Organizing in management

Organizing:

Importance of organizing

Specialization: organizational structure is a network of relationships in which the work is divided into units and departments. This division of work is helping in bringing in specialization in various activities of concern.

Well defined jobs: organizational structure helps in putting right men on right job which can be done by selecting people for various departments according to their qualifications, skills, and experience. This is helping in defining the jobs properly which clarifies the role of every person

Clarifies Authority: Organizational structure helps in clarifying the role positions to every manager This can be done by clarifying the powers to every manager and the way he has to exercise those powers should be clarified. So those misuses of powers do not take place. Well defined jobs and responsibilities attached helps in bringing efficiency into managers working. This helps in increasing productivity.

Co-ordination: organization is a means of creating co-ordination among different departments of the enterprise. It creates clear cut relationships among positions and ensure mutual co-operation among individuals. Harmony of work is brought by higher level managers exercising their authority over interconnected activities of lower level manager.

Authority responsibility relationships can be fruitful only when there is a formal relationship between the two. For smooth running of an organization, the co-ordination between authorities, responsibility is very important. There should be co-ordination between different relationships. Clarity should be made for having an ultimate responsibility attached to every authority.

Effective administration:

The organization structure is helpful in defining the jobs positions. The roles to be performed by different manager are clarified. Specialization is achieved through division of work. This all leads to efficient and effective administration.

Growth and diversification:

A company’s growth is totally dependent on how efficiently and smoothly a concern works. Efficiency can be brought about by clarifying the role positions to the managers, co-ordination between authority and responsibility and concentrating on specialization.

Sense of security:

Organizational structure clarifies the job positions. The roles assigned to every manager are clear. Co-ordination is possible. Therefore, clarity of powers helps automatically in increasing mental satisfaction and thereby a sense of security in a concern. This is very important for job-satisfaction.

Scope for new changes:

Where the roles and activities to be performed are clear and every person gets independence in his working, this provides enough space to a manager to develop his talents and flourish his knowledge. A manager gets ready for taking independent decisions which can be a road or path to adoption of new techniques of production. This scope is for bringing into the running of an enterprise is possible only through a set of organizational structure.

Delegation of Authority

A manager alone cannot perform all the tasks assigned to him. In order to meet the targets, the manager should delegate authority. Delegation of Authority means division of authority and powers downwards to the subordinate. Delegation is about entrusting someone else to do parts of your job. Delegation of authority can be defined as subdivision and sub-allocation of powers to the subordinates in order to achieve effective results.

Elements to delegation:

Authority: in context of a business organization, authority can be defined as the power and right of a person to use and allocate the resources efficiently, to take decisions, and to give orders so as to achieve the organizational objectives. Authority must be well-defined. All people who have the authority should know what is the scope of their authority is and they shouldn’t missutilize it. Authority is the right to give commands, orders and get the things done. The top level management has greatest authority. Authority always flows from top to bottom. It explains how a superior gets work done form his subordinate y clearly explaining what is expected of him and how he should go about it.  Authority should be accompanied with an equal amount of responsibility. Delegating the authority to someone else doesn’t imply escaping from accountability. Accountability still rest with the person having the utmost authority.

Responsibility: is the duty of the person to complete the task assigned to him. A person who is given the responsibility should ensure that he accomplishes the tasks assigned to him. If the tasks for which he was held responsible are not completed, then he should not give explanations or excuses. Responsibility without adequate authority leads to discontent and dissatisfaction among the person. Responsibility flows from bottom to top. The middle level and lower level management holds more responsibility. The person held responsible for a job is answerable for it. If he performs the tasks assigned as expected, he is bound for praises. But if he doesn’t accomplish his tasks assigned as expected, then also he is answerable for that.

Accountability: means giving explanations for any variance in the actual performance from the expectations set. Accountability cannot be delegated. Accountability, means being answerable for the end result. Accountability can’t be escaped. It arises form responsibility.

For achieving, a manager has to work in a system and has to perform following steps:-

Assignment of tasks and duties

Granting of authority

Creating responsibility and accountability

Delegation of authority is the base of superior-subordinate relationship, it involves following steps:

Assignment of Duties: The delegator first tries to define the task and duties to the subordinate. He also has to define the result expected from the subordinates. Clarity of duty as well as result expected has to be the first step in delegation.

Granting of authority: - Subdivision of authority takes place when a superior divides and shares his authority with the subordinates It is for this reason; every subordinate should be given enough independence to carry the task given to him by his superiors. The managers at all levels delegate authority and power which is attached to their job positions. The subdivision of powers is very important to get effective results.

Creating Responsibility and Accountability: the delegation process does not end once powers are granted to the subordinates. They at the same time to be obligatory towards the duties assigned to them. Responsibility is said to be the factor or obligation of an individual to carry out his duties in best of his ability as per the directions of superior. Responsibility is very important. Therefore, it is that which gives effectiveness to authority. At the same time, responsibility is absolute and cannot be shifted. Accountability, on the others hand, is the obligation of the individual to carry out his duties as per the standards of performance. Therefore, it is said that authority is delegated, responsibility is created, and accountability is imposed. Accountability arises out of responsibility and responsibility arises out of authority. Hence, it becomes important that with every authority position an equal and opposite responsibility should be attached.

Therefore every manger, i.e., the delegator has to follow a system to finish up the delegation process. Equally important is the delegate’s role which means his responsibility and accountability is attached with the authority over to here.