ORGANIZING Flashcards
This is important in facilitating the implementation of plans and the distribution of tasks.
It helps in breaking down monumental task into smaller, easier to handle jobs.
It improves synergy and communication throughout the organization
Organizing
In the example earlier, _________________ organized his troops in groups of 10 which were given the task of foraging, hunting, and training for themselves. These groups of 10 can be further united to form groups of 100 which were given tasks such as scouting, finding pastures and resupplying provisions.
Genghis Khan
4 Types of Communication
- Upward Communication
- Downward Communication
- Lateral Communication
- External Communication
Information is exchanged up the organizational hierarchy. e.g. Employee feedback/reports
Upward Communication
Information is exchanged from the top of the hierarchy down e.g. Revision of policies
Downward Communication
Information is exchange between peers or across teams. e.g. Sharing ideas/techniques
Lateral Communication
Information exchanged with an outside organization. Client – Salesperson Interaction
External Communication
__________ is a management function which refer to “the structure of resources and activities to accomplish objectives in an efficient and effective manner.
The arrangement or relationship of positions within an organization is called the ________. The result of the organizing process is the ________.
Organizing, structure (2)
Vertical
Authority
Horizontal
Tasks
Purpose of Structure
- It defines the relationships between tasks and authority for individuals and departments.
- It defines formal reporting relationships, the number of levels in the hierarchy of the organization and the span of control
- It defines the groupings of individuals into departments and departments into organization.
- It defines the system to effect coordination of effort in both vertical (authority) and horizontal (tasks) direction.
When structuring an organization, the engineer manager must be concerned with the following:
- Division of Labor
- Delegation of Authority
- Departmentation
- Span of Control
- Coordination
Determining the scope of work and how it is combined in a job
Division of labor
The process of assigning various degrees of decision-making authority to subordinates.
Delegation of Authority
The grouping of related jobs, activities or processes into major organization subunits
Departmentation
The number of people who report directly to a given manager.
Span of Control
The linking of activities in the organization that serves to achieve a common goal or objective.
Coordination
The ________ organization is “the structure that details lines of responsibilities, authority and position” What is depicted in the organizational chart is the formal organization.
It is the “the planned structure” and it “represents the deliberate attempt to establish patterned relationships among components that will meet the objectives effectively”.
Formal
This is a diagram of the organization’s official position and formal lines of authority.
Organizational chart
This provides written descriptions of authority relationships, details and functions of major organizational units and describes job procedures.
Organizational manual
This describes personnel activities and company policies.
Policy manuals
There are instances when members of an organization spontaneously form a group with friendship as a principal reason for belonging. This group is called an _________ group.
Informal
The informal organization, useful as it is, is vulnerable to: (3)
expediency, manipulation and opportunism.
Types of Organizational Structures (Classified into 3 types)
- Functional Organization
- Production or Market Organization
- Matrix Organization
This is a form of departmentalization in which everyone engaged in one functional activity, such as engineering or marketing, is grouped into one unit.
Functional Organization
______________ organization structures are very effective in smaller firms, especially “single-business firms where key activities revolved around well-defined skills and areas of specialization.”
Functional
The organization is divided into functional areas such as marketing, finance, operations, and HR.
Each department is responsible for its specific functions and reports to a functional manager.
Functional Organizational Structure
This refers to the organization of a company by divisions that brings together all those involved with a certain type of product or customer.
Production or market organization
An organizational structure in which each employee reports to both a functional or division manager and to a project or group manager.
Matrix organization
The _________________ organization, with its feature of operating by divisions, is “appropriate for a large corporation with many product lines in several related industries.”
Product or market
A _________ organization, according to Thompson and Strickland, “is a structure with two (or more) channels of command, two lines of budget authority, and two sources of performance and reward.” Higgins declared that “the matrix structure was designed to keep employees in a central pool and to allocate them to various projects in the firm according to the length of time they were needed.”
Matrix
This structure combines elements of both functional and divisional structures.
Employees have dual reporting relationships – they report to both a functional manager and a project or product manager.
Matrix Organizational Structure
Types of Authority
- Line Authority
- Staff Authority
- Functional Authority
A manager’s right to tell subordinates what to do and then see that they do it.
Line authority
A staff specialist’s right to give advice to a superior.
Staff authority
A specialist’s right to oversee lower level personnel involved in that specialty, regardless of where the personnel are in the organization.
Functional authority
__________ authority is one given to a person or a work group to make decisions related to their expertise even if these decisions concern other departments.
Functional
These departments perform tasks that reflect the organization’s primary goal and mission.
In a construction firm, the department that negotiates and secures contracts for the firm is this.
Line department
These departments include all those that provide specialized skills in support of line departments.
Staff departments
Those individuals assigned to a specific to provide needed staff services.
Personal staff
Those individuals providing needed staff services for the whole organization.
Specialized staff
A ___________ is a formal group of persons formed for a specific purpose.
It is often staffed by top executives from marketing, production, research, engineering, and finance, who work part-time to evaluate and approve product ideas.
committee
One created for a short-term purpose and have a limited life. An example is the committee created to manage the anniversary festivities of a certain firm.
Ad hoc committee
It is a relatively permanent committee that deals with issues on an ongoing basis. An example is the grievance committee set up to handle initially complaints from employees of the organization.
Standing committee
