Delegation of Authority – Authority without responsibility is a dangerous thing and similarly, responsibility without authority, is like an empty vessel. Thus, in all the organisations key activity can be different. When power or resources are redistributed in order to enable community change. Each unit of the total work will be a ‘job’. Starting with the area that will impact your daily life the most, according to Trager. The activities will depend upon the nature and size of the enterprise. Likewise, assembling, cutting, machining, welding, painting and inspecting are treated as manufacturing process and can thus be grouped as production. There are no such rules as to which will lead to the best organizational structure. Clear Definition of Objectives: 6. 8. Organisational plans and their goals affect organising and its outcome, the organisation. Coordination between Authority and Responsibility: Healthy relationships between various groups facilitates smooth interaction which assists the organisation in achievement of its goals. The top has more authority than the lower levels. Everybody should clearly know to whom he is accountable. The responsibility of every individual should be defined clearly to avoid duplication and overlapping of efforts. One day a class teacher gave general instructions to his/her class “please change the class boards with new information, arrange the class library and collect all the books from students by tomorrow”. Delegation of authority means when duties and tasks are entrusted to the subordinates by the superior, authority should be granted to them to perform those duties and tasks well. This structure is usually presented by formal Organisational Chart as shown in Fig.9.2. Start your project by determining the “mission” of the space/room. After assigning duties, authority is delegated to employees. It shows how current the present organisation structure is (if there is a date on the organisation chart). Every head has authority to get the work done through departmental members. An example of the latter is setting up a new plant or department or installing a new plant in an existing plant. Authority flows from top to bottom in the hierarchy. The first step in organizing items is to identify a collection of items to organize. Classifying and grouping similar activities using the guidelines of homogeneity are based on the concept of division of labour and specialization. The next step is about classifying the authority and how much of it is allocated to the managers in the hierarchy. Preparation of Organisation Charts and Manuals: Thereafter, organisation charts and manuals are to be prepared for smooth running of the operations of an organ­isation. This final step necessitates the determination of both ver­tical and horizontal operating relationships of the organisa­tion as a whole. People are assigned their duties after matching their capabilities to the job requirements. For example, if sales growth is a target, the organization should have a means of gathering and reporting sales data. The first step in the process of organisation is to know about the objectives of the enterprise. iii. Certain departments or divisions may be closed (as has been done by the G.K.W. It is the duty of the management to clearly define the relationships in the organisation. Determination of Objectives Division of Activities 2. This creates the chain of command right from the top to the bottom and a hierarchy is thus created. Since it depicts the basic framework of the organisation, it is of considerable value to managers. Thereafter, a number of groups will be combined and grouped into larger units or departments. Thus, in this case the function of advertisement is the key activity which requires the utmost attention. 0 votes. Organising an Enterprise Step # 1. The purposes and activities that organisations have at present or are likely to have in future are dictated by plans. It is task and process oriented. Steps in the Process of Organising. Each person is given a specific job suited to him and he is made responsible for its execution. It shows the work being done in each job — the levels on boxes — as also the degree to which specialization (division of work) is carried out. Such tasks may also include assembling, machining, shipping, storing, inspecting, selling, advertising etc. A definite type of ranking order called hierarchy exists which allows reporting and authority to flow in different directions. These form ‘the building blocks’ of the organisational structure. After grouping the activities into various depart­ments, each department is put in charge of a manager who undertakes the responsibility of achieving the de­sired results. At this stage, duties are assigned to different subordinates and heads of departments on the basis of their specialisation. Key activity signifies the importance of this activity in the achievement of the objectives of the enterprise. Employees are assigned and granted with duties and responsibilities through a document called ‘job description’ that clearly defines their responsibilities as shown in the table below. The purpose of creating the superior-subordinate relationship is to coordinate the efforts of all individuals/groups/departments towards the common goals and objectives of the business. Also, the levels at which various major and minor decisions will be made must be determined. Important steps involved in the process of organising are: 1. Delegating Authority 5. For example, most of us use our kitchen for meal preparation, food storage, and eating family meals. For example, a manufacturing concern will have production, marketing and other activities. The first step in the process of organisation is to know about the objectives of the enterprise. Prima facie, it is absolutely essential to prepare a list of tasks to be done. To equip every individual to effectively shoulder the duties and responsibilities assigned to them, there must be delegation of authority. Organising is a step-by-step process. After grouping the various activities under different departments and sub-departments, the jobs are assigned to the individuals on the basis of their aptitude and skills. A business cannot function in anarchy. The final step involves the establishment of authority that creates a chain of command. There should be proper arrangement for making available sufficient machinery, furniture, stationery, material, etc. Hence, a monitoring system to assess the effectiveness of the organisation and to make adjustments, must the estab­lished. An examination of the organisation chart enables one to see how the organisation groups its activities to accomplish its goals to the best possible level. The 3-step process is a generalization of the other process types, while the 7-step process breaks down the sub-steps in the others. Content Guidelines 2. Taking into account the available resources and various aspects of coordination, different departments are created at different levels in which jobs are grouped on the basis of their functional direction. In order to complete the organising function of management, following steps are taken: (1) Knowing the Objectives of the Enterprise, (3) Grouping and Departmentalization of Activities. These formal channels usually reflect the authority- responsibility flow of the chain of command. It shows who is in charge of each task, of each speciality area, and of the organisation as a whole. 9. Every employee gets acquainted with the authority and gets heedful of the person they are supposed to report. Reviewing and Reorganising. 6. At the first stage of organising process, a manager identity and determines those activities that are to be performed for achieving common goals. With the time, organisations grow and situations change. So long as the authority to discharge the responsibility is not given, the person concerned has no accountability. Establishment of Structural Relationship for Overall Control 11. Grouping or Classification of Activities: In this stage grouping of activities related to one another is done. Expert Answer 100% (1 rating) Previous question Next question Get more help from Chegg. Example – Every school has departments for each subject like Mathematics department, English department, Languages department etc. In a hierarchy, the ranking of managerial positions is done by grant of different degrees of rights and powers to different posi­tions. Once the work is divided and departmentalized then follows the allocation of responsibility. (It may be recalled that, essentially, division of labour is breaking down the work into its basic components or activities and assigning them to individuals who will then be specialists and perform the jobs more efficiently and effectively.). This stage reveals if any reorganising process is necessary to steer the activities of the departments in the desired direction. Organizing (4–6 months) Perhaps the most critical step in the process, organizing entails proactive recruitment to ensure that a diverse and representative cross-section of the community is actively involved in the process. Objectives are the specific activities that must be completed to achieve goals. This step compares actual activities to performance standards. Defining Authority and Responsibility. 6. Resources are scarce and coordination helps in their optimum utilisation. This will surely lead to a change in the ways in which basic activities are carried out. Not only graphic style tools but also aesthetic sensibility & frequent sense play an crucial function in making eye catching stickers on-line. This implies the allocation of authority and responsibility among employees of the enterprise in such a way that each person should know who is responsible to whom and for what. The process of organizing consists of the following steps: (a) determining and defining the activities required for the achieve­ment of organizational goals; (b) grouping the activities into logical and convenient units; (c) assigning the duties and activities to specific positions and people; in 1986) some old ones may be entrusted with additional responsibility and some new departments may be created or set up. From the chain of command emerges a new principle, viz., unity of command, originally advanced by Henri Fayol. The process of grouping the activities of similar nature is called Departmentalisation. It is thus clear that organization provides a structural framework of duties and responsibilities. Establishing the basic department design for the organisation structure. For example- the factory and the office should be located at a proper place so that the employees can perform better. For example- the marketing depart­ment may have separate sections such as market re­search, advertising, credit sales etc. After that, departments may be linked depending on their related activities or functions. As soon as the tasks are classified and grouped into related work units (production, marketing, accounting and personnel)the third process, viz., departmentation, is being finalized, i.e., a decision is being made on the basic organisational format or departmental structure for the enterprise. It was observed that as against 20 pins in a day, division of work and specialisation enabled 10 people to produce 48,000 pins in a day — watch the wonders of specialisation ! Leaders are identified. It will help in setting up of the proposed organisation and what will be nature of the work to be done through the organisation. When help comes from many people and outside planners in order to stress problem solving. 6. For instance/in a manufacturing concern, different kinds of purchases like raw material, spare parts, etc., can be put under purchase department. Now that you’ve pinpointed your problem area, Keusch recommends easing into the decluttering process by starting with what you can see. The purpose of organising is for people to coordinate with each other and to work for the achievement of organizational goals. Another good method? “Getting organized” implies the creation of a harmonious work environment. It is an ongoing process which involves gathering resources, identifying work to be performed, assigning duties and responsibilities, delegating authority, and coordinating the efforts of the employees. Identifying and Classifying the Work Activities 3. It is necessary to determine those work activities which are necessary to accomplish enterprise objectives and plans. Collecting Human and Material Resources: 5. 4. Such an activity needs special attention. Plagiarism Prevention 5. Organising ensures all departments complement the activities of each other so that they support one another as far as the overall organisational objectives are concerned. But the following steps can be of great help in the designing a suitable structure, which will laid in achieving enterprise objectives: The first step in developing an organizational structure is to lay down its objectives in very clear terms. Production of pin was broken into sub-activities where people carried out the following specialised tasks —. iii. The business organisation is thus a structure and organising is the process. Every individual is given the authority necessary to perform the assigned activity effectively. From these levels emerge the chain of command or hierarchy of decision-making levels, in the company. Process # 1. You need to determine specifically how you want this space to serve you so you’ll know what things ultimately belong in that space. i have this organizing/cleaning schedule … Copyright 10. Designing a Hierarchy of Relationships 7. However, accountability arises along with the delegation of authority. At this stage, managers perform the following functions: (i) Examine each activity identified to determine its gen­eral nature. 3. After the work is assigned to people, those performing similar activities are grouped in similar departments. A superior-subordinate relationship is defined by which each superior should be aware of the extent of authority he/she can have over their subordinates. By authority, we mean power to take decisions, issue instructions, guiding the subordinates, supervise and control them. Identification and Division of work: The organising function begins with the division of total work into … 5. Work is assigned according to qualification and ability of persons. In a way, he/she did not ‘organise’. It also shows the span of management or the span of control — how many subordinates work for each manager (As we shall see later, the span refers to the number of subordinates reporting to one superior. Under the grouping of activities all the similar type of activities are given to one particular department. The first step of the organizing process is sorting and categorizing. Hence, a list of specific tasks must be prepared. Grouping of activities into departments is called departmentalisation. An individual cannot perform his job without the necessary authority or power. The principle basically suggests that in estab­lishing departments, the nature, purpose, tasks, and performance of the department must first of all be determined as a basis for authority. This will help create a logical structure of authority-responsibility relationships and establish co­ordination. This will help in determining the type, stability and basic characteristics of the organization. Assigning Work and Delegating Appropriate Authority 5. Disclaimer Copyright, Share Your Knowledge After departmentalisation, the next step is to assign the work to the employees according to their skills and competencies. Bathroom Drawer Organization. Authority flows from top to bottom and responsibility from bottom to top. Grouping of Activities 4. It is only after granting authority to an individual that he can be made accountable. In short, “the organisation process, like all managerial functions, is ongoing. They will receive orders from him and will also be responsible to him. The concentration goes to activities and functions. 9.2 these channels are shown through the solid lines that connect each job (box). However, since organisational plans change with the passage of time, organisational objectives have to be also restructured. Example – The teachers working in a department must know that they have to take instructions from and report to the head of the department. The managerial function of organizing may be called as the ‘process of organizing’. For example, Purchase Department for purchase functions, Finance Department for financing activities, Marketing Department for marketing activities, etc. Coordinating Activities. Determining the Work Activities Necessary to Accomplish Objectives 3. It is important to recognize that … Inexpensive Linen Closet Organization. Share Your PPT File, Process of Organising – 9 Steps Involved in Organizing Process. In an ongoing business such specific programmes — which are essentially single-use plans-may require temporary re-or­ganisation within a business or department to handle them. James Stoner says, “Coordinating mechanisms enable members of the organisation to keep sight of the organisations goals and reduce inefficiency and harmful conflicts.”. These form ‘the building blocks’ of the organizational structure. Each major activity is divided into smaller parts. The whole work is to be divided into smaller activities so that duplication is avoided and work can be completed as per the organisational objectives. One helpful tip is to label each category and don’t allow yourself to leave the project. Important steps involved in organizing process include the following: Although this first step is actually part of planning, it is pertinent to know the objectives of the enterprise. Furthermore, the organisation charge can help managers locate duplications and conflicts as a result of awkward arrangements and can be used as a trouble-detector. Organising is an ongoing process. Topic: The Process of Organizing 57. It makes the optimum utilisation of human and material resources possible. In the 6-step process, marketing and reflecting refer to bringing what you’ve written in front of your audience and assessing the feedback to understand what you could have done better. This is necessary for most desirable performance. This process is called departmentalisation. Come Organize With Me: Kitchen Cabinets. The organising process involves five broad steps: It is necessary to determine those activities which are essential to accomplish the organisational objectives. In practice, the first two processes go hand in hand. This implies that employees will have to report to an authority like the top management or superiors who manage, guide, supervise and oversee the work and responsibilities of their subordinate reporting to them. In a hierarchy, the authority flows from the top to the bottom. If there are too many people working in a group it is essential for group members to know from whom they have to take orders and to whom they are accountable. In a trading organisation, purchases and sales are the two main activities. The first step in organizing any essay is to create a thesis statement. Changes and reassignments will take place. Assigning Work and Delegating Appropriate Authority 5. Departmentally Organising the Activities: This step requires the manager to combine and group similar and related activities of the company into units or depart­ments. Everybody should know who is his superior and who is his subordinate? “A strong organizing committee is the foundation for creating a powerful, democratic and active union,” says the Massachusetts Nurses Association (MNA). For example- banking activities in a bank include managing accounts, providing loans, managing foreign currency, managing customer queries, etc. Delegation of authority must be commensurate to the duties and responsibilities assigned. This practice, although found necessary in large organisations, leads to certain undesirable consequences. 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