Management, Organizational Policies & Practices Lecture 29 Dr. Amna Yousaf PhD (HRM) University of Twente, the Netherlands

Management, Organizational Policies & PracticesManagement, Organizational Policies & Practices

Lecture 29 Dr. Amna YousafPhD (HRM)

University of Twente, the Netherlands

Recap Lecture 28Recap Lecture 28

– Analyze the growing popularity of teams in organizations.

– Contrast groups and teams.– Compare and contrast four types of teams.– Identify the characteristics of effective teams.– Show how organizations can create team

players.– Decide when to use individuals instead of

teams.– Show how our understanding of teams differs

in a global context.

– Analyze the growing popularity of teams in organizations.

– Contrast groups and teams.– Compare and contrast four types of teams.– Identify the characteristics of effective teams.– Show how organizations can create team

players.– Decide when to use individuals instead of

teams.– Show how our understanding of teams differs

in a global context.

© 2005 Prentice Hall Inc. All rights reserved.© 2005 Prentice Hall Inc. All rights reserved.© 2005 Prentice Hall Inc. All rights reserved.© 2005 Prentice Hall Inc. All rights reserved. 14–14–2214–14–22

Foundations of Organizational Structure Foundations of Organizational Structure

Lecture 29

Lecture ObjectivesLecture Objectives

• What is Structure• Matching Strategy with structure• Forms of organizational structure

• Functional structure• Divisional structure• SBU Structure• Matrix structure

• Conclusions and implications

10-4© 2009 Prentice-Hall Inc. All rights reserved.

© 2007 Prentice Hall Inc. All rights reserved.

What Is Organizational Structure?What Is Organizational Structure?

Key Elements:

• Work specialization

• Departmentalization

• Chain of command

• Span of control

• Centralization and decentralization

• Formalization

Key Elements:

• Work specialization

• Departmentalization

• Chain of command

• Span of control

• Centralization and decentralization

• Formalization

Organizational Structure

How job tasks are formally divided, grouped, and coordinated.


Key Design Questions and Answers for Designing the Proper Organization Structure

Key Design Questions and Answers for Designing the Proper Organization Structure

E X H I B I T 16–1E X H I B I T 16–1

The Key Question The Answer Is Provided By

1. To what degree are articles Work specializationsubdivided into separate jobs?

2. On what basis will jobs be grouped Departmentalizationtogether?

3. To whom do individuals and groups Chain of commandreport?

4. How many individuals can a manager Span of controlefficiently and effectively direct?

5. Where does decision-making Centralizationauthority lie? and decentralization

6. To what degree will there be rules Formalizationand regulations to direct employeesand managers?


What Is Organizational Structure? (cont’d)What Is Organizational Structure? (cont’d)

Division of labor:

• Makes efficient use of employee skills

• Increases employee skills through repetition

• Less between-job downtime increases productivity

• Specialized training is more efficient

• Allows use of specialized equipment

Division of labor:

• Makes efficient use of employee skills

• Increases employee skills through repetition

• Less between-job downtime increases productivity

• Specialized training is more efficient

• Allows use of specialized equipment

Work Specialization

The degree to which tasks in the organization are subdivided into separate jobs.


Economies and Diseconomies of Work Specialization

Economies and Diseconomies of Work Specialization

E X H I B I T 16–2E X H I B I T 16–2



Grouping Activities By:

• Function

• Product

• Geography

• Process

• Customer

Grouping Activities By:

• Function

• Product

• Geography

• Process

• Customer

Departmentalization

The basis by which jobs are grouped together.



Chain of Command

The unbroken line of authority that extends from the top of the organization to the lowest echelon and clarifies who reports to whom.

Authority

The rights inherent in a managerial position to give orders and to expect the orders to be obeyed.

Unity of Command

A subordinate should have only one superior to whom he or she is directly responsible.



Narrow Span Drawbacks:

• Expense of additional layers of management.

• Increased complexity of vertical communication.

• Encouragement of overly tight supervision and discouragement of employee autonomy.

Narrow Span Drawbacks:

• Expense of additional layers of management.

• Increased complexity of vertical communication.

• Encouragement of overly tight supervision and discouragement of employee autonomy.

Concept:Concept:

Wider spans of management increase organizational Wider spans of management increase organizational efficiency.efficiency.

Concept:Concept:

Wider spans of management increase organizational Wider spans of management increase organizational efficiency.efficiency.

Span of ControlThe number of subordinates a manager can efficiently and effectively direct.


Contrasting Spans of ControlContrasting Spans of Control

E X H I B I T 16–3E X H I B I T 16–3



Centralization

The degree to which decision making is concentrated at a single point in the organization.

Formalization

The degree to which jobs within the organization are standardized.

Decentralization

The degree to which decision making is spread throughout the organization.


Common Organization DesignsCommon Organization Designs

A Simple Structure:Jack Gold’s Men’s Store

A Simple Structure:Jack Gold’s Men’s Store

Simple Structure

A structure characterized by a low degree of departmentalization, wide spans of control, authority centralized in a single person, and little formalization.

E X H I B I T 16–5E X H I B I T 16–5


Common Organization Designs (cont’d)Common Organization Designs (cont’d)

Bureaucracy

A structure of highly operating routine tasks achieved through specialization, very formalized rules and regulations, tasks that are grouped into functional departments, centralized authority, narrow spans of control, and decision making that follows the chain of command.


The BureaucracyThe Bureaucracy

Strengths– Functional

economies of scale

– Minimum duplication of personnel and equipment

– Enhanced communication

– Centralized decision making

Weaknesses– Subunit conflicts

with organizational goals

– Obsessive concern with rules and regulations

– Lack of employee discretion to deal with problems


New Design Options (cont’d)New Design Options (cont’d)

T-form Concepts:

Eliminate vertical (hierarchical) and horizontal (departmental) internal boundaries.

Breakdown external barriers to customers and suppliers.

T-form Concepts:

Eliminate vertical (hierarchical) and horizontal (departmental) internal boundaries.

Breakdown external barriers to customers and suppliers.

Boundaryless Organization

An organization that seeks to eliminate the chain of command, have limitless spans of control, and replace departments with empowered teams.


Why Do Structures Differ?Why Do Structures Differ?

Mechanistic Model

A structure characterized by extensive departmentalization, high formalization, a limited information network, and centralization.


Why Do Structures Differ?Why Do Structures Differ?

Organic Model

A structure that is flat, uses cross-hierarchical and cross-functional teams, has low formalization, possesses a comprehensive information network, and relies on participative decision making.


Mechanistic Versus Organic ModelsMechanistic Versus Organic Models

E X H I B I T 16–8E X H I B I T 16–8


Why Do Structures Differ? – StrategyWhy Do Structures Differ? – Strategy

Innovation StrategyA strategy that emphasizes the introduction of major new products and services.

Imitation StrategyA strategy that seeks to move into new products or new markets only after their viability has already been proven.

Cost-minimization StrategyA strategy that emphasizes tight cost controls, avoidance of unnecessary innovation or marketing expenses, and price cutting.


The Strategy-Structure RelationshipThe Strategy-Structure Relationship

E X H I B I T 16–9E X H I B I T 16–9

Strategy Structural Option

Innovation Organic: A loose structure; low specialization, low formalization, decentralized

Cost minimization Mechanistic: Tight control; extensive work specialization, high formalization, high centralization

Imitation Mechanistic and organic: Mix of loose with tight properties; tight controls over current activities and looser controls for new undertakings


Why Do Structures Differ? – SizeWhy Do Structures Differ? – Size

Characteristics of large organizations:

• More specialization

• More vertical levels

• More rules and regulations

Characteristics of large organizations:

• More specialization

• More vertical levels

• More rules and regulations

Size

How the size of an organization affects its structure. As an organization grows larger, it becomes more mechanistic.


“Bureaucracy Is Dead”“Bureaucracy Is Dead”

Characteristics of Bureaucracies– Specialization– Formalization– Departmentalization– Centralization– Narrow spans of

control– Adherence to a chain

of command

Why Bureaucracy Survives– Large size prevails– Environmental

turbulence can be largely managed

– Standardization achieved through hiring people who have undergone extensive educational training

– Technology maintains control


Organizational Designs and Employee Behavior

Organizational Designs and Employee Behavior

Research Findings:

• Work specialization contributes to higher employee productivity, but it reduces job satisfaction.

• The benefits of specialization have decreased rapidly as employees seek more intrinsically rewarding jobs.

• The effect of span of control on employee performance is contingent upon individual differences and abilities, task structures, and other organizational factors.

• Participative decision making in decentralized organizations is positively related to job satisfaction.

Research Findings:

• Work specialization contributes to higher employee productivity, but it reduces job satisfaction.

• The benefits of specialization have decreased rapidly as employees seek more intrinsically rewarding jobs.

• The effect of span of control on employee performance is contingent upon individual differences and abilities, task structures, and other organizational factors.

• Participative decision making in decentralized organizations is positively related to job satisfaction.


Organization Structure: Its Determinants and Outcomes

Organization Structure: Its Determinants and Outcomes

Implicit Models of Organizational Structure

Perceptions that people hold regarding structural variables formed by observing things around them in an unscientific fashion.

E X H I B I T 16–11E X H I B I T 16–11

Associated with


Matching Structure with StrategyMatching Structure with Strategy

Changes in Strategy Changes in Structure

1. Structure largely dictates how objectives and policies will be established.

2. Structure dictates how resources will be allocated


Chandler’s Strategy-StructureRelationship

Chandler’s Strategy-StructureRelationship

New administrativeproblems emerge

New strategyIs formulated

Organizationalperformance

declines

Organizational performance

improves

New organizationalstructure is established


Basic Forms of Structure Basic Forms of Structure

1. Functional Structure• Groups tasks and activities by business function• Simple and inexpensive• Speicalization of business activities• Minimizes need of elaborate control systems• Accountability at the top• Delegation of authority not encouraged


Basic Forms of StructureBasic Forms of Structure

1. Functional Structure

• Low employee morale• Inadequate planning of products and markets• Leads to short term and narrow thinking• Lack of integration and communication• Centralized

R & D may strive to overdesign products while manufacturing may favor low frills products that are mass produced.

Speicailization, economies of scale, standarized products such as manufacturing.

Sharp – consumer electronics firm as an examaple



2. Divisional Structure• Decentralized• Promotes delegation of authority• Allows local control of local situations• Can be costly• Requires elaborate control system• Competition can become dysfunctional , limited

sharing of ideas• Some division/regions may receive preferential

treatment



Hershey foods – consumer goods company • Divisions by geographic region such as USA,

Mexico, Brazil etc• However, Divisions by product might be more

useful such as chocolate, non chocolate and grocery


The SBU StructureThe SBU Structure

Similar divsions put under one SBU Reduces span of control at highest level Makes strategy implementation easier Costly

– Dell reorganized in to two SBU’s: Consumer products and commercial products



3. Matrix Structure• Most complex of all designs. Depends upon both vertical

and horizontal flows of authority and communication• Voilation of unity of command principal, dual lines of

budget authority, dual sources of reward and punishment, shared authority, dual reporting channels,

• Project objectives clear


Project and Functional LeadersProject and Functional Leaders

Project leaders define features and functionalities of product, timilness and delivery. They need to be well connected with customer

Functional leaders are technical specialist having high specialized knowledge of their area. They take product requirements and vision from project leaders and motivate and train their staff to achieve desired product specifications and technical sound.




Matrix Structure (College of Business Administration)Matrix Structure (College of Business Administration)

(Dean)

(Director)

Employee

E X H I B I T 16–6E X H I B I T 16–6


Matching Structure with StrategyMatching Structure with Strategy

No one optimal organizational design– Small firms - functional structure– Consumer firms - divisional– Large firms - matrix structure

Changes in strcuture may not make bad strategy good, bad managers good and make bad products sell


What kind of structure might someone who has a low tolerance for ambiguity feel most comfortable in?

Bureaucratic Bureaucratic

OrganicOrganic

MatrixMatrix

Virtual Virtual

Chapter Check-Up: Structure

Discuss with your neighbor why a virtual organization

would not make this same person feel comfortable.



If someone has a high need for If someone has a high need for

affiliation, would a virtual organization be affiliation, would a virtual organization be

a good fit for him or her? Why or why a good fit for him or her? Why or why

not? not?

Discuss with a classmate whether or not an organic organization

would be a good fit for this same person.


With which type of structure do you

think trust is most necessary?

Why? Are the “substitutes for trust”

that are potentially built into some

structures? If so, which ones?


Thank You

Documents

Management, Organizational Policies & Practices Lecture 29 Dr. Amna Yousaf PhD (HRM) University of Twente, the Netherlands