ORGANIZATIONAL THEORY & DESIGN Why Do We Have Organizations? 1. To Accomplish Something = Goal 2. It Takes More Than 1 Person CEO Masterbatches Functional Chemicals Fine Chemicals Europe Soaps Electric Materials Asia/ Pacific Process Chemicals Specialty Organizations A system of roles and stream of activities to accomplish shared purposes Reason for existence Produce something Customers Organizations A system of roles and stream of activities to accomplish shared purposes System of roles describes the structure Stream of activities describes the process Organizations •Product of social action •Goal oriented •“People” system •Cultural system (values) •Information/Message processing system •Changing System PERIODS OF HUMAN CULTURE Nomadic -3,000 BC Energy Sources Renewable People Animals Wood ScienceNone Technology Food Sources Animals Wild Grains Fruit Organization Nomadic Culture unstable Family/Tribal Barter Agricultural Industrial “Third Wave” 3,000BC - 1700AD 1700 -present 1960 - ? Renewable Mechanical Non-renewable Coal, Oil Electrical Little Natural Scientific Method Technology Electrical Biology Social Sciences Genome Cultivation Domestication “Scientific” Farming Settlements Self contained Centralized Gov’t Church Distrib. systems Large Industry Specialization Urban Societal Interdependence + “Biological Foods” ? Work Ind. World Gov’t Information Net Dr. Lee Jacokes Aquinas College MANAGEMENT IDEAS 1961 Burns & Stalker 1965 Woodward 1967 Lawrence & Lorsch Contingency Theory Administrative 1900-10 WW II Taylor,Gilbreth 1938 Barnard’s Functions of the Executive 1925 Fayol 1900 1920 1940 1960 1980 2000 Scientific Management Management Science Organizational Theory Organizational Behavior 1927 Hawthorne Rational 1960 McGregor March and Simon’s Organization Behavioral Systems SYSTEMS A system can be conceived as a collection of individual parts which collectively relate together in some manner to accomplish some objective(s) or tasks(s) which could not be accomplished by the individual elements working separately Any Level Quantum Atomic Molecular Biological Organic Social Cosmological ???? The Basic Elements of a System Environment Inputs Transformation Process Feedback Outputs SIMPLE SYSTEM Closed System wires (communication network) Battery Open System BASIC COMPONENTS OF ANY SYSTEM System has an objective which can be accomplished by interaction of the system sub-units An energy source to “drive” system An energy conversion process to “produce” the objective Transformation Process A communication network between system units ADDITIONAL CHARACTERISTICS •Cycle of Events •Entropy Patterns Loss of energy Time Repeat Movement toward disorganization death •Information input Feedback/Inputs Coding process ADDITIONAL CHARACTERISTICS •The Steady State & Dynamic Homeostasis Consistent energy exchange System will attempt to maintain/restore “steady state” But constantly changing in reaction to environment Driving Forces Growth - quantitative & qualitative Adaptation to environment Acquisition from environment ADDITIONAL CHARACTERISTICS •Differentiation Movement toward increasing complexity and specialization •Integration & coordination Norms Differentiation countered by Values process to unify system •Equifinality Multiple paths from initial conditions to final objective That’s it for today On to groups ORGANIZATIONAL THEORY & DESIGN The Basic Elements of a System Environment Inputs Transformation Process Feedback Outputs Basic Process of Open Systems Throughput Transformation Process Subsystems of Organizations Task accomplishment: energy transformation with in the organization Production Subsystem Subsystems of Organizations Marketing Major focus: Public relations Procurement Transactional exchanges Sales Waste disposal at system boundaries Gov’t Boundary spanning Production Subsystem Boundary spanning Subsystems of Organizations Adaptive Subsystems Monitor Feedback Boundary spanning Production Subsystem Intelligence R&D Planning Boundary spanning Subsystems of Organizations Adaptive Subsystems Primary Systems Boundary spanning Production Subsystem Monitor Feedback Boundary spanning Subsystems of Organizations Planning Organizing Leading Controlling Management Subsystem Boundary spanning Adaptive Subsystems Primary Systems Production Subsystem Monitor Feedback Boundary spanning Subsystems of Organizations Mediating demands to keep structure Management operating Subsystem Adaptive Subsystems Maintenance Subsystem Primary Systems Boundary spanning Production Subsystem Monitor Feedback Boundary spanning Subsystems of Organizations Management Subsystem Adaptive Subsystems Maintenance Subsystem Collateral Subsystems Primary Systems Boundary spanning Production Subsystem Monitor Feedback Boundary spanning Etc. Social Systems Human beings tied into roles which lead to some “defined” objectives or purpose The structuring of events or happenings rather than physical parts Contrived systems of complex social behaviors (roles) Held together by Psychological Cement” attitudes, beliefs, motivations, habits, expectations.etc. Chapter Two Strategy, Organization Design, and Effectiveness STRATEGY Insight into how to create value STRATEGIC MANAGEMENT managerial decisions and actions that determine the long-run performance of a corporation Emphasizes monitoring and evaluating environment (external) STRATEGIC MANAGEMENT MODEL Environmental Scanning Strategy Formulation Strategy Implementation Evaluation and Control Strategic Management Process Evaluate Current: •Mission •Goals •Strategies Scan External Environment Evaluate Current: •Mission •Goals •Strategies Scan Internal Environment Societal Environment Task/Industry Environment The layer of the Sociocultural Economic external environmentShareholders Suppliers The layer of the external that affects the environment that directly Governments organization Internal Employees/ Labor Unions influences the indirectly. Environment Special Interest Structureorganization’s operations Groups and performance. Competitors Culture Customers Political-Legal Resources Trade Associations Creditors Communities Technological Scan External Environment Identify Strategic Factors: •Opportunities •Threats Evaluate Current: •Mission •Goals •Strategies Scan Internal Environment Identify Strategic Factors: •Strengths •Weaknesses SWOT Analysis SWOT ANALYSIS STRENGTHS WEAKNESSES are within the organization itself and not usually within the short run control of management SWOT ANALYSIS STRENGTHS WEAKNESSES are within the organization itself and not usually within the short run control of management OPPROTUNITIES THREATS are outside the organization, general factors and trends in the societal environmental and specific factors in the task/industry environment SWOT ANALYSIS STRENGTHS WEAKNESSES are within the organization itself and not usually within the short run control of management OPPROTUNITIES THREATS are outside the organization, general factors and trends in the societal environmental and specific factors in the task/industry environment 4-6 of each Scan External Environment Evaluate Current: •Mission •Goals •Strategies Scan Internal Environment Identify Strategic Factors: •Opportunities •Threats Define New: •Mission •Goals Identify Strategic Factors: •Strengths •Weaknesses Formulate Strategy: •Corporate •Business Formulating Corporate Strategy What Business Should We Be IN? GENERIC CORPORATE STRATEGIES GROWTH STABILITY RETRENCHMENT GENERIC CORPORATE STRATEGIES GROWTH (p. 134) Vertical Integration Horizontal Integration Related Diversification (Concentric) Unrelated Diversification (Conglomerate) GENERIC CORPORATE STRATEGIES STABILITY (p.143) Pause/ Proceed with Caution No Change RETRENCHMENT Turnaround Divestment Liquidation (p. 185-188) Formulating Business/Competitive Strategy How Will We Compete? Porter's Competitive Strategies • Differentiation • Cost Leadership • Focus. Porter’s Competitive Strategies Porter’s Competitive Strategies Porter’s Competitive Strategies Broad Competitive Scope Narrow Competitive advantage Low Cost Differentiation Low-cost Leadership GoFly Ltd. Differentiation Starbucks. Focused Low-cost Leadership Focused Differentiation Enterprise Rent-a-car Edward Jones Investments Scan External Environment Evaluate Current: •Mission •Goals •Strategies Scan Internal Environment Identify Strategic Factors: •Opportunities •Threats Define New: •Mission •Goals Identify Strategic Factors: •Strengths •Weaknesses Formulate Strategy: •Corporate •Business Implement Strategy via Changes in: •Structure •Culture •Leadership •Human Resources •Information and Control Systems Top Management Role in Organization Direction, Design, and Effectiveness External Environment Organization Design Opportunities Threats Uncertainty Resource Availability Strategic Management CEO, Top Management Team Define mission, official goals Internal Environment Strengths Weaknesses Distinctive competence Leadership Style Past Performance Select operational goals, collaborative strategies Structural Form – learning vs. efficiency Information and control systems Production technology Human resource policies, incentives Organizational culture Interorganizational linkages Effectiveness Outcomes Resources Efficiency Goal attainment Stakeholders Competing values Effectiveness Values for Two Organizations STRUCTURE FLEXIBILITY Human Relations Model F O C U S INTERNAL Goal values: human resource development ORGANIZATION Subgoals: cohesion, morale, A training Internal Process Model ORGANIZATION B Goal values: stability, equilibrium CONTROL Subgoals: information management, communication Goal values: growth, resource acquisition Subgoals: flexibility, readiness, external evaluation Open Systems Model EXTERNAL Rational Goal Model Goal values: productivity, efficiency, profit Subgoals: planning, goal setting Factors Affecting Organization Design Organizational Structure and Design Culture The pattern of basic assumptions that a given group has invented, discovered or developed in learning to cope with external adaptation or internal integration Culture The pattern of basic assumptions that a given group has invented, discovered or developed in learning to cope with external adaptation or internal integration Culture The pattern of basic assumptions that a given group has invented, discovered or developed in learning to cope with external adaptation or internal integration Culture The pattern of basic assumptions that a given group has invented, discovered or developed in learning to cope with external adaptation or internal integration Culture The pattern of basic assumptions that a given group has invented, discovered or developed in learning to cope with external adaptation or internal integration Culture The pattern of basic assumptions that a given group has invented, discovered or developed in learning to cope with external adaptation or internal integration Thought Process Held deeply, can be hard to determine Organizational Culture • Some of the Definitions of Culture: – Symbols, language, ideologies, rituals, and myths. – Organizational scripts derived from the personal scripts of the organization’s founder(s) or dominant leader(s). – Is a product; is historical; is based upon symbols; and is an abstraction from behavior and the products of behavior. Organizational Culture and its Effects Since organizational culture involves shared expectations, values, and attitudes, it exerts influence on individuals, groups, and organizational processes. Levels of Corporate Culture Observable Symbols Ceremonies, Stories, Slogans, Behaviors, Dress, Physical Settings Underlying Values, Assumptions, Beliefs, Attitudes, Feelings Levels of Corporate Culture Visible but Artifacts - Observables often not Surface architecture, behavior, decipherable slogans, logos Rites, Stories Greater level Values Loyalty of awareness Subsurface shared by members, reflected symbol-language Deep Basic Assumptions below hard even for members to surface detect without focus inquiry Taken for granted invisible preconscious Schein’s Three-Layer Organizational Model Surface Examples of Cultural Attributes - Documents - Physical layouts - Furnishings - Language - Jargon - Work ethic and practice - Loyalty - Commitment - Helping others I Artifacts and Creations Subsurface II Values - Technology - Art - Visible and audible behavior patterns - Testable in the physical environment - Testable by social consensus Deep below surface III Basic Assumptions - Relationship to environment - Nature of reality, time, and space - Nature of human nature, activity, relations Visible Manifestations • • • • • Symbols Stories Heroes Slogans Ceremonies Heroes, Rituals & Stories: Examples, purpose 1. Brainstorm the heroes (past 18 months): acknowledged, celebrated (5 min) 2. Brainstorm "rituals" (past 18 months) (5 min) 3. Reflection: In your groups, how does or doesn’t it reflect the attitudes and behaviors your org. is trying to promulgate (15 min) That’s it for today On to groups Fundamentals of Organization Structure What a Difference a Century Can Make Contrasting views of the corporation: CHARACTERISTIC 20TH CENTURY 21ST CENTURY ORGANIZATION FOCUS STYLE SOURCE OF STRENGHT STRUCTURE RESOUCES OPERATIONS PRODUCTS REACH The Pyramid Internal Structured Stability Self-sufficiency Atoms-physical assets Vertical integration Mass production Domestic The Web / Network External Flexible Change Interdependencies Bits-information Virtual integration Mass customization Global DATA: BUSINESS WEEK What a Difference a Century Can Make Contrasting views of the corporation: CHARACTERISTIC 20TH CENTURY FINANCIALS INVENTORIES STRATEGY LEADERSHIP WORKERS JOB EXPECTIONS MOTIVATION IMPROVEMENTS QUALITY Quarterly Months Top-down Dogmatic Employees Security To compete Incremental Affordable best DATA: BUSINESS WEEK 21ST CENTURY Real time Hours Bottom-up Inspirational Employees/free agents Personal growth To build Revolutionary No compromise Approaches to Organizational Design Process Emergent process Partial control, Multiple Catching the Jellyfish participants, Dynamic Timing critical Proactive, Rational Control, Reengineering Reactive, Constrained Do it as we planned When forced to Organizational and Environmental constraints determine design Organizational Departments Differentiate to Meet Needs of Sub-environments President R&D Division Manufacturing Division Sales Division Scientific Sub-environment Manufacturing Sub-environment Market Sub-environment Scientific Research journals centers Professional associations Labor Raw Suppliers materials Production equipment Customers Advertising Competitors agencies Distribution system Differences in Goals and Orientations Among Organizational Departments Characteristic R&D Department Manufacturing Department Sales Department New developments, quality Efficient production Customer satisfaction Time Horizon Long Short Short Interpersonal Orientation Mostly task Task Social Formality of Structure Low High High Goals Source: Based on Paul R. Lawrence and Jay W. Lorsch, Organization and Environment (Homewood, Ill.: Irwin, 1969), pp. 23-29. The External Environment All elements existing outside the organization’s boundaries that have potential to affect the organization Societal Environment Task/Industry Environment Sociocultural Shareholders Governments Special Interest Groups Suppliers Internal Environment Employees/ Labor Unions Structure Culture Customers Political-Legal Economic Competitors Resources Trade Associations Creditors Communities Technological An Organization’s Environment (a) Competitors, industry size and competitiveness, related issues (b) Suppliers, manufacturers, real estate, services (i) Socio-cultural (c) Labor market, Sector employment agencies, universities, training schools, employees (h) Government in other companies, Sector unions (d) Stock markets, banks, savings and (g) loans, private Economic Conditions investors Sector (e) Customers, clients, potential users of products and services (f) Techniques of production, science, research centers, automation new materials (j) International Sector (a) Industry Sector DOMAIN ORGANIZATION (f) Technology Sector (e) Market Sector (g) Recession, unemployment rate, inflation rate, rate of investment, economics, growth (h) City, state, federal laws and regulations, taxes, (b) Raw Materials services, court system, Sector political processes (i) Age, values, beliefs, education, religion, (c) Human Resources work ethic, consumer Sector and green movements (j) Competition from (d) and acquisition by Financial Resources foreign firms, Sector entry into overseas markets, foreign customs, regulations, exchange rates The environment creates uncertainty for organizational managers Two Strategies for Coping with High Uncertainty 1. Adapt the organization to the changes in the environment 2. Influence the environment to make it more compatible with organizational needs. Classical Principles 0f Organizational Structure FIGURE 4-3 1. Division of Labor. Classical theory prescribed narrowly specialized jobs to increase economic efficiency. Narrow specialization enables persons performing a task to become experts in a relatively short time, thus reducing training and recruiting costs. 2. Standardization of Tasks. Defining task methods standardizes performance, thereby improving coordination and making the flow of work between specialized tasks more predictable. 3. Hierarchy of Authority. In classical theory, exceptional cases that are not covered by standardized rules are handled by a hierarchy of authority. A pyramid of supervisory positions, with each higher level becoming responsible for coordinating the activities beneath it, is created to resolve conflicts, reallocate work, and discipline uncooperative workers. 4. Equal Authority and Responsibility. Classical theory states that no manager should be held responsible for accomplishing a task unless he or she is given the authority to see that it gets done. Granting managers the authority to make decisions on certain matters justifies holding them responsible for achieving results in those areas. 5. Unity of Command. No employee shall report to more than one supervisor. Adherence to this design principle assures unbroken lines of authority and a pyramidal shape to organization charts. Unity of command eliminates the possibility of conflicting orders from different supervisors. 6. Limited Span of Control. In a hierarchical organization, the number of persons reporting to a supervisor is called the span of control. By limiting the span of control to relatively small numbers, usually not exceeding seven, the classical school prescribed close supervision and tight coordination of lower-level activities. 7. Separation of Line and Staff. Classical theory recognized that supervisors do not always have the information needed to resolve exceptional cases coming to their attention. To deal with this problem, classical theory prescribed making expert "staff advice available to the manager. A staff position in classical theory is defined as one that can only give advice to a "line" manager. The line manager retains the formal authority to decide what to do with staffs advice. 8. Decentralization. The principle of decentralization is to locate decision authority at as low a level as possible without losing control. In practice this means delegation of routine matters and the centralization of more important decisions. Mechanistic Structure • Tasks are broken down into specialized, separate parts. • Tasks are rigidly defined. • There is a strict hierarchy of authority and control, and there are many rules. • Knowledge and control of tasks are centralized at the top of the organization. President • Communication is vertical. VP Finance VP Production VP Marketing Organic Structure • Employees contribute to the common task of the department. • Tasks are adjusted and redefined through teamwork. • There is less hierarchy of authority and control, and there are few rules. • Knowledge and control of tasks are located anywhere in the organization. • Communication is horizontal. Environmental Uncertainty and Organizational Responses UNSTABLE ENVIRONMENTAL CHANGE High-Moderate Uncertainty High Uncertainty 1. Organic structure, teamwork; participative, decentralized 2. Few departments, much boundary spanning 3. Few integrating roles 1. Organic structure, teamwork; participative, decentralized 2. Many departments differentiated, extensive boundary spanning 3. Many integrating roles 4. Planning orientation 4. Extensive planning, forecasting Low Uncertainty 1. Mechanistic structure; formal, centralized 2. Few departments STABLE Low-Moderate Uncertainty 3. No integrating roles 1. Mechanistic structure; formal, centralized 2. Many departments, some boundary spanning 3. Few integrating roles 4. Current operations orientation 4. Some Planning SIMPLE ENVIRONMENTAL COMPLEXITY COMPLEX Governing Principles W.L. Gore & Associates Everyone will: 1. Try to be fair .Sincerely strive to be fair with each other, our suppliers, our customers, and all persons with whom we carry out transactions. 2. Allow, help and encourage his associates to grow in knowledge, skill, scope of responsibility, and range of activities. 3. Make his own commitments -and keep them. 4. Consult with his Associates before taking actions that might be below the waterline" and cause serious damage to the Enterprise. Approaches To Structural Design Functional Departments based on similar skills and resource use. President CEO Human Resources Manufacturing Lack of communication Deep expertise Efficiency Accounting Lack of innovation Divisional Encourages decentralization Division 1 HR Man Acct President CEO Product Program Geography Redundancy Self contained Focus Division 2 HR Man Acct Flexibility changes rapidly Requires changes in culture A Horizontal Structure Directs the attention Limits in-depth skill Promotes a focus Determining core Top Management Team processes Process Owner Team 1 Market Analysis Team 2 Research Product Planning Team 3 Testing New Product Development Process Process Owner Team 1 Analysis Purchasing Team 2 Material Flow Procurement and Logistics Process Team 3 Distrib. Customer Reengineering Process Customer Teams Used for Horizontal Coordination at Rodney Hunt Company President Marketing Vice Pres. Water Control Equip. Sales Manager Engineering Vice Pres Water Control Equip. Chief Engineer Textile Machinery Export Manager Advertising Manager Foundry General Supervisor Machine Shop General Supervisor Water Control Product Team Textile Machinery Domestic Sales Manager Manufacturing Vice Pres Textile Machinery Chief Engineer Stainless Steel General Supervisor Textile Product Team Customer Service, Purchasing, Production Manager Shipping and Yard Supervisor Matrix Cross functional Teams Human Resources Product 1 Product 2 Time One employee reports to 2 bosses at same time President CEO Manufacturing Innovative Creative Accounting Employee caugh in Middle Conflicting demands Matrix Structure for Worldwide Steel Company President Horizontal Functions Mfg. Vice President Open Die Business Mgr. Ring Products Business Mgr. Wheels & Axles Business Mgr. Steel making Business Mgr. Marketing Vice President Finance Vice President Mfg. Services Vice President Vertical Functions Metallurgy Vice President Field Sales Vice President Industrial Relations Vice President Team interacting closely shared commitment Cross functional Creativity True team = mutual accountability Faster response to change High Maintenance Time Network Designer Best of the Breed Human Resources Subcontracts many functions to other companies Virtual organization Hub Give up control Manufacturing Changed quickly Marketing Ladder of Mechanisms for Horizontal Linkage and Coordination Teams Amount of Horizontal Coordination Required H IGH Full-time Integrators Task Forces Direct Contact LOW Information Systems LOW HIGH Cost of Coordination in Time and Human Resources Organization Contextual Variables that Influence Structure Culture Size Chapter 9 Chapter 8 Strategy, Goals Structure (learning vs. efficiency) Chapter 2 Environment Chapters 4, 5 Technology Chapters 6,7 Chapter Five Interorganizational Relationships Organizational Ecosystem Changing Characteristics of Interorganizational Relationships Transparency Traditional Orientation: Adversarial New Orientation: Partnership Suspicion, competition, arm’s length Trust, addition of value to both sides, high commitment Price, efficiency, own profits Equity, fair dealing, all profit Limited information and feedback Minimal involvement and up-front investment Short-term contracts Electronic linkages to share key information, problem feedback and discussion Mechanisms for close coordination, people on-site Involvement in partner’s product design and production Long-term contracts Contract limiting the relationship Business assistance beyond the contract Legal resolution of conflict Interorganizational Relationships Organization Type Competitive Organization Relationship Dissimilar Similar Minimize dependence Find Niche Resource Dependence Traditional Sharing risks Cooperative Population Ecology Collaborative Network Institutionalism Legitimacy from New Alternative environment Elements in the Population Ecology Model of Organizations Variation Large number of variations Selection Retention Some organizations find a niche and survive A few grow large become institutionalized GOOD LUCK WITH THE TEST That’s it for today On to groups