Interpreting Organizational Charts

Blocks In Organizational Charts

A rectangle or circle usually represents a person, position or department within the organisation.
The highest block is used to represent the person with the most responsibility, such as the Chief
Executive Officer (CEO) or president of the organisation. The level underneath will represent
high-level managers or executives and so on. For example, in an organisational chart for a
school, the top box will be occupied by the principal, the next level will be used to represent the
vice-principal, and next will come departmental heads, then the teachers. Departments, positions
or persons with the same authority are represented at the same level on the chart. If two persons
share the same job or responsibilities, a divided box may be used.

Lines in an organisational chart

On an organisational chart, a solid line is used to represent a formal, direct relationship between
two positions. Where there is an indirect or advisory relationship, a· dashed line is used. If a
person reports to more than one supervisor within the organisation, a dotted line is drawn.

Advantages and disadvantages of using organisational charts.

Advantages and benefits Disadvantages and limitations

Provides a quick, easy-to-understand view of Does not represent the informal relationships
the formal relationships in the organisation. or patterns of social behaviour that exist

Shows what should happen within a firm. Does not reflect the changes and growth
phases that an organisation experiences.
Helps employees to determine where they fit Some organisations are so complex that it is
in, who reports to whom and who is almost impossible to do an accurate
accountable. organisational chart.
It can be used as a planning tool when It does not represent the managerial styles
developing or restructuring an organisation. used, for example, whether decisions are
made democratically or handed down
autocratically.

Advantages and disadvantages of open-plan offices

Advantages Disadvantages
Facilitates teamwork as it is easier to No privacy for confidential calls and meetings
collaborate on projects and issues
Able to accommodate more workers Little security for sensitive or valuable
documents and equipment~
More cost-effective for heat and air Conflict can arise as some workers may be
conditioning and to light more comfortable with a different temperature
or light setting
Communication among workers is easier\ Can be noisier and more chaotic, increasing
the risk of distraction
The layout can be changed easily. because Infectious diseases such as the flu are spread
there are no fixed walls more easily
Office services can be centralised so Storage space for individual workers may be
equipment can be shared more easily. difficult to accommodate.
 Ergonomics: Creating a Comfortable and Safe Workspace
Ergonomics relates to the layout of a room or the design of an item (such as furniture or
equipment) to maximise user comfort and safety,

Ergonomics in the Office:

Layout and Size
 Furniture Placement: Ensure furniture is away from doors and exits (to prevent
accidents).
 Space: Provide ample space for staff to work safely (and comfortably).
 Aisles and Walkways: Keep aisles and walkways clear and uncluttered (to prevent
tripping hazards.)
Furniture and Equipment
 Accessibility: Ensure staff has easy access to filing cabinets, equipment, and supplies
that are used regularly.
 Desk Size: Desks should be large enough to accommodate working materials such as
papers and equipment such as staples and telephone.
 Equipment Placement: Place noisy equipment in separate areas and plug-in equipment
to nearby power sockets to avoid trailing wires.
Seating, Lighting, Ventilation, and Temperature
 Chairs: Provide comfortable chairs with adjustable backs and seats, and swivel
functions.
 Lighting: Ensure adequate natural and artificial lighting, windows must be clean with
adjustable blinds to minimize glare and shadows.
 Ventilation: there must be an adequate supply of fresh air, and the air conditioner must
be adjustable and allow people to work at the right temperature.
 Temperature: Allow for temperature adjustments to suit individual preferences.
Related Injuries
 Cuts and Bruises from bumping into poorly sited furniture and equipment.
 Electric Shocks from incorrect use of electrical equipment.
 Musculoskeletal Disorders: such as repetitive strain injury (RSI) and upper limb
disorders (ULDs) to hand, wrist, arms, neck, shoulder or back - caused by repetitive
movements and continual poor posture.
 Tired eyes or migraine if the computer is flickering.
 By incorporating ergonomic principles into your workspace, you can improve employee
comfort, productivity, and overall well-being.

Advantages and disadvantages of cellular offices

Advantages Disadvantages

Occupants have more privacy and can discuss Cellular offices accommodate fewer workers'
 confidential matters without being
overheard.

Greater security of sensitive documents and Staff can feel isolated rather than part of a
equipment team.

Less risk of distractions It is more difficult to supervise workers who

are enclosed in individual offices.

Noise is reduced Once the cellular offices are set up it is

difficult to change the layout.

Personnel have more control over their Equipment must be obtained for each office,
working environment. resulting in increased costs and inefficient
use.
Less effective communication among staff
members

Higher maintenance costs because of

separate air conditioning, lighting and so on

Test yourself
1. A. Briefly describe THREE types of business.
B. Identify ONE example of each type of business in your country.
C. What do you think are the opportunities for employment in the office of each
business? Give a reason for your answer.
2. A. Identify THREE areas of specialisation that can be found in an office.
B. State clearly the duties and give a clear description of each job title.
3. Identify TWO negative and TWO positive effects of staff performing multiple jobs in a
small business.
4. As a business grows in size, there is a need for more employees, equipment and other
resources. Identify TWO effects this can have on the responsibilities of all employees.

SKILLS, ATTITUDES, AND ATTRIBUTES AND THEIR EFFECT ON OFFICE

RELATIONSHIPS

Skill Meaning Why it is necessary?

Analytical problem-solving Obtaining the information Workers must be able to solve minor
needed to solve a problem. difficulties to the best of their abilities.
Considering all aspects and not They should know who to tell if a major
jumping to conclusions. problem arises.

Time management Using time effectively and not Concentrate so that work is done efficiently at
wasting time (chatting or all times and important deadlines are met.
being distracted online).
Planning work and prioritising
important jobs.

Effective communication Writing and clearly using You must be able to communicate
appropriate language. appropriately with all kinds of people at
 Using appropriate body work.
language.

Computer literacy and Ability to use a computer Computers are a feature in all modern offices.
proficiency in using productivity competently.
Workers must work professionally and
tools
Ability to know appropriate understand the software that they use.
software packages, search
engines, saving and retrieving
documents, and backing up
your work.

Numeracy Ability to work with numbers All office workers must be able to calculate
(with or without a calculator). accurately.

Literacy Ability to read and write. All office workers are required to read and
create documents.

To develop a positive work relationship, you need the coorperation of all person involved. Here
are some golden rules to apply to the way you behave, regardless of who you are dealing with:

Always be courteous and tactful to everyone.

Treat people who are senior to you or older than you with respect.
Be helpful and pleasant.
Make allowances for persons having a bad day or personal problems that you do not know about
as this may affect their behaviour.
Think about what you are going to say to people before you actually say it.

Developing good relationships at work.

With your supervisor Appreciate the pressure they may be under and how this
may affect them.
Make your priorities the same as theirs.
Do not bring them a problem you could solve.
Respect their seniority and status.

With your colleagues Treat everyone the same.

Repay favours when you can
Be loyal.
Keep secrets that you are told and promises that you
make.
Offer to help out if someone has a problem.

With internal/external clients Remember that it is your job to help all clients.
Greet and address all clients promptly and courteously.
 Be approachable and friendly. (smile at people and listen
to what they really want.
Never keep people waiting. (if there is a problem, explain
and get help)
If you do not know something, find out. Know who can
help a client if you cannot.

Environmentally Aware – Thinking about the consequences of your actions on the planet. E.g:
Minimize waste when photocopying or printing. Recycle printer cartridges. Turn the lights off
when leaving a room.
Socially Responsible – Try to help other persons, especially those less fortunate than yourself.
E.g: charity giving, assisting the elderly, becoming involved in your community.

DESIRABLE ATTRIBUTES

Attribute What they mean

Regularity/Punctuality Never being late for work and only being absent for
genuine reasons.

Positive work ethic Being cheerful and enjoying work.

You do not need supervising all the time
You are reliable, loyal, and always do your best.

Integrity, Honesty, Confidentiality Having high standards of fairness and keeping promises.
Never take someone else’s work and never let them take
the blame on your behalf.
Telling the truth and can be trusted with secrets,

Willingness Respond positively to a request or challenge.

Deportment Dressing appropriately

Fussy personal freshness.
Hair is always clean and tidy.
Respectful to others.

Self-esteem,confidence You believe your own worth and are honest about your
abilities.
You work to high standards and respond positively to new
challenges.

The importance of good relationships

Enables workers to be more productive.
You cannot work efficiently id you are unhappy or if you have just had an argument with
someone because you will be concentration on yourself and not your work.

What attitudes do office workers need?

In most offices, u will wrk wth other ppl. This means u have to be sensitive to their needs as well
as ur own. U may sometimes have to compromise or conform to other ppl’s expectations in order
to fit in nd learn to work productively wth lots of different ppl/

1) Team Work
Today, most ppl wrk in teams. A team is a group of ppl who:
 Have the same aim (for e.g, to finish a task by Friday).
 Wrk together cooperatively to achieve that aim.
 Help md support each other - especially if there is a problem.
A team can be very beneficial bcz individuals all have different strengths nd weaknesses, so
between u there are more strengths than any 1 single person cld have.

2) Tolerance nd Appreciation of Diversity

At wrk u will meet a variety of ppl of different ages, genders, nationalities and ethnic groups.
Their religions nd beliefs may not be the same as urs. Some may be able-bodied bt others may
not be. They will also have different personalities nd backgrounds.
Tolerance means accepting other ppl, even if they r completely different from u. Meeting other
ppl enables u to broaden ur own knowledge nd it can be both educational nd fascinating, In this
situation, u appreciate diversity, bcz it adds to ur own experiences nd helps u to become wiser as
a result.

3) Being safety conscious, environmentally aware nd socially responsible

Some ppl r very pleasant to wrk wth bt seem to live in a bubble. They seem focused on their own
needs nd rarely look any further. Having a broader outlook means that u r far more aware of the
world around u nd its potential effect.
Being safety conscious means that knw that taking risks can cause problems, not js for u bt also
for others. So u wrk carefully, report hazards that u notice nd obey all safety instructions without
being told.
Legal requirements for annual general meetings
 Public limited companies are required to hold an AGM within six months of the end of
the organization’s fiscal year.
 Private organizations may have constitutions that state that an AGM must be held.

What takes place at an AGM?

 The election of officers.
 Organizations reports on its activities for the past year and presents plans for the future.
 Enables shareholders to be informed of and involved in company decisions and
operations.

Company’s Act (Companies Act)

 Consists of laws that are established by a country’s government to direct the operations of
companies.
 Specific wording of laws varies from one country to another.
The Companies Act generally regulates:
 the registration of companies.
 management of companies.
 publication and filing of financial statements.
 compulsory meetings.
 recordkeeping and access to records.
 shares and the rights of shareholders.

Articles of incorporation and by-laws

Corporation – A business with a legal identity.
Can be made up of a sole trader or many persons.

What are articles of incorporation?

 Makes up the document that is registered with the government when a corporation is
formed.
  Provides information such as:
 Name of the company
 Location of its registered office
 Objectives of the business and nature of its operations
Regulations for issues such as:
 Methods of appointment, remuneration and removal of directors
 Organisation of general meetings
 Issue of shares and distribution of dividends
 Voting rights of members

What are by-laws (bylaws/bye-laws)?

 A business’s internal rules.
 Provide guidelines on how the organisation must operate.

By-laws contain regulations for matters relating to:

 Time and venue for meetings of directors, officers, and shareholders.
 Start of the company’s fiscal year.
 Amount of advance notice that must be given when a meeting is called (usually 14 or 21
days).
 Procedures to be followed in meetings.
 Transfer of stock (shares).
 Maintenance and inspection of company records.
 Process by which by-laws may be amended.

Management, officers, and shareholders of companies.

Officers – Persons who are appointed to govern the organization.

Directors – Ensure that all the company’s activities are in keeping with its constitution.
Ensure the success of the organization.

Directors are responsible for preparing documents such as :

 Annual accounts
 Allocation of shares
 Changes in the company’s registered office.

Management team
 Includes persons employed to control the business’s day-to-day operations.

May consist of the following:

 Chief Executive Officer (CEO) – Responsible for the entire operation and reports directly
to the board of directors.
  Chief Operations Officer (COO) – Oversees the design, marketing, production, delivery,
and quality of the company’s products and services.
 Chief Financial Officer (CFO) – Oversees the company’s financial affairs.

 Shareholders – Owners of a company.

Provide the money to finance the firm’s operations by purchasing shares.

Corporate records
 The company’s secretary is responsible for maintaining corporate records. Includes a
wider range of documents such as:

 Registers of directors, officers, secretaries, members

 Contracts
 Redemption or purchasing of shares
 Resolutions and changes to the constitution of the organisation
 Minutes of board and general meetings

The public has a right to inspect corporate records of public limited companies.

Organising meetings
Office personnel are often required to organise meetings. They are required to:
 Prepare facilities
 Send out the necessary correspondence
 Record the procedures of the meeting and prepare the minutes

Supplies and equipment for different meetings

 Meetings vary in size, from 2 person discussions to large conferences and seminars.
 Depending on the type of meeting, the following equipment and supplies may be needed:

 Stationery
 Flipchart
 Whiteboard markers and eraser
 Projector
 CD player
 Video/DVD player and television
 Laptop
 Microphone and amplification system

Meeting Protocol
The established rules for how a meeting should be conducted. May include the following:
 Seating arrangements: E.g: the chairperson sits at the head of the table, with guests to
their right in order of importance.
  Confidentiality: What is said at the meeting should not be discussed outside the
organization.

 Respect: Speech and actions should show consideration for all persons present.

 Decision-making process: Whether voting will be done by voice, show of hands, or

written ballot.

Robert’s Rules of Order – A book of guidelines on how a meeting can be conducted according to
parliamentary procedure.

Parliamentary Procedure – The collection of rules, ethics, and customs that govern meetings of
decision-making groups.
Allows everyone to be heard and make decisions in an orderly manner.

Requirements before meetings

The agenda, date, time, and location of the meeting is usually determined by the chairperson or
individual calling the meeting.

 Obtain a list of all who should attend.

 Invite guest speakers (if necessary). Confirm their availability. If arrangements were
made a long time in advance, give a reminder by email or telephone close to the meeting
date.
 Book the venue and ensure sufficient accommodation.
 Make arrangements for travel and hotel accommodation (if necessary).
 Enter the date, time, venue and purpose of the meeting in the executive’s diary (if this is
your responsibility). Enter the information in your diary also.
 Send out notices informing the attendees of the date, time, and venue. Depending on the
type and size of the meeting, notices may be given by telephone, fax, or email. Agenda
and copies of the minutes of the previous meeting must be circulated in advance so that
attendees will be prepared.
 Prepare any documents that may be discussed at the meeting or circulated in advance.
 Arrange for refreshments (if necessary).
 Type the chairperson’s agenda.
 Prepare attendance register.
 Ensure there is sufficient quantity of all supplies, as well as printed material (brochures
and reports).
 Arrange for equipment (microphones, projectors and screens) (if necessary).

Requirements on the day of the meeting

 Ensure the room is ready for the meeting (there are sufficient seats and they are properly
arranged)
 Make sure the required equipment is installed and in working order.
 Arrange documents that will be needed (forms, information packages, and reports)
Make sure the following are available:
 Agenda
 Minutes of previous meeting
 Organisation’s constitution
 Writing supplies (with easy reach of participants)
 Drinking water and glasses

Requirements at the meeting

 Greet any new members and make appropriate introductions.
 Take minutes (if required)
 Ensure the meeting starts on time as stated in the notice
 Determine whether there is a quorum (if required).
 Welcome the members and make opening remarks (sets the tone of the meeting)
 Ensure that discussions keep to the agenda and time frame.
 Facilitate the discussions and ensure that no one person dominates.
 Remain unbiased and avoid presenting his/her own opinions.
 Summarise the decisions and clarify the actions, including the persons responsible for
implementation.
 Thank participants and bring the meeting to a close.

Requirements after the meeting

 Collect and organise all materials that have been left in the room.
 Discard used scrap paper, ensuring that papers with confidential matters are shredded.
 Return/arrange the collection for all equipment, additional furniture, or other items that
were placed in the room.
 Ensure the room is tidy.

Follow-up procedures
 Type the minutes as soon as possible and present the first draft to the chairperson for
his/her input.
 Prepare the final copy of the minutes and give it to the chairperson for approval.
 File a copy of the approved minutes in the organisation’s minutes book and record the
entry in the index.
 Circulate the approved copy of the minutes to those who should receive it.
 Send a ‘thank you’ letter to the guest speaker (if there was one).
 Prepare a to-do list of all actions that you were asked to do. Perform these actions
promptly and tick them off your checklist.
 Prepare an action plan. Headings such as Action, Person (s) responsible, Start date,
Completion date, Resources needed, and Expected outcomes may be used.
 Circulate the action plan to the relevant persons (including those who were absent from
the meeting)