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Chapter 4 Organizing

This chapter discusses organizing as the process of grouping people and defining relationships, authority, and responsibilities to achieve goals. It covers types of organization structures like line, line and staff, and functional. An organization chart diagrams the structure, showing relationships, supervision channels, and authority. Good organization establishes responsibility, improves communication, and aids performance measurement. Delegation involves assigning responsibility, authority, and accountability. Both formal and informal organization structures exist. Centralization means high-level decision-making while decentralization disperses it. The line carries out objectives directly while staff advises and assists the line.

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630 views22 pages

Chapter 4 Organizing

This chapter discusses organizing as the process of grouping people and defining relationships, authority, and responsibilities to achieve goals. It covers types of organization structures like line, line and staff, and functional. An organization chart diagrams the structure, showing relationships, supervision channels, and authority. Good organization establishes responsibility, improves communication, and aids performance measurement. Delegation involves assigning responsibility, authority, and accountability. Both formal and informal organization structures exist. Centralization means high-level decision-making while decentralization disperses it. The line carries out objectives directly while staff advises and assists the line.

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Roman clash
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Chapter 4: Organizing

1
Learning Objectives
At the end of the chapter, the students are expected to understand
the following:

 Definition of Organizing
 Nature of Organizing
 Organizing as a Process
 The Nature and Development of Organization
 Types of Organization Structures
 The Nature of Line and Staff Relationship
 Organization Chart
 Results of Good Organization
 The Elements of Delegation
 Informal and Formal Organization
Centralized and Decentralized Organization

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What is Organizing?
The process of grouping together of
men and establishing relationships among
them, defining the authority and
responsibility of personnel by using the
company’s other basic resources to attain
predetermined goals and objectives.

 The identification of the grouping


work to be done, the of
authority and responsibility to
delegation of
employees, and the
establishment
relationships among the personnel the
order to use to maximum advantage the of c3 ompany’s
basic material resources in the accomplishment of a
Organizing – Nature and Process
Nature of Organizing:
Some believe it includes the behavior of all member of the group.
 Others say it is the total system of social and cultural
relationships.
Generally, most managers think that the terms means a formalized design of
intentional structures, roles and positions.

Organizing as a Process:
First, the structure must reflect objectives and plans because activities of the
organization are based on them.
 Second, the structure must reflect authority given to
top and middle management.
Third, organization structure, like any other plan, should reflect their external
environment (must be e4 conomic, technological, political, social or ethical)
 Fourth, the organization must be manned.
What is an Organization?
“Executive structure of a business” , –
It indicates that organization is the
framework or backbone

Connotes a “creative process”. – All


the parts of a business do not come into
existence spontaneously. They are the
results of managerial efforts to carry out
a predetermined course of action.

 Sometimes used to mean the “total


business organization”, including
f5acilities, materials, money, and
Types of Organization Structures
1. Line Organization – simplest form of structure and refers to a direct straight-line
responsibility and control from the top management to the middle management and
to the lower level.

2. Line and Staff Organization – This utilizes the assistance of experts or


specialists. Companies expands from single to complex by adding more people to
the organization.

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Types of Organization Structures
3. Functional Organization – It utilizes the pure services of experts or specialists.
This removed the staff specialist from his “assisting” capacity and gave him the pure
authority and responsibility for supervision and administration of the function.

3. Committees – Used in situation where group participation and decision are


required. These are created to undertake special activities rather than routinary
activities.

7
Organization Chart
is a diagram or drawing showing the important
aspects of an organizational structure. It shows the
relationship among positions as to authority,
responsibility, and accountability and the people who
occupy them.
As defined by George Terry: “is a diagrammatical
form which shows important aspects of an
organization including the major functions and their
respective relationships, the channels of supervision,
and the relative authority of each employee who is in
charge of each function.”

8
Organization Chart

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Organization Chart

1
0
Purpose and Types of Organization
Chart
Purpose:
 assists one to view the firm’s structure as a whole. It shows the principal
divisions and lines of formal authority.
assists management to divide the different duties or functions in the
business establishment so that they will be performed effectively and
efficiently.

Types of Organization Chart


1. Master Chart or of Authority – it shows the
Chart
organizational structure. entire

2. Functional Chart – Shows at a glance the functions and activities of


the positions and/or departments. It shows the major responsibilities or
departments or positions. Listed below each job title are brief statement
of the responsibilities.
3. Personnel Chart – same relative manner as the functional
chart.
Instead of listing the functions, the tiles of the positions of the names of
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persons are indicated.
Reorganization
is the process by which an existing organization undergoes changes in the size
and shape of the organization structure. The change may range from simple to
complex.

12
Departmentation
Results from the grouping of work, the desire to obtain organization units of
manageable size, and to utilize managerial ability.
 Four bases for departmentalizing an organization. Departmentation by function,
product, process and geographical location.

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Results of Good Organization
A good organization would result in the following
1. Establishing responsibility and preventing “buck passing.”
2. Providing for easier communication
3. Eliminating jurisdictional disputes between individuals
4. Helping develop executive ability
5. Aiding in measuring a person’s performance against his charges
and responsibilities
6. Aiding in equitable distribution of work, functions, and/or
personnel
supervision
7. Permitting expansion and contraction without seriously disrupting
the structure.
8. Pointing out “dead-end” jobs.
9. Affording movement in the direction of the “ideal” organization, in times of
change.
10.Establishing closer cooperation and higher morale.

11.Preventing duplication of work.


1 2
The Elements of Delegation
Delegation is the process of entrusting and transferring
responsibility and authority by the top management to the lowest
level.
The elements of delegation are the following:
1. Responsibility – the work or duty assigned to a particular
position. Involves mental and physical activities which must be
performed to carry out a task or duty. Two categories:
management functions which covers POSDICON and operative
functions which include all activities that have to do directly with
their specialization.
2. Authority – refers to the power or the right to be obeyed.

3. Accountability – this is the answerability of the obligation to


perform the delegated responsibility and to exercise the authority
for the proper performance of the work. It cannot be delegated. It
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is given to the person who accepts the responsibility and is
accountable only to the extent that he is given the authority to
The Art of Delegation
Delegation is considered an art and a
science. It is an art because it is a skill that the
manager performs effectively if he practices it.
Delegation should first and foremost be
tackled before the establishment of goals and
objectives and a clear definition of
responsibility and authority has been made.
To be effective, the manager must motivate
the subordinates to work on the delegated
responsibility and authority. Positive
motivation instead of negative, shouldbe
given.
 Positive motivation maybe described as
psychological as well as monetary and
other
The Exception Principle
also known as management by exception is closely related
to the parity principles.
states that managers should concentrates their efforts on
matters that deviate significantly from the normal and let
subordinates handle routine matters.
the idea here is that managers should concentrate on those
matters that require their abilities and not become bogged
down with duties that their subordinates should be doing.
it can be hard to comply with when incompetent or insecure
subordinates refer everything to their superiors because they
are afraid to make decisions.

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Formal and Informal Organizations
Every organization structure has two systems of operation: the formal
and informal.
Formal
 composed of recognized and formalized lines of communication,
authority, and control
 have a rigid organization structure, showing the functional roles.
all business, industrial organizations and educational institutions are
formal organization.
Informal
 much more subtle and invisible in the organization chart
 lack rigid structure
 formed for the purpose of satisfying some social needs
 may exist in the formal organizations or may exist and operate
independently.
 clubs, teams, associates come under this category.

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Centralized and Decentralized Organizations
Centralized Management
major decisions are made by a few top executives,
subordinates exercise little (ifany) initiate in
decision making.
even when there are multiple branches, most
decisions are made at the main office rather than
the local branch.
Decentralized Management
represents a systematic effort to delegate to
lower levels all authority, except tha twhich can
only be exercised at the highest levels.
authority is dispersed throughout and decision
making is distributed throughout the organization.
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Centralized and Decentralized Organizations

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Nature of Line and Staff Relationship
Line personnel are those who contribute directly to the accomplishment
of organizational objectives. Staff personnel advise and assists the line personnel
 One accepted concept of the line and staff is that which has direct responsibility
for accomplishing the primary objective of the business
Simply speaking, a department or a position is called a line if its objectives are
directly in line with the company’s objectives.
On the other hand, a department or a position is called a staff it its objectives are
indirectly in line with the company’s objectives.

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“Flat” and “Tall” Structures
As the span of supervision or control increases (the
number of subordinates being supervised), the
organization develops a “flat” structure. On the other
hand, the narrow spans lead to a “tall” structure. “Flat”
structure permits general supervision while “Tall”
leads to close or tight supervision.

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