SECTION 2

ANSWER 2

Organizing is considered to be a very important managerial function. As

planning focuses on deciding what to do, organizing focuses on how to do it.
Thus, after a manager has set goals and worked out a plan to accomplish those
goals, the next managerial function is to organize people and allocate
resources to carry out the plan. Organizing refers to important dynamic
aspects such as what tasks are to be performed, who has to perform them, on
what basis the tasks are to be grouped, who has to report to whom, and who
should have the authority to take decisions. Effective enterprises develop and
nurture an organizational culture that helps influence the behavior of its
members. Manager must also build an environment that facilitates the
achievement of group goals.

According to L.A. Allen1 , organizing is “the process of identifying and

grouping the work to be performed, defining and delegating responsibility
and authority, and establishing relationships for the purpose of enabling
people to work most effectively together in accomplishing objectives.” In
short, organizing is a managerial function that deals with the allotment of
duties, coordination of tasks, delegation of authority, sharing of responsibility,
and allocation of resources.

Organizing

Organizing is the function of management that involves developing an

organizational structure and allocating human resources to ensure the
accomplishment of objectives. The structure of the organization is the
framework within which effort is coordinated. The structure is usually
represented by an organization chart, which provides a graphic
representation of the chain of command within an organization. Decisions
made about the structure of an organization are generally referred to
as organizational design decisions.

Organizing also involves the design of individual jobs within the organization.
Decisions must be made about the duties and responsibilities of individual
jobs, as well as the manner in which the duties should be carried out.
Decisions made about the nature of jobs within the organization are generally
called “job design” decisions.

Organizing at the level of the organization involves deciding how best to

departmentalize, or cluster, jobs into departments to coordinate effort
effectively. There are many different ways to departmentalize, including
organizing by function, product, geography, or customer. Many larger
organizations use multiple methods of departmentalization.

Organizing at the level of a particular job involves how best to design

individual jobs to most effectively use human resources. Traditionally, job
design was based on principles of division of labor and specialization, which
assumed that the more narrow the job content, the more proficient the
individual performing the job could become. However, experience has shown
that it is possible for jobs to become too narrow and specialized. For example,
how would you like to screw lids on jars one day after another, as you might
have done many decades ago if you worked in company that made and sold
jellies and jams? When this happens, negative outcomes result, including
decreased job satisfaction and organizational commitment, increased
absenteeism, and turnover.

Recently, many organizations have attempted to strike a balance between the

need for worker specialization and the need for workers to have jobs that
entail variety and autonomy. Many jobs are now designed based on such
principles as empowerment, job enrichment and teamwork. For example, HUI
Manufacturing, a custom sheet metal fabricator, has done away with
traditional “departments” to focus on listening and responding to customer
needs. From company-wide meetings to team huddles, HUI employees know
and understand their customers and how HUI might service them best
(Huimfg, 2008).
IMPORTANCE OR ADVANTAGES OF ORGANIZING

Organization is an instrument that defines relations among different people

which helps them to understand as in who happens to be their superior and
who is their subordinate. This information helps in fixing responsibility and
developing coordination. In such circumstances the objectives of the
organization can be easily achieved. That is why, it is said that Organization Is
a mechanism of management. In addition to that it helps in the other functions
of management like planning, staffing, leading, controlling, etc. The
importance of organization or its merits becomes clear from the following
facts. The process of organizing helps an individual develop a clear picture of
the tasks he or she is expected to accomplish.

(1) Increase In Managerial Efficiency: A good and balanced organization

helps the managers to increase their efficiency. Managers, through the
medium of organization, make a proper distribution of the whole work among
different people according to their ability.
 
(2) Proper Utilization of Resources: Through the medium of organization
optimum utilization of all the available human and material resources of an
enterprise becomes possible. Work is allotted to every individual according to
his ability and capacity and conditions ant created to enable him to utilize his
ability to the maximum extent. For example, if an employee possesses the
knowledge of modem machinery but the modem machinery is not available in
the organization, in that case, efforts are made to make available the modem
machinery.
 
            Sound Communication Possible: Communication is essential for
taking the right decision at the right time. However, the establishment of a
good communication system is possible only through an organization. In an
organization the time of communication is decided so that all the useful
information reaches the officers concerned which. in turn, helps the decision-
making.
 
            Facilitates Coordination: In order to attain successfully the objectives
of the organization, coordination among various activities in the organization
is essential. Organization is the only medium which makes coordination
possible. Under organization the division of work is made in such a manner as
to make all the activities complementary to each other increasing their inter-
dependence. Inter-dependence gives rise to the establishment of relations
which, in turn, increases coordination.
            Increase in Specialization: Under organization the whole work is
divided into different parts. Competent persons are appointed to handle all
the sub-works and by handling a particular work repeatedly they become
specialists. This enables them to have maximum work performance in the
minimum time while the organization gets the benefit of specialization.
 
Helpful in Expansion: A good organization helps the enterprise in facing
competition. When an enterprise starts making available good quality product
at cheap rates, it increases the demand for its products. In order to meet the
increasing demand for its products an organization has to expand its business.
On the other hand, a good organization has an element of flexibility which far
from impeding the expansion work encourages it.

 The process of organizing supports planning and control activities by

establishing accountability and an appropriate line of authority.

 Organizing creates channels of communication and thus supports decision

making and control.

 The process of organizing helps maintain the logical flow of work activities.
By so doing, it helps individuals and workgroups to easily accomplish their
tasks.  Organizing helps an organization make efficient use of its resources
and avoid conflict and duplication of effort.  Organizing coordinates activities
that are diverse in nature and helps build harmonious relationships among
members involved in those activities.  The process of organizing helps
managers to focus task efforts such that they are logically and efficiently
related to a common goal.

Organizing aims at developing a definite structure of roles to achieve efficient

organizational performance. Organizing requires linking various
communication and decision centers for coordinating and controlling efforts
towards group and organizational goals. An effective organization remains
flexible and adapts to changes in the environment. By reorganizing, an
organization can stay flexible and be responsive to the environment.
Managers may commit some mistakes when organizing tasks and duties.
These mistakes include the failure to plan properly; the failure to clarify
relationships between various employees; the failure to delegate authority;
etc. Effective enterprises develop and nurture an organizational culture that
helps influence the behavior of its members. Manager must also build an
environment that facilitates the achievement of group goals.

Prerequisites for Effective Organizing

Broadly speaking, there is no „best way‟ to organize because the process of

organizing depends to a great extent on the organizational situation. The
managerial function of organizing can be made more effective if the following
prerequisites are satisfied:
 The span of management and the levels of organization are clearly defined
 The factors determining the basic framework of departmentation, along
with their strengths and weaknesses, are taken into consideration
 The different kinds of authority and responsibility relationships that exist in
an organization are understood
 The way authority is delegated throughout the organization structure, along
with the degree of delegation, is taken into consideration
 The way the manager implements organization theory is considered.

Avoiding Mistakes in Organizing by Planning

Effective organizing depends on setting realistic objectives and to achieve

those objectives, systematic planning is required.
Planning for the Ideal
If an ideal organization is to be created, the organization structure should be
designed in accordance with the organizational philosophy, and by defining
the
various authority relationships in the organization. The organization structure
should be flexible in order to adapt to changes in the environment like
competition in the market, changing technology, etc. Therefore, there is a need
for the continuous remolding of the ideal organizational plan. Though
continuous remolding is necessary, it is still essential to have an ideal
organization plan, as it provides a standard against which managers can
evaluate
their new plans and make necessary changes whenever it is necessary.

Modification for Human Factor

Sometimes, it becomes inevitable for managers to modify the structure of the

organization to suit individual abilities and limitations. Therefore, proper
human
resource planning is required to minimize the need for such changes.

Advantages of Organization Planning

Planning organization structure helps the managers to estimate future
personnel
needs and to determine the training required by employees. It also helps to
have
a clear idea of the kind of employees the organization requires and their
experience. Further, organizational planning helps to identify the weaknesses
in
an organization like obsolete practices, excessive bureaucracy, unclear
authority
relationships, etc.

CONCLUSION : The main aim of organizing is to develop a definite structure of

roles to
achieve efficient organizational performance.
 Managers can avoid mistakes in organizing through planning, like
identifying future needs of the employees and also by developing the
required lines of communication. An effective organization remains flexible
and adapts to changes in the environment. An organization can reorganize
itself in order to be flexible and responsive to the environment.
 In an attempt to avoid organizational inflexibility, organizations should have
a well-planned organization structure that will enable the organization to
adapt quickly to the changes in the business environment as well as enhance
its ability to meet new contingencies.
 Firms should develop organization charts and position descriptions to avoid
conflict.
 Effective organizations develop and nurture an organizational culture.
Organizational culture refers to a system of shared values, assumptions,
beliefs, and norms that unite the members of an organization.