Introduction to Management
Week 6
Organizing in Management
Dr Daniel Osei Yeboah
What is Organizing?
▪ The process of arranging resources and activities to achieve
organisational goals.
▪ The process of establishing orderly use of all resources within the
management system.
▪ How activities are divided into groups and coordinated.
▪ It involves defining roles, responsibilities, and relationships within an
organisation.
Importance of Organizing
▪ Mechanism with which managers activate plans
▪ Creates and maintains relationships between and among
organisational resources (which resources are to be used for specific
activity, when, where and how the resources are to be used).
▪ Prevent duplication of efforts
▪ Enhances efficiency
▪ Defines Authority and Responsibility
▪ Improves Communication
Organizing Process
Reflect on objectives
Establish major tasks
Divide major tasks into sub tasks
Allocating resources and directives for subtask
Evaluate results of implemented strategy
Division of
Works
Authority and Unity of
Responsibility Command
Principles of Scalar Chain
Coordination
Organizing of Command
Balance of
Centralization Span of
and Control
Decentralization
Delegation
Principles of Organizing
▪ Division of Work
oThis principle states that work should be divided into smaller tasks and
assigned to employees based on their specialization and expertise.
oIt enhances efficiency, reduces workload, and improves productivity by
allowing employees to focus on specific tasks.
▪ Span of Control
oRefers to the number of subordinates a manager can effectively
supervise.
oA narrow span allows for closer supervision and better communication,
while a wider span promotes delegation and independence.
Principles of Organizing
▪ Scalar Chain of Command
oRepresents the hierarchy of authority within an organization, where
orders flow from top management to lower levels.
oIt ensures clarity in communication and proper delegation of authority.
▪ Unity of Command
oEach employee should report to only one superior to avoid confusion
and conflicting instructions.
oThis principle ensures accountability, clear decision-making, and
disciplined operations.
Principles of Organizing
▪ Coordination
oEnsures that different departments and employees work in harmony to
achieve common organizational goals.
oProper coordination reduces duplication of work, prevents conflicts, and
improves efficiency.
▪ Delegation
o The process of transferring authority and responsibility from higher
management to subordinates.
o Effective delegation allows managers to focus on strategic decisions
while empowering employees.
Principles of Organizing Cont’d
▪ Authority and Responsibility
oAuthority refers to the right to make decisions, while responsibility
is the obligation to complete assigned tasks.
oBoth must be balanced to ensure accountability and effective task
execution.
▪ Balance of Centralization and Decentralization
oCentralization means decision-making is concentrated at the top,
while decentralization allows lower levels to make decisions.
oA proper balance ensures efficiency, quick decision-making, and
adaptability.
Organization Structure
What is Organization Structure
▪ The logical arrangement of task and the network of relationships and
roles among the various positions established to carry out the
activities.
▪ It is a framework within which organization arranges its lines of
authorities and communications and allocates rights and duties.
▪ It establishes a hierarchy, delineates authority, and determines the
flow of communication within an organization.
Matrix
Structure
Types of
Organizational
Structure
Functional Divisional
Structure Structure
Functional Structure
▪ Hierarchical structure based on job functions
▪ Features
o Departments based on functions (e.g., HR, Marketing, Finance)
o Clear chain of command
▪ Pros:
o Efficiency in task specialization
o Clear career growth paths
▪ Cons:
o Limited cross-department collaboration
o Potential silos between departments
Divisional Structure
▪ Organization divided by product lines, geography, or market
▪ Features:
o Each division operates independently
o Own resources and management team
▪ Pros:
o Focused attention on specific markets or products
o Quick decision-making within divisions
▪ Cons:
o Duplication of resources across divisions
o Potential competition between divisions
Matrix Structure
▪ -A hybrid structure combining functional and divisional elements
▪ Features:
o Employees report to multiple managers
o Encourages collaboration across functions
▪ Pros:
o Flexible resource allocation
o Enhances teamwork and innovation
▪ Cons:
o Complex reporting relationships
o Potential for role confusion
Authority, Responsibility, and Delegation
▪ Authority: The right to make decisions and command resources.
▪ Responsibility: The obligation to complete assigned tasks.
▪ Delegation: Assigning tasks and decision-making power to
subordinates.
Coordination in Organizations
▪ Coordination ensures that different departments work towards
common goals.
▪ It minimizes conflicts and duplication of efforts.
▪ Methods include meetings, reports, committees, and technology-
based tools.
Challenges in Organizing
▪ Resistance to change
▪ Balancing centralization and decentralization
▪ Managing a diverse workforce
▪ • Maintaining effective communication
▪ • Adapting to technological advancements
Summary & Conclusion
▪ • Organizing is essential for achieving organizational objectives.
▪ • Different structures serve different organizational needs.
▪ • Authority, responsibility, and delegation must be balanced.
▪ • Coordination ensures smooth functioning and efficiency.
▪ • Organizations must adapt to changing business environments.
Next Class Preview
▪ • Topic: Leading in Management
▪ • Leadership theories and styles
▪ • Role of leadership in motivation and performance
▪ • Key qualities of effective leaders
▪ Thank you! Questions?
THANK YOU
Questions and answers
