Chapter 2 Flashcards

1
Q

Define Management hierarchy

A

Is the arrangement that provides increasing authority at higher levels of the hierarchy

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2
Q

Hierarchal management structure

A

Employees arranged into layers with power increasing further up the the hierachy

Ridged lines of communication - with mostly downward communications

Clearly identifiable organisational positions

Clearly identifiable span of control exists for each manger

Centralised decision making with management decisions and passing on instructions to those below them - this is referred to as a line of authority

Principle of unity of command, where each employee is directly responsible to one manager

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3
Q

Define chain of command

A

Is a system that determines responsibility, supervision and accountability of members of the organisation

  • ultimately one person only remains in control (advantage)
  • information only flows one way (disadvantage)
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4
Q

Define the principle unity of command

A

States that each employee within each organisation should report to only one supervisor

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5
Q

Define span of control

A

Refers to the number of whom a manager is directly responsible for

(the person in charge of each division is called a manager)

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6
Q

Define a flatter organisational structure

A

Organisational structure that has a wide span of control, few management levels and short chain of command

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7
Q

Define management structure

A

The way in which parts of an organisation are formally arranged to link management, employees and function together to achieve objectives

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8
Q

What has lead to flattered structures becoming more common?

A

Increased competition pressures and globalization has seen more firms recently ‘flattering’ their structures. Meaning there are fewer levels of management, therefore they can quickly implement changes to adapt to consumer needs and market conditions

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9
Q

What are the effects of a flatter management structure

A

Fewer levels of staff between manager & employees – shorter, improved communication paths (efficient).
Employees actively involved in decision-making – improves empowerment and worker motivation.
Uses employee knowledge, skills, experience & potential for innovation.
Greater workplace flexibility and response to change.
Reduction in operating costs due to management downsizing
Fewer status distinctions, such as offices– encourages teamwork to achieve common goals.
Increases training and multiskilling of employees.

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10
Q

Major disadvantage of flat management structures

A

Employees lack a specific boss to report to which creates confusion

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11
Q

What are the basic types of management structures

A

Functional
Divisional
Matrix

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12
Q

Define a functional structure

A

Involves grouping employees together according to task they will perform
E.g accounts in finance department

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13
Q

Advantages / disadvantages of a functional structure

A

Positives =
A defied career pathway for employees
Possibility of higher degree of task specialization
The provision of good opportunities for skill and knowledge development
Efficient use of resources

Advantages Disadvantages
“A defied career pathway for employees
Possibility of higher degree of task specialization
The provision of good opportunities for skill and knowledge development
Efficient use of resources

disadvantages=
Lack of flexibility and cooperation due to it’s bureaucratic nature
A narrow departmental focus – as apposed to broader organisation wide focus
‘Empire building’ behaviors among personnel in each department; that is gaining and keeping control over resources, finances and human resources

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14
Q

Explain geographic (divisional)

A

Based on divisions according to location e.g. general manager for Asia

Advantages
Employees can work and train in other countries
Allows wider access to markets

Disadvantages
Different languages can cause barriers in communication
expensive and time-consuming to travel

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15
Q

Explain product based (divisional structure)

A

Based on divisions according to location e.g. general manager for Asia

Advantages
Employees can work and train in other countries
Allows wider access to markets

Disadvantages
Different languages can cause barriers in communication
Expensive and time-consuming to travel

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16
Q

Explain customer based (divisional structure)

A

Departments based on types of customers dealt with by a group of employees

Advantages
Specialists in each area meaning customer’s needs are met by specialists

Disadvantages
Complex structure
Difficulties in effective communication due to complex structure

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17
Q

Explain process based (divisional structure)

A

The grouping of people who are part of the same process

e.g car manufactures

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18
Q

Explain the advantages / disadvantages of the divisional structure

A

Advantages:
The direction of expertise at specific customers, products, regions and processes
The encouragement of cooperation between organizational departments
Greater flexibility in adapting to environmental changes

Disadvantages:
Reduced benefits of ‘economies of scale’ because work can be duplicated
The potential to promote rivalry between divisions

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19
Q

Define matrix structure

A

Involves bringing together specialists from different parts of an organisation to solve a specific problem or to undertake specific projects in teams

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20
Q

Explain the advantages / disadvantages of the matrix structure

A

Enhanced flexibility – operations can be altered quickly to suit environmental circumstances
Enhanced communications, cooperation & teamwork throughout the organisation
Enhanced decision making – expert project teams become a critical source of info for managers
Collective expertise across the organisation, creating the best possible environment for problem solving

Disadvantages:
Sometimes the decisions made in project teams can undermine the ‘line of authority’
The matrix structure creates potential for the ‘unity of command’ principle to be challenged as people may be reporting to two managers
e.g. functional manager & project manager

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21
Q

What has lead to flattered structures becoming more common?

A

Increased competition pressures and globalization has seen more firms recently ‘flattering’ their structures. Meaning there are fewer levels of management, therefore they can quickly implement changes to adapt to consumer needs and market conditions

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22
Q

What are the effects of a flatter management structure

A

Fewer levels of staff between manager & employees – shorter, improved communication paths (efficient).
Employees actively involved in decision-making – improves empowerment and worker motivation.
Uses employee knowledge, skills, experience & potential for innovation.
Greater workplace flexibility and response to change.
Reduction in operating costs due to management downsizing
Fewer status distinctions, such as offices– encourages teamwork to achieve common goals.
Increases training and multiskilling of employees.

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23
Q

Major disadvantage of flat management structures

A

Employees lack a specific boss to report to which creates confusion

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24
Q

What are the basic types of management structures

A

Functional
Divisional
Matrix

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25
Q

Define a functional structure

A

Involves grouping employees together according to task they will perform
E.g accounts in finance department

26
Q

Advantages / disadvantages of a functional structure

A

Positives =
A defied career pathway for employees
Possibility of higher degree of task specialization
The provision of good opportunities for skill and knowledge development
Efficient use of resources

Advantages Disadvantages
“A defied career pathway for employees
Possibility of higher degree of task specialization
The provision of good opportunities for skill and knowledge development
Efficient use of resources

disadvantages=
Lack of flexibility and cooperation due to it’s bureaucratic nature
A narrow departmental focus – as apposed to broader organisation wide focus
‘Empire building’ behaviors among personnel in each department; that is gaining and keeping control over resources, finances and human resources

27
Q

Define a divisional structure

A

Groups employees together according to divisions that may be geographical or customer, product or process focused

Commonly used by organisations producing a range of different products and services
Employees are grouped together based on divisions such as:
Customers
Geography
Products
Process

28
Q

Explain geographic (divisional)

A

Based on divisions according to location e.g. general manager for Asia

Advantages
Employees can work and train in other countries
Allows wider access to markets

Disadvantages
Different languages can cause barriers in communication
expensive and time-consuming to travel

29
Q

Explain customer based (divisional structure)

A

Departments based on types of customers dealt with by a group of employees

Advantages
Specialists in each area meaning customer’s needs are met by specialists

Disadvantages
Complex structure
Difficulties in effective communication due to complex structure

30
Q

Explain process based (divisional structure)

A

The grouping of people who are part of the same process

e.g car manufactures

31
Q

Explain the advantages / disadvantages of the divisional structure

A

Advantages:
The direction of expertise at specific customers, products, regions and processes
The encouragement of cooperation between organizational departments
Greater flexibility in adapting to environmental changes

Disadvantages:
Reduced benefits of ‘economies of scale’ because work can be duplicated
The potential to promote rivalry between divisions

32
Q

Define matrix structure

A

Involves bringing together specialists from different parts of an organisation to solve a specific problem or to undertake specific projects in teams

33
Q

Explain the advantages / disadvantages of the matrix structure

A

Enhanced flexibility – operations can be altered quickly to suit environmental circumstances
Enhanced communications, cooperation & teamwork throughout the organisation
Enhanced decision making – expert project teams become a critical source of info for managers
Collective expertise across the organisation, creating the best possible environment for problem solving

Disadvantages:
Sometimes the decisions made in project teams can undermine the ‘line of authority’
The matrix structure creates potential for the ‘unity of command’ principle to be challenged as people may be reporting to two managers
e.g. functional manager & project manager

34
Q

What is a network structure

A

Organizational structure where functions are outsourced to other organisations; the core organisation exerts control via outsourcing contracts.

35
Q

Advantages and disadvantages of a network structure

A

Advantages - being flexible and ready to adapt to changes in consumer demand.
Disadvantages – heavy dependence on technology and can cause problems in communication if computers crash

36
Q

Define cooperate culture

A

Refers to the values, ideas, expectations and beliefs shared by member of the organisation

37
Q

Characteristics of a cooperate culture

A

A pattern of shared basic assumptions
Developed and shared by the group
Representative of past success
Taught to new employees as the correct way of thinking, feeling and doing

38
Q

How to recognise cooperate culture

A

Company policies & objectives
Physical environment – colour scheme, architecture
Organisational structures and management styles
Organisational processes
Rituals & symbols – what is celebrated.
How people address each other
Language
Documentation – brochures & logos

39
Q

Differences in cooperate culture

A

Degree of risk taking and innovation
Attention to detail
People orientation- Wants and needs of employees when making decisions. E.g. work-life balance
Task or process orientation - Is focusing on results or how the results were obtained more important?
Team orientation
Level of Competitiveness
Emphases on ethical and social responsibilities
Diversity among employees – skills, ideas, ratio of males to female,
Age of the organisation – older organisations may have more traditional practices

40
Q

Elements of a cooperate culture:

A

Values - Organisational shared basic beliefs
e.g. honesty, hard work, quality customer service etc.

Symbols - Consist of events or objects that are used to represent something the organisation believes to be important (actions speak louder than words)

Rituals, rites and celebrations - Routine behavioral patterns in an organisations everyday life. Regular social gatherings can be held to help develop a sense of belonging

Heroes - Successful employees who reflect it’s values and therefore act as an example for others.

41
Q

Explain cooperates cultures affect on performance

A

Often employees work harder to achieve organizational goals if they consider themselves to be part of the corporate culture (have input into decision making).

Different cultures operating in one company can also impact employee performance. For example, if the organization maintains a reserved “talk when necessary” culture, employees may work accordingly

Once a positive cooperate culture is established it needs to be kept alive.
Management must ensure that staff members are given sufficient training to reflect the values of the organisation
Senior management in the firms must act as role models for the younger staff
Reward employees who exemplify appropriate values.

42
Q

Define planning

A

Is the process of setting objectives and deciding methods to achieve them

Often referred to as the primary management role

43
Q

Define strategic (long term planning)

A

Is long term planning usually over three to five years

Help achieve where the organisation wants to be in the market and what it wants to achieve in relation to it’s competitors

44
Q

Define tactical planning

A

flexible, adaptable medium term planning usually over two years, which assists in implementing the strategic plan

The emphasis is on how the objectives will be achieved through the allocation od resources

45
Q

Define operational planning

A

Provides specific details about the way the organisation will operate in the short-term

Daily, monthly or up to one year basis by lower-level supervisors and managers.
Detailed level of planning that implements strategies to ultimately achieve specific objectives

46
Q

Define a SWOT analysis

A

Involves the identification of the internal strengths and weaknesses of the organisation and the opportunities in and the threats from the external environment

47
Q

Explain the 5 steps of the planning process

A

Step 1 Define the objective – Management begins the planning process by considering where they believe the organisation is headed

Step 2 “Analyse the environment – a common analysis is known as “SWOT analysis” strengths / weaknesses / opportunities / threats.
This helps the organisations internal strengths and weaknesses and also opportunities in and threats from external environment

Step 3 Develop alternative strategies – in response to the Q ‘How will the organisation get there?’ – managers develop several strategies and agree to put one into action

Step 4 Implement an alternative. The strategy that has been agreed upon needs to be put into place

Step 5 Monitor and seek feedback on implemented strategy – management must set targets and access to see if they are met. If they are not met the planning process will have to be repeated. Any planned formed should be a living document, regularly viewed and revised if necessary.

48
Q

Strengths and weakness are both

A

Internal assessments

49
Q

Explain the characteristics of ‘strengths’

A

What is the organisation good at?
Which products are popular?
Are our customers loyal?
Do we have a skilled and motivated workforce?
Do we function effectively
Are we in a solid financial position
Is our equipment / resources functional, new “

50
Q

Explain the characteristics of ‘weaknesses’

A

Do we have competent managers and staff
Is our computer system obsolete
Have we experienced past failures
Have we been upgrading our facilities to keep pace with rivals

51
Q

Explain ‘opportunities’ in the external environment

A
What will new technology bring us?
Is the national economy strong?
Are interest rates low?
What are the possible new markets?
What other businesses can we acquire to expand the organisation"
52
Q

Explain ‘threats’ in the external environment

A

What trends have been evident in our markets?
Are there new law regulating what we do
Are there new competitors
Are current competitors taking over out market share”

53
Q

Define organising

A

Is the process of arranging resources and tasks to achieve objectives
e.g. arranging staff to jobs

54
Q

Explain the organisational process (3)

A

Translate the objectives of a business to relaity

Determining the work objectives: The work activities required to achieve management objectives must be determined – work activities are thus broken down into smaller steps

Classifying and grouping activities: Once the work activities of a business have been broken down into smaller steps, similar activities can be grouped together this improves effiency by enabling the most appropriate allocation of resources, it is common practice to group activities into departments or sections

Assigning work and delegating authority: Determine who is to carry out the work and who has the responsibility to ensure the work is done – delegation also involves ensuring the person who has been given the responsibility carries out the process – effective delegation can increase productivity and efficiency and increase job satisfaction for the employee

55
Q

Define leading

A

Is the process of influencing or motivating people to work towards the achievement of the organisations objectives

The type of leadership depends on the attitudes and assumptions that managers have about people in the organisation

56
Q

Managers can be categorised into what type of leaders

A

Transactional and transformational

57
Q

Explain transactional leading

A

Provides staff with rewards in return for their
Compliance and acceptance of authority
e.g. incentives such as pay-rises depending whether
goals are met

58
Q

Explain transformational leading

A

Leaders inspire or enthuses staff with a vision to ensure that they are committed to achieving the objectives of an
organisation.

They consider each staff member as unique individuals and provide opportunities for team members to exercise there own judgment (today most leaders are transformational)

59
Q

Define controlling

A

is the process of evaluating performance and taking corrective action to ensure that the set objective are achieved

Controlling compares what was intended to happen with what has actually occurred

60
Q

Explain the controlling process

A

Controlling process:
There are three steps in the controlling process:
Establishing standards in line with the objectives of the organisation

Measuring the performance of the organisation against those standards or benchmarks

Making changes when necessary to ensure the objectives of the organisation have been met

61
Q

Define divisions structure

A

Groups employees together according to divisions that may be geographical or customer or product or process focused

62
Q

Differences chart between traditional organisations (less fluid) and modern organisations (more fluid)

A

Decision making: centralised (decisions made at top of hierachy) // decentralised (spread out decision making)

Characteristics: task activity cantered, traditional conservative
 // people entered modern forward thinking contemporary 

Management structure: hierarchical - multi layered // flexible to change - flat structure - less layers of management

Performance appraisal: performance appraisal: do it our way // do it the best way

Communication: top down // 2 way by consensus

Delegation: top to bottom // agreement

Level of employee participation: low // high