FUNCTION OF THE MANAGER

ORGANIZING

.
Module 4
Prepared by Daun Beckford MSc BSc
 LEARNING OBJECTIVES
.

At the end of the presentation participants should be able to;

⚫ Explain the organizing role and function of a manager.

⚫ Define the key principles of organizing

⚫ Explain the key factors which determine organization structure.

⚫ Define terms like specialization, departmentation, centralization

and decentralization.

⚫ Explain how to design a job.

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 Organizing
• Organizations are complex goal-seeking units.
• In order to survive they must accomplish
secondary tasks eg They;
• Must maintain their internal systems to co-
ordinate the human side of the company .
• Must adapt to and shape the external
environment.
• Must adapt to global changes
• Allocate work and authority
• Coordinate and control activities
• Establish interrelationships between task,
responsibilities.
• Establish authority levels and determine
accountability

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 Organizing
• Organizing is one of the five functions of
the manager.
• It determines how organizations are
structured in order to maximize the
effective use of their human and non –
human resources.

• All managers play the role of an organizer.

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 Organizing
• Organizing is the process of
• dividing tasks, responsibilities and decisions
among people and groups;
• establishing appropriate authority relationships
among people, and ensuring that the activities
of each person or group fit together to achieve
your decisions.
• These decisions may be:
➢Decisions about the division of work.
➢Decisions about the allocation of authority and
responsibility.
➢Decisions about the coordination of tasks.

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 • Organizing is establishing the
internal organizational structure of
the business.

• The focus is on departmentalization,

specialization , coordination, control
of tasks’ allocation of resources and
the flow of information within the
organization.

Organizing
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 Purpose

• The purpose of the organizing function is to;

• make the best use of the organization's
resources to achieve organizational goals.

• Provide for specialization and division of

labour.

• group activities in manageable sizes and

assign managers with the authority to
supervise the people performing these
activities.

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 Purpose
• Establish a clearly define scalar structure
so the that authority and responsibilities
can be effectively delegated
• achieve an effective balance between the
division of task and responsibilities.
• coordinate individual effort and role
• facilitate and regulate the flow of
information between groups.
• facilitate the decision making processes
• resolve differences or problems between
members.

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Importance
• Assures more efficient use of the
organization’s resources.
• Improves employee’s understanding of
job duties and responsibilities.
• Improves employee’s morale
• Provides a sense of direction for each of
the organization’s functional areas.
• Makes it easier to plan, direct, control
and staff the organization.
• Allows for activities to be grouped
logically and authority delegated to avoid
conflict.
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Major
Considerations
• Purpose/ Goals
• People
• Task
• Technology
• Internal culture
• External environment

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 Organization Structure

• The basic framework that is used to get work

done in an organization is the structure.
• Managers use a variety of structural
possibilities to organize or to put the
organization together.

• The structure can be seen as the building

blocks of the organization.

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 Organization Structure

• The structure explains the organization’s

network.

• The organization is a network of jobs.

• Jobs are the principal vehicles for the

allocation of tasks duties roles and
responsibilities to personnel.

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 Organization Structure
• Organizations create structure to
facilitate the coordination of
activities and to control the actions
of their members.
Organization • It is the sum total of the way in
Structure which it divides its labour into
distinct task and then achieves
coordination between them.
( Mintzberg 1979)

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 • The Organization chart shows the
structure which is the layout, design, the
Departmentation and specialization of
Tasks and Roles. The chart should explain
the following:
ORGANIZATION
• Corporate structure
CHART • Divisions
• Department
• Units
• Staff
• Reporting relationship

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 • Specialization of task led to
departmentation and division of
labour.
Specialization
and • Departmentation - the degree to
which work units are grouped
Departmentation based upon functional similarly or
similarity of work - flow.

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TYPES OF
ORGANIZATION
STRUCTURES
• Six common types of
organization structures
1. Hierarchical Structure
2. Functional Structure
3. Flat Structure
4. Divisional Structure
5. Matrix Structure
6. Network Structure
 Specialization is done initially by the grouping
of key activities known as jobs – based on;

Common function

Specialization and
Departmentation Product or services

Geographical location

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 Functional Organization Structure
CEO

Finance Production HR Management R& D

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Class work
• Draw the chart for your
organization to depict your
position.

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 Product/service – Based Organization Structure

CEO

Canning Bill Express Banking supermarket

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 Geographical Organization structure
CEO

Courts Courts Courts Courts

Cross Roads Portmore Mo-Bay Ocho Rios

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 The Matrix Structure
General Manager

Chief designer Production Purchasing Personnel

manager manager manager
Manager Project X

Manager Project Y

Manager
Project Z

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 Building Blocks
• In putting the organization together
managers use six (6) important building
blocks.
• (1) Designing job
• (2) Grouping jobs
• (3) Establishing reporting relationship
between jobs
• (4) Distributing authority among jobs
• (5) Coordinating activities between jobs
• (6) Differentiating between positions
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 Homework-
Scope of Directing
• When directing managers co-ordinate plans and
select the best techniques to be used to achieve
group goals.
• This is achieved through:
➢ Co - ordination
➢ Unity of Command
➢ Delegation of Authority Group 4
➢ Motivation Group 3
➢ Communication Group 2
➢ Leadership Group 1

Write short notes on each directing technique

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