COORDINATION

Coordination
 Coordination
Outline of Presentation
 Introduction
 Meaning of Coordination
 Definition of Coordination by different Authors
 Coordination as a pyramid
 Elements of Coordination
 Features / Characteristics of Coordination
 Need / Importance of Coordination
 Types of Coordination
 Principles of Coordination
 Techniques of Coordination
 Problems of Coordination
 Steps of Effective Coordination
 Process of Coordination
 Coordination & Cooperation
 Coordination
Introduction
 Co-ordination is a process which ensures smooth interplay of the functions of
management. Common objectives are achieved without much wastage of
time, efforts and money with the help of co-ordination.

 Co-ordination is the essence of management (because it permeates all levels of

management). It is implicit and inherent in all functions of management.

 Co-ordination is not a separate function of management, because achieving

coordination leads to the achievement of group goals, which is a key to success
of management.

 All management seeks to achieve co-ordination through its basic functions such
as planning, organizing, staffing, directing and controlling.
 Co-ordination is an integral element or key ingredient of all the
managerial
 Coordination
Meaning of Coordination

 Co-ordination implies an orderly pattern or arrangement of group efforts to

ensure unity of action in the pursuit of common objectives.
 Co-ordination requires unification of diverse and specialised activities.

 Coordination is a process to establish harmony among the different activities

of an organisation, so that the desired objectives can be achieved.

 Co-ordination as a function of management refers to the task of integrating the

activities of separate units of an organization to accomplish the goals
efficiently.

 Co-ordination is the unification, integration, synchronization of the efforts

of group members so as to provide unity of action in the pursuit of common
goals.

 It is a hidden force which binds all the other functions of management.

 Coordination
Meaning of Coordination….

 Co-ordination is balancing and keeping a team/group together by ensuring a

suitable allocation of working activities to the various members and seeing that
these are performed with due harmony among the members themselves.

Key Note
 The purpose of co-ordination is to secure harmony of action or team-work
and
concurrence of purpose.
 Coordination
Definition of Coordination by different Authors
 According to Henry Fayol “ to co-ordinate is to harmonize all the
activities of a concern
so as to facilitate its working and its success”

 Mooney and Reelay, define coordination as the orderly

arrangement of group efforts to provide unity of action in the
pursuit of common goals”.

 Charles Worth opined that, “Co-ordination is the integration of

several parts into an orderly hole to achieve the purpose of
understanding”.

 According to G.R. Terry, “Co-ordination is the orderly

synchronization of efforts to provide the proper amount, timing
,and directing of execution in harmonious and unified actions to a
stated objective.”
 Coordination
Key note: Viewing coordination as a Pyramid
 Coordination
Elements of Coordination

 According to Allen, “A manager in managing must co-ordinate the

work for which he is accountable by balancing ,timing and
integrating.”

 The three elements of Co-ordination are :-

 Balancing
 Timing
 Integrating
 Coordination
Features /Characteristics of Coordination

 It is not a distinct/separate function but the very essence of management.

 It is the basic responsibility of management
 It does not arise spontaneously or by force.
 The heart of co-ordination is unity of action/purpose.
 It is a dynamic process (continuous or an ongoing process).
 It is required in group efforts, not in individual effort.
 It has a common purpose of getting organisational objectives
accomplished.
 It is necessary to all levels of organization
 It is a system concept
 Coordination
Need/Importance of Coordination

Increase in size and complexity of operations: Need for coordination arises

as soon as the operations become multiple and complex.

Specialisation: Division of work into specialized functions and departments leads

to diversity and lack of uniformity.

Clash of interests – Coordination helps to avoid conflict between individual

and organisational goals.

Efficiency and Effectiveness: Coordination helps to improve the efficiency of

operations by avoiding overlapping efforts and duplication of work. Quality of
coordination determines the effectiveness of organized efforts.

Unity of Direction/Team work: Coordination helps to ensure unity of action in

the face of disruptive forces. It helps unity of action and helps to avoid conflicts
between line and staff elements
 Coordination
Need/Importance of Coordination….

Human Relation: Coordination helps to improve team spirit and morale of employees. In a well
coordinated organization, organizational goals and personal goals of people are reconciled.

Essence Of Management: Coordination is all inclusive concept and the end result of
management process. Coordination helps in the accomplishment of organizational goals.

Different outlook :It becomes imperative to reconcile differences in approach ,timing and
effort to secure unity of action.

Conflicts :Co-ordination avoids potential sources of conflict.

Others
 Unity in diversity
 Term work or unity of directions
 Functional differentiation
 Coordination
Need/Importance of Coordination….

Others…..
 Unity in diversity
 Functional differentiation
 Congruity of flows or congruent flows
 Specialization
 Reconciliation of goals
 Empire building
 Differential and integration
 Interdepartmental harmony
 Meeting environmental challenges
 Removes ambiguity
 Coordination
Types of Coordination

On the basis of scope or coverage, there are two types, namely:

 Internal (the basis of flow there two types of internal coordination)
 Vertical
 horizontal
 External Co-ordination

Moreover on the basis of organizational structure, there are three

types of coordination
 Pooled,
 Sequential,
 Reciprocal Co-ordination
 Coordination
Types of Coordination….

Internal Coordination
 It is the establishment of relationship of among managers, executives, divisions,
subdivisions, and other workers. This type of coordination happens within the
organisation

Managerial functions which require Internal Co-ordination include:

 Planning
 Organizing
 Staffing
 Directing
 Controlling
 Coordination
Types of Coordination….

Internal Coordination….
Horizontal coordination:
 Horizontal Coordination refers between the persons of the status.
same Coordination between the departmental heads, supervisors, co-
workers

Vertical coordination:
 Superior coordinates his work with his sub coordinates and vice versa.
Sales manager coordinates his work with the activities of the sales
supervisor.
 Coordination
Types of Coordination….

Internal Coordination….
External coordination:
 It is the establishment of relationship of the managers, executives, divisions,
subdivisions, and other workers with the general public and different
organisation.
 Thus organisation relationship with
 Customers
 Competitors
 Owner
 Government Regulations
 Changing Technology
 Other enterprises
 Business and Political Environment
 Coordination
Types of Coordination….

External coordination
Different
Market agencies industrial
organizatio
General public n

Competitor Different Financial

institution institution

Technologies Agencies
Different
commercial
Technological Customers government organization
organization agencies s
 Coordination
Principles of Coordination

According to Mary Parker Follet, there are four principles for effective coordination:
These are

Direct personal contact- Direct communication is the most effective way to convey
ideas and information. Coordination is best achieved through direct personal contact
with people. Direct face to face contact communication is most effective.

Early beginning-Coordination can be achieved more easily in early stages of planning

and policy-making. Plans should be based on mutual participation. Early coordination
also improves the quality of plans.

Reciprocity-All in a given situation are interdependent and interrelated. When People

appreciate reciprocity of relations, they avoid unilateral action and coordination becomes
easier.

Continuity-Coordination is an on-going or never-ending process rather than a once-

for –all activity. Sound coordination resolves conflicts as it arises.
 Coordination
Principles of Coordination….

Principles of Coordination

Personal Early Start Dynamism Effective

contact supervision

Simplified
organization
Continuity Principles of
Co-ordination Effectives
communication
Self
coordination
Clear definition
of authority
Clear cut Reciprocal Effective
and
objectives relationship leadership
responsibility
 Coordination
Techniques

• Sound planning
• Simplified organisation
• Coordination by committees
• Self Coordination
• Effective communication
• Effective leadership and
supervision
• Chain of command
• General staff/Cooperation
• Voluntary coordination
 Coordination
Techniques of Coordination

Sound planning
Planning is the ideal stage for coordination. Clear cut objectives, harmonized
policies and unified procedures and rules ensure uniformity of action.

Simplified organisation
A simple and sound organization is an important means of coordination.
Clear cut authority relationships help to reduce conflicts and to hold people
responsible.

Coordination by committees
Committee is a body of persons entrusted with discharge of some functions
collectively as a group. it is significant in achieving horizontal coordination.
committee ensures that problems which arises out of relationships among various
units can be solved by group decisions.
 Coordination
Techniques of Coordination…..

Self Coordination
Modification of functioning of department in such a way that each department
coordinates with other departments. it can be done by horizontal
communication.

Effective Communication
Open and regular communication is the key to coordination.
Effective interchange of opinions and information helps in resolving difference
and in creation mutual understanding.

Effective Leadership and Supervision

Effective leadership ensures coordination both at the planning and the execution
stage.
Sound leadership can influence subordinates to have identity of interest and too
adopt a common outlook.
 Coordination
Techniques of Coordination…..

Chain of Command
Authority is the supreme coordinating power in an organization.
Exercise of authority through the chain of command or hierarchy is the traditional
means of coordination.

General staff/Cooperation
A general staff is very helpful in achieving interdepartmental or horizontal
coordination.

Voluntary coordination
Voluntary coordination is possible in a climate of dedication and mutual co-
operation.
 Coordination
Problems of Coordination

In practice coordination faces certain problems, These

include:

 Natural hindrance (e.g. bad weather, poor health situation, etc)

 Inadequate /lack of administrative talent
 Lack/Inadequate of techniques of coordination
 Misunderstanding
 Competition for resources
 Threats to autonomy
 Disagreement on objectives and idea
 Differing expectations of coordination
 Lack of trust
 Cost/benefit perceived as unsatisfactory
 Unilateral donor actions and agendas
 Rapid staff turnover
 Poor transition preparations
 Coordination
Steps of effective of Coordination

 Proper delegation of authority and responsibility

 Whole or entire activities of the should be into
organization divided
department/section/units
 There should be to rigid rules and regulations, procedures, policies, etc.
 Adherence to rigid rules and regulations, procedures, policies, etc. must be
maintained
 Establishment of an effective communication system
 Establishment of employees’ grievances cell.
 Coordination
Steps of effective of Coordination…..

 There should be a proper system for reporting.

 Skilled workers must be rewarded adequately.
 The management should induce the employees to take active part in meeting.
 The management should encourage the employees to have friendly relationship
with others.
 Managers should have opportunities to get training in the area of leadership,
coordination, planning staffing and the like.
 Coordination
Process of Coordination

Clearer Goals

Proper Allocation of Work

Sound Organization Structure

Clearer Responsibility Relationship

Proper Communication

Sound Leadership
 Coordination
Coordination and Cooperation

 Co-ordination is an orderly arrangement of efforts to provide unity of action

in the fulfillment of common objective
whereas
 Co-operation denotes collective efforts of persons working in an enterprise
voluntarily for the achievement of a particular purpose. It is the willingness
of individuals to help each other.
 Coordination
Coordination and
Cooperation
Co-ordination Co-operation
It is the function of management. It is not a function of management.
Coordination is an orderly arrangement of group Cooperation is willingness to work with others or
efforts. help others
The early success of an organization depends upon Co-ordination is the basis for co-ordination.
the degree of co-ordination.
Co-ordination is obtained officially. Co-ordination is a voluntary service.
It establishes both formal and informal relationship It establishes informal relationship.
There is a direct link between the achievement of There is no such direct connection between co-
objectives and co-ordination. operation and the achievement of objectives.

 Therefore, existence of co-operation may prove to be effective condition or requisite for

co-ordination. But it does not mean that co-ordination originates automatically from the
voluntary efforts of the group of members. It has to be achieved through conscious &
deliberate efforts of managers, therefore it can be concluded that co-operation without
co-ordination has no fruit and co-ordination without co-operation has no root.