpose of any organization should be found on structure People: Employee and members must believe in the organization goals .The integration of the correct type of people will drastically influence a sound organizational structure Design: Mission statements factor into the design of an organization. Mission statements, departments and management, rules, regulations and more are a part of design process.Training: Proper training helps to encourage a healthy organizational structure. If proper training is provided for the employers it helps in the development of the organization.Mission statement: Mission statement should be in a way that entire company should understand, and then encourage managers and executives to reinforce the mission statement each day. It helps to maintain a strong organizational structure

Types of Organisation

  

Formal Organisation Meaning:

A formal Organisation is the relationship between members of the Organizational is official, recognized and well structured. The flow of communication among the Organisation members is well planned officially. All rules and regulations of the Organisation are effectively farmed by the top management well in advance.

Definition: In

the words of Chester Barnard” An Organisation is formal when the activities of two or more persons are consciously co-coordinated towards a common objectives

Types of Formal Organisation:

Line organization

Meaning: Line organization is a basic framework for the whole organization. This is the simplest form of organization structure.

Definition:In the words of J M Lundy “It is characterized by direct lines of authority flowing from the top to the bottom of the organizational hierarchy and line of responsibility flowing in an opposite but direct manner.

Types of line organization:

The line organization can be of two types

1.Pure line organization2.Department line organization

 

Pure line organization:

In pure line organization, activities at any level of organization are same with each employee performing same type of work and departments are created only to facilitate control and direction

Department line organization:

In this type of organization, the whole unit is divided into different department that are convenient for control purpose. Again even within a department, there may be several sub departments.

Characteristics of line organization:

Line organization has the following characteristics

1.In line structure, authority flows from the top to lower through various managerial positions.2.Flow of responsibility starts from lower levels to higher once.3.There is direct reporting relationship between superior and subordinates 4.All managers work in a line authority in the relationship of superior and subordinate and are known as a line manager 5.Line managers has line authority, he performs line activities and functions and is directly responsible for achieving organizational goals.6.6.The principle of unity of command is followed for designing line structure The principle of unity of command is followed for designing line structure

Advantages of line organization:

1.Line structure is quite simple to understand and to implement and no complications are involved in it.2.There is a clear cut division of authority and responsibility among various positions in the organization.3.The operational cost of line structure is minimum as compared to these forms.4.In line organization, there is high degree of flexibility because when organization grows in size & volume so new department can be created easily.5.Line structure serves as ground for training and development of all managerial persons6.It facilitates communication by providing line of command as channel.7.Due to unity of command, Discipline can be maintained among employees.

Limitations of line organization

1.On account of excess working load their working efficiency is also bound to decrease.2.Duplication of similar type of activity’s in every department may future enhance operating cost of organizational and it remains no more economical3.Line organization doesn’t encourage and permit use of specialized services from outside and no provision are made to introduce specialized supportive services in organizational structure 4.Line managers are preoccupied with heavy workload; they have to perform all kinds of activities, not only key activities but supportive activities also.5.One of the major drawbacks is that it tilts towards bureaucratic form and ignores human need and values which are affecting affective working behavior of the employees.6.The line managers don’t normally possess required knowledge for performing each and every activity assigned to them .but it is not possible for the line manager to acquire all sort of specialization 7.In the event of growth and development of organization further differentiation in activities is needed, this does not seem to be feasible in case of line organization.

Line and staff organization

 

Meaning:

 

 

Definition:

In the words of Louis Allen “Line refers to those positions and elements of the organization which have the responsibility and authority and are accountable for the accomplishment of primary objectives. Stall elements are those which have responsibility and authority for providing advice and service to the line in the attainment of objective”

 General staff:

This staff consists of group of experts and service as assistant to top management. They provide advice on certain matters. Special assistants, assistant management, deputy chairperson are some examples of service staff departments.

Specialist staff:

A)Advisory staff: This is an important staff which provides counseling to line managers. It makes a detailed study of problems faced by the managers, offers suggestions and prepares plans for the use and help of the managers

B)Service staff: It provides a better service consisting of activities that been separated from the line job. Personnel, R&D, Purchasing are some of the examples.

C)Control Staff: Staff who directly or indirectly have authority to control over other units in an organization. They control directly by serving as an agent for a line manager. Quality control staff, material inspection staff, performance appraisals staff are some of the examples.

Characteristics of line& Staff organization:

1.In line and staff organization, there are two types of relationship i.e. line and staff.2.Line managers work in line authority give orders to subordinate and are directly responsible for achieving organizational objectives. 3.Staffs specialists are having specialized knowledge of their respective areas, perform supportive and auxiliary activities and guide, help and advice the line managers.4.Like line organization, this structure is also marked by unity of command.5.Line managers and staffs specialists are not in the relationship of superior and subordinate, because staff specialists are appointment beyond line of authority and they work independently.

Features of lines and staff organization:

1.There are two types of staffs: a. Staff assistants- P.A to managing director, secretary to marketing manager. b. Staff supervisor- Operation control manager, Quality controller, PRO.2.Line and staff organization is a compromise of line organization. It is more complex than line concern.3.Division of work and specialization takes place in line and staff organization.4.Efficacy can be achieved through the features of specialization5.Power of command remains with the line executives and staff serves only as counselors.6.There are two lines of authority which flow at one time in a concern:

a. Line authority B. Staff authority