Theory of Organization Structures: nature and consequences Facilitator and Course Coordinator: Vinayshil Gautam PhD, FRAS(London) (Founder Director IIM K; Leader Consulting Team IIM S) A Al_Sager Chair Professor and First Head, Management Department, IIT D Chairman, DKIF 1 Objectives identify key elements describe various structures and their characteristics understand vertical and horizontal specialization and control 2 Objectives identify and understand factors favouring different structures examine organizational structure identify an integrated view of organizational structure 3 Need of a structure Enhances performance through proper resource utilization Monitors activities Provides a system to promote accountability and co-ordination Allows flexibility to respond to various environmental influences Brings the social satisfaction of its members 4 Nature and origin of structure Emerges just after the inception of an organization Not static and may change several times The changes may be in whole or part It defines job responsibilities for each personnel 5 Some basic structural consideration Three level of hierarchy Institutional level Administrative level Technical level 6 7 Features of different levels Institutional level Development of organizational goal, output Maintain the structure of organization Establishment of an appropriate administration climate for subordinate managers Formulation of policies, rules and regulations Administrative level They are middle level managers Here policies, rules and regulations are interpreted Stress is given on planning, organizing and controlling 8 Features of different levels Technical level Lower level managers Rules and regulations are implemented Products are produced 9 Organizational process Communication Coordination Control 10 Communication Communication is the vehicle through which decisions taken at various levels are transmitted to other levels It involves information flow across a structure It has a specific direction and it involves time Communication is successful when the fullest understanding amongst the persons communicating with each other is achieved It is also the flow of attitudes, ideas and opinions 11 Coordination: Coordination refers to the measurement of interdependencies in work situations In small organizations, coordination is handled by its manager(s) Coordination need not necessarily be the role of one single individual at a higher level in the organization Large organizations need: Personal methods of coordination Impersonal methods of coordination 12 Personal methods of coordination Dialogue, discussion, innovation, creativity, and learning, both within and across units Direct contact between and among organizational members Assignment to committees to improve coordination across departments Use of task forces 13 Control: Control refers to the ability of influencing the behaviour of other organizational members A set of mechanisms to keep actions or outputs within the specified limits Setting standards Measuring results against standards Taking corrective action 14 Vertical Specialization: A hierarchical division of labour Distribution of formal authority Creation of a hierarchy of authority Work positions arranged in order of increasing authority This depends on the organization’s: Environment Size Technology Goals 15 Horizontal specialization A division of labour that establishes specific work units or groups Also referred to as experimentation Specialization leads to departmentalisation Pure forms of departmentations are: By function By division By matrix By Legal 16 Different forms of Organization Functional Division of labor by function (marketing, production, finance etc.) Division of labor on the basis of specialization knowledge All the worker have specific skills and action Widely used in organization 17 Divisional It is designed around Product Clients Territories In complex organization it is a typical pattern There may be divisions at the top of the hierarchy (marketing division may be divided into industrial sales, governmental sales and consumer sales divisions) 18 Matrix combination of functional and product departmentalization occurs frequently in construction (e.g., building a bridge), in aerospace (e.g., designing and launching a weather satellite), in marketing (e.g., an advertising campaign for a major new product) this may be made more effective through: Defining objectives of the project or task Clarifying the roles, authority, responsibilities of the managers and team members Selection of appropriate manager for leadership Undertaking organization and team development 19 Matrix Structure (contd...) Advantages: Orientation towards end results Maintenance of professional identification and efficient allocation of specialists Pinpointing product-profit responsibility Disadvantages: Conflict in organizational authority (due to power struggles) Possibility of disunity of command ( due to dual chain of command) 20 Matrix Structure (in a college of Business Admn.) Progm Depts. UG PG PhD Research Exec. Devt. Comny. Service Accounting Admn. Studies Finance IT Mktg. O.B. 21 Legal The last pure form of specialization is by legal entity It is not new, but it has recently received considerably more attention As organizational analysis has spread to Governmental units, legal entity has been recognizable as a pure form 22 Key elements in a proper structure Work specialization Chain of command Span of control Centralization and decentralization 23 Work specialization: It is the division of labour ensures efficient utilization of skills of workers early 20th Century, Henry Ford utilized this concept in Ford company Training is more efficient, easy and less costly 24 Chain of Command: an unbroken line of authority extends from the top to the lowest level clarifies who reports to whom ensures authority, responsibility and unity of command 25 Span of Control: determines the number of levels and managers no. of managers to total operative level employees wider spans reduce effectiveness due to lack of leadership and support 26 Span of Control: Small spans ensures a close control but: They are not cost effective Vertical communication in the organization becomes complex Tight supervision discourages employee autonomy 27 Span of Control Members at each level Span of 4 1 4 Span of 8 1 8 16 64 256 1024 4096 64 512 4096 Operatives= 4096 Operatives= 4096 Managers (level 1 to 6) = 1365 Managers level 1 to 4 = 585 28 Centralisation: A degree to which decision making is concentrated at a single point in the organization Top management makes key decisions Lower level managers merely carry out top management directives Decision making responsibility is moved upward in the hierarchy 29 Decentralization Lower level personnel can provide inputs and can act closely with the top management advantages Effective communication Participatory decision making Higher employee productivity Higher subordinate satisfaction Quicker response to a series of unrelated problems Assists the subordinates for higher level positions 30 Integrated view of Organizational Structure Mechanistic structure Organic structure 31 Mechanistic Structure A structure characterized by Extensive departmentalization High formalization Limited Information Network High centralization Little participation by low level members in decision making 32 33 Features of Mechanistic Structure Rigid hierarchical relationship Fixed duties High consistency Specific communication channel Centralized decision authority 34 Advantages Emphasizes on vertical specialization and control Well documented rules, procedures, and policies Has well-documented control systems Strong middle management supported by a centralized staff Specifies techniques for decision making. Brings in efficiency 35 Limitations Employees dislike rigid designs, which makes work motivation problematic Unions may further solidify rigid designs Key employees may leave Low organization’s capacity to adjust with environmental changes or emerging of new technologies i.e. lower flexibility 36 Organic structure It looks a lot like boundary less organization It is a flat type of organization Low formalization Increase in coordination Possess a comprehensive information network High participation in decision making 37 38 Advantages Low hierarchical differentiation Collaboration (both vertical and horizontal) Adaptable duties Procedures are minimal, and those that do exist are not highly formalized Decentralized decision authority Good for problem solving and serving individual customer needs Good at detecting external changes and adjusting to new technologies 39 Limitations Lower level of rules and regulations Sacrifices ability to respond to central management direction No fixed duties Less control of higher authority to the lower authority 40 Conclusion An organization’s internal structure: Exercises control and ensures co-ordination Explains and predicts employee behaviour linked to overall productivity and profit Reduces ambiguity and clarifies relationships Shapes employees’ attitude and facilitates and motivates the workers 41 Conclusion (contd…) An appropriate or integrated structure may have: limited specialization wide span of control provide employees greater freedom Ensures team spirit and coordination amongst employees 42 References: Gautam V & S.K. Batra, Organisational Development Systems, V. P. House, 1993 Gautam V., Background paper on Organisation Management, IITD Stephen P. Robbins, Essentials of Organizational Behaviour, EEE, 8th Edition, Prentice Hall India Publication http://www.cba.uri.edu/scholl/Notes/Organizational _Structure.htm dated 11.09.2005 Time 11:00 am http://www.exsci.rutgers.edu/courses/330/330Org Struc.S05.htm dated 11.09.2005 Time 11:10 am 43 THANK YOU 44