Definition and Nature of

Organizing
Organization and Management Week 8

7 Ways to organize your study space for success

(Not really needed)
The flexibility of studying online frees you from the constraints of a physical classroom and allows
you to schedule study time around work and family commitments. But all this convenience and
flexibility leaves you with too many options for when, where and how to study.

1. Find a Quiet Space for Attending Class

You will want to find a place that is quiet and free from distraction, yet provides enough room
for you to take notes, either on your computer or by hand. You may also need an electric outlet
nearby to keep your device charged while logged in to the class. Classes may be live or
recorded, and in a live class, you may be asked to turn on your webcam or your microphone
when you participate during the session. One advantage of online classes is that you can
attend from the comfort of your home. However, you will want to pay attention to what other
attendees and the instructor will see when your webcam is on.

2. Create an Effective Work Space for Studying

Select an area you already associate with learning. The more time you spend in it, the stronger
the association will become. Eventually, you will find yourself feeling more focused as soon as
you enter the space. If your space is limited or you can’t create a dedicated study space, store
your school materials in a rolling cart, backpack, or something else easily transportable.
Whenever it’s time to study, you will have everything you need already organized for a smooth
transition. If you frequently find yourself needing to study or attend class away from home,
make sure to keep your phone or computer charger with you so that you can remain
connected.

3. Make sure your space is comfortable

One of the most important things to keep in mind is ergonomics. Both your study table and
chair should allow good posture, and when you’re seated, the top of your desk should rest
somewhere between your chest and rib cage. This way, you’ll be able to rest your elbows on
the desktop without having to hunch your shoulders forward. Additionally, the chair should be
comfortable, fit the height of the desk and allow your feet to rest flat on the floor.

4. Organize Your Files

Your course materials should be easily accessible whenever you need them. If you prefer
working with hard copies, you can invest in a physical filing system, but online students also
have the option to enjoy the ease and flexibility of working digitally. Store your computer files
in folders and use descriptive names to facilitate identification.
5. Schedule Your Time

When you enroll in an online course, it’s vital to familiarize yourself with the syllabus, class
requirements and assignment due dates to avoid unpleasant surprises down the line. Hang a
calendar on the wall of your study space and fill out once you get the syllabus. Alternatively,
use an online calendar and set alerts. Organizing your schedule will not only facilitate your
studies but will also help you set aside time for the other elements of your life.

6. Stay Organized Online

Bookmark sites that you often use in your research so you don’t have to hunt them down every
time you need them and try using online helpers like Quizlet, which lets you create flashcards
and games that will help you study. The site also stores study aides that other students have
created, so you may already be able to find what you need. If you find yourself checking
Facebook every few minutes, taking a Netflix break that never seems to end, or otherwise
wasting time online when you’re supposed to be working, there are apps that can help. Try
online tools like StayFocusd, which helps you restrict the amount of time you spend on these
distractions.

7. Establish a Routine

Getting into a routine will increase the chances that you’ll stay on top of what you need to be
doing, rather than letting deadlines sneak up on you. Once you have a syllabus for each class
and are clear on what’s expected of you, make a study schedule for each course. Include
blocks of time for regular study and reading, as well as extra time to prepare for tests and
projects such as research papers.

Definition and Nature of Organization

Organization can be defined as a group of individuals who are interacting with each other and
contributing their efforts towards the attainment of certain goals or objectives. Organization
may be defined as a co-operative and healthy relationship amongst the groups which is built
up by them through proper network of communication system with a view to achieve their
specific or common goals.

It may be defined as such process which is made by any business firm for the purpose of
among the departments by the proper channel of communication so that the personnel
(employees) of every department can give their hundred percent contributions in the
accomplishment of desired goals.

Organizing management functions allow business professionals to effectively plan activities

that enable their businesses to achieve their strategic goals. To direct work, managers usually
prioritize, schedule, coordinate, motivate, focus and set goals for employees.

Evaluating organizing functions involves assessing whether the employees assigned to

particular jobs complete their tasks in the time allowed. Evaluating the organizing functions of
management involves identifying tasks, observing work, validating roles and responsibilities
and prioritizing workflow improvements.

The second function of the management is getting prepared and getting organized. The
management must organize all its resources beforehand, to follow the course of action
decided during the planning process.
 Two essential concepts
a. Organization as a Process
• The concept of organizing can be considered as a process, because a large number of
events or activities are done under the process of organizing with-a-view to accomplish
the preset goals in an appropriate way.

• Organizing involves division of works, determination of activities, grouping of activities,

delegation of authority and the establishment of proper co-ordination and balance among
various departments of individuals towards the attainment of predetermined goals.

• Overall, it is clear that the objectives of business firm cannot be obtained by doing single
activity, so organizing is set to be a process.

b. Organization as a Structure of Relationship

• Organization refers to a structure of relationship due to involvement of a large number
of groups.

• Under the process of organizing the relationship of departments to departments,

groups to groups and individuals to individuals are analyzed carefully through the
process of communication system with a view to establish proper unity and co-
ordination among them. So that everyone can take initiative for the welfare of
enterprise. Thus it is clear that organization can be considered as a structure of
relationship.

Characteristics of Organizing
Organization is a Group of Individuals
Organization can consider as a group of individuals who comes together and make co-
operative relationship with each-other and contributing their efforts with a view to attain
pre-set goals. It can put to be as a process, because a large number of events are done
under organizing process towards the attainment of predetermined goals, such as
determination of various activities, grouping of activities, allocation of work amongst the
employees and delegation of authority as well. Hence, organization is a process.

Organization is a ‘Means’ not an ‘End’

Organization provides such platforms to enterprise where all the activities are clearly
predefined, as a result of this enterprise easily obtain its goals. Thus it is proved that
organization is a ‘Means’ not an ‘End’.

Organization is an important Function of Management

An essential feature of organization refers to an important function of management because
all other functions of management like staffing, directing, controlling etc. will become
ineffective in the absence of this function.

Organization is related to its Objectives Organization

It is directly concerned with the objectives of enterprise. In the absence of objectives there
is no life of organization. If there is an organization then the objectives must be attached
with it. Hence, Organization is related with its goals.

Communication is the Life of Organization

Communication can be treated as a life of organization, because in the lack of proper
network of communication there is no existence of organization. Infect the foundation of an
organization properly depends on communication. On the whole it is clear that organization
is the system of communication.
According to Chester Barnard, “Organizing is a function by which the concern is able to define
the role positions, the jobs related and the co-ordination between authority and responsibility.
Hence, a manager always has to organize in order to get results.

Steps that help a manager performs organizing function

a. Identification of Activities

All the activities which have to be performed in a concern have to be identified first. For example,
preparation of accounts, making sales, record keeping, quality control, inventory control, etc. All
these activities have to be grouped and classified into units.

b. Departmentally Organizing the Activities

In this step, the manager tries to combine and group similar and related activities into units or
departments. This organization of dividing the whole concern into independent units and
departments is called departmentalization.

c. Classifying the Authority

Once the departments are made, the manager likes to classify the powers and its extent to the
managers. This activity of giving a rank in order to the managerial positions is called hierarchy.
The top management is into formulation of policies, the middle level management into
departmental supervision and lower level management into supervision of foremen.

d. Co-ordination between Authority and Responsibility

Relationships are established among various groups to enable smooth interaction toward the
achievement of the organizational goal. Everyone is made aware of his authority and he/she
knows whom they have to take orders from and to whom they are accountable and to whom they
have to report. A clear organizational structure is drawn, and all the employees are made aware
of it.

Organization levels and span of management

It refers to the number of subordinates that a manger can efficiently manage. Number of
subordinates directly reporting to a manager is known as span. Span of management is important
for:

a. Determining the complexity of an individual manager’s job

b. Determining shape and structure of the organization Fewer the number of subordinates
reporting to a manger larger the number of managers required. Therefore, span for control should
be fixed.

It deals with grouping the people in hierarchical form, determining the levels in the organization.
The levels get determined by the span of control, i.e., in the organization how many subordinates a
superior can manage. This number can vary anywhere between four to eight in higher levels of
management and eight to fifteen in lower levels of management.

The span of control is determined on the basis of the task to be performed, decisions to be taken,
and the strengths and weaknesses of the people and the degree of the delegation of the
responsibilities that superior is willing to attain.
 Importance of Organizing Function
Specialization
This division of work is helping in bringing specialization in various activities of concern.

Well defined jobs

This is helping in defining the jobs properly which clarifies the role of every person.

Clarifies Authority
This helps in increasing productivity.

Co-ordination
It creates clear cut relationships among positions and ensures mutual co- operation among
individuals.

Authority responsibility
Clarity should be made for having an ultimate responsibility attached to every authority. There is a
saying, “Authority without responsibility leads to ineffective behavior and responsibility without
authority makes person ineffective”.

Effective Administration
The roles to be performed by different managers are clarified. Specialization is achieved through
division of work. This all leads to efficient and effective administration.

Growth and Diversification

Efficiency can be brought about by clarifying the role positions to the managers, co-ordination
between authority and responsibility and concentrating on specialization. In addition to this, a
company can diversify if its potential grows. This is possible only when the organization structure
is well- defined. This is possible through a set of formal structure.

Sense of Security
The roles assigned to every manager are clear. Co-ordination is possible. Therefore, clarity of
powers helps automatically in increasing mental satisfaction and thereby a sense of security in a
concern. This is very important for job satisfaction.

Scope for New Changes

This provides enough space to a manager to develop his talents and flourish his knowledge. A
manager gets ready for taking independent decisions which can be a road or path to adoption of
new techniques of production. This scope for bringing new changes into the running of an
enterprise is possible only through a set of organizational structure.