ORGANIZING

INTRODUCTION
It is often said that good people can make any organization pattern work. Some
events assert that vagueness in organization is a good thing in that it forces team work,
since people know that they must cooperate to get anything done. However there can be
no doubt that good people and those who want to cooperate will work together most
effectively if they knows the parts they are to play in any team operation and the way
their roles relates to one another. Designing and maintaining these systems of roles is
basically the managerial function of organizing.
DEFINITIONS
1."Organization is the process of identifying and grouping of the works to be performed,
defining and delegating responsibility and authority and establishing relationships for the
purpose of enabling people to work most efficiently".
- Louis A. Allen
2. An organization is a combination of the necessary human beings, materials tools,
equipments, working space and appurtenances brought together in a systematic and
effective coordination to accomplish some desired object.
[J Williams, 1919]
3. Organization consists of the relationship of individuals to individuals and groups to
groups which are related as to bring about an orderly division of labor.
[Pfiffiner]
FUNDAMENTAL CONCEPTS OF ORGANIZING
1. Role.
It is the set of behaviors and attitudes expected of a person by those whom he
interact. For e.g. as an employee of health organization, a nurse may occupy
several occupational roles.
2. Power.
It is the ability to influence another to behave in accord to ones wishes.
3. Status.

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 Status is the rank a group officer on a person in accord with the groups estimation
of the person’s value and significant to group goals. The status of CNO is equal to
that of HOD of any specialty area in medical.
4. Responsibility.
It is the obligation to account for ones conduct with respect to our assigned tasks.
5. Authority.
It is a person’s rights to make decision and take actions without approval by
higher administration.
6. Communication.
Transmission of information between persons.
7. Organizational roles
For an organizational role to exist and be meaningful to people, it must
incorporate:
 Verifiable objectives as indicated in planning.
 A clear idea of the major duties or activities involved. And
 An understood area of discretion or authority so that the person filling the
role knows what he or she can do to accomplish goals.
NATURE OF ORGANIZING
 Group of Persons: An organization is a group of people working together for the
achievement of common objectives. The group may be large or small. An
organization is a system of cooperative relationships of two or more persons.
 Common Objectives: Every organization has a common objectives distinct from
personal objectives of the members. The common goal is the basis of cooperation
among the members. The objectives of the organization are usually are made
explicit
 Division of Work: An organization comes into existence when the total task is
divided into the members of the group. Division of work is necessary not only
because one individual cannot do all the work but specialization results in
efficiency and effectiveness.
 Cooperative Efforts: The members of an organization are willing to help each
other for the achievement of desired goals. Cooperative relationships are

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 stabilized both vertically and horizontally among different units of the
organization:
 Communication: People who form an organization communicates with each
other in order to integrate or coordinate there efforts. The structure must be such
that people can perform together efficiently.
 Central Authority: In an organization, there is a central directing authority which
controls the concerted efforts of the group. The chain of authority- responsibility
relationships is known as the chain of command.
 Rules and Regulations: For the orderly and systematic working of the members,
rules and regulations are laid down and enforced by the central authority.
 The Dynamic Element: An organization is not a mere mechanical structure but a
living organism arising out of the sentiments, attitudes, and behavior of people.
The people are the material of construction that holds the structure together and
gives it vitality.
IMPORTANCE OF ORGANIZING
 Facilitates Administration: Achievement of the objectives of an enterprise by
providing a framework of coordination and control. It provides a system of
authority and network for effective communication. Individual goals can be
coordinated towards group goals. A properly balanced organization facilitated
both management and operation of the enterprise.
 Encourages Growth & Diversification: It has enabled organizations to grow and
expand to giant sizes. Systematic division of work and consistent delegation of
authority facilitate taking up of new activities and meeting new demands. It
provides flexibility for growth without losing control over various activities.
 Optimum Use of New Technology: It is made through a sound structure manned
with competent employees. In addition, Optimum use of technology permits
optimum utilisation of human resources. Sound organization ensures that every
individual is placed on the job for which one is best suited.
 Stimulates Innovation & Creativity: It stimulates creative thinking and
initiative on the part of employees. It provides for effective management of

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 change and responds favourably to changes in environment. It provides
recognition for the professional and the specialist in terms of their achievement.

 Encourages Good Human Relations: The assignment of right jobs to right

person improves job satisfaction and inter-personal relations. Well-defined jobs
and clear lines of authority and responsibility ensure good human relations.
 Ensures Continuity of Enterprise: It provides scope for the training and
development of future management. It provides avenues for development and
promotions through delegation and decentralisation.
 Coordination: It facilitates order and cohesiveness in the enterprise. Division of
labor, better utility of technology and human talent helps to improve the
efficiency and quality of work. Clear channels of communication among the
members of the organization leads to coordination.

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ORGANIZING PROCESS
The organizing process consists of following six steps:
1. Identifying, analyzing and classifying the activities necessary to accomplish these.
2. Grouping these activities in light of the human and material resources available &
the best way under the circumstances of using them.
3. Delegating to the head of each group the authority necessary to perform the
activities.
4. Tying the groups together horizontally and vertically, through authority
relationship and information flows.

1. Identification of Activities: First step is to determine the tasks that must be

performed to achieve the established objectives. Activities and jobs are building
blocks of any organization. The activities to be performed depends upon the
objectives, nature and size of the enterprise.

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 2. Grouping of Activities: The various activities are the grouped into departments
or divisions according to similarity and common purpose. Such grouping is
necessary for the purpose of specialization, coordination and control. It may be
grouped on various basis i.e. functions products, territories, customers etc
depending on requirements.
3. Assignment of Duties: Groups of activities or departments are then allotted to
different positions. Every position is occupied by an individual best suited for it.
The assignments of activities creates responsibility and ensures certainty of work
performance. The process should be carried down to the lowest levels. It is
basically done to avoid duplication of work and over-lapping efforts.
4. Delegation of Authority: Every individual is given the authority required to carry
out the responsibility assigned to him. A chain of command is created through
successive delegation of authority. Different positions are linked vertically and
horizontally by establishing formal authority. Every individual must know to
whom he is accountable and who are his subordinates.
IMPORTANCE OF ORGANIZATION
1. Organization increases managerial efficiency in a number of ways. It
provides the structure with in which the functions of administration are
performed.
 It avoids delay, duplication or confusion in performance among
personal.
 Analysis of objectives of institution provides all pertinent
activities.
 Activities in turn are allocated to particular individuals.
 Assignments of fixed duties help to add certainty and promptness
in their work.
2. Organization ensures an optimum use of human efforts through
specialization and also makes use of all resourses, determines need for
innovative and new technologies in terms of cost effectiveness and
accomplishes objectives.

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  Details job specification helps for right persons are placed in the
right position on the basis of their knowledge, skills and
experiences.
3. Organization places a proportionate and balanced emphasis on various
activities.
 Money and efforts can be spent proportionately with the
importance of activities.
4. Organization facilitates coordination I the enterprises.
 Different departments and sections, positions and job functions
welded together by structural relationship of the organization.
5. Organization helps to consolidates, growth and expansion of the
institution.
6. Unsound organization becomes the breeding ground of corruption,
dishonesty and such odd things.
7. Organization provides the framework with in the managerial function of
planning, directing and control.
8. A sound organizational structure prevents overlapping.

ROLES AND FUNCTIONS OF ADMINISTRATORS IN ORGANIZATION

1. Encourages employees to follow the chain of command and gives counseling and
guidance to enable them to do so.
2. Supports persons in advisory position.
3. Models responsibilities and accountability for subordinates.
4. Encourages upward communication.

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