Conditions for Organizing/advantages in management

In business or government or even in football there are people. The people are there because they have some duties to perform. And these duties are necessary so that the objective(s) for establishing such organizations can be fulfilled. We call such duties roles. Every position has roles and the person occupying the position must play his role otherwise he has no business being there. But for an organization role to be meaningful, there are conditions that must exist. The first condition is that there must be objective. I hope you can still recollect all what we said in our previous discussion on management objective including of course the features of good business objective. The second condition that must exist is that there should be a clear idea concerning the activities or the duties that must be performed. There is no point creating a role without the accompanying duties necessary to accomplish the objective(s).

The third condition is the authority that the person occupying a position must have which he uses to perform his duties. This is necessary so that at any point in time he knows what at any point in time he knows what he has to do to accomplish the goals. The last condition is that the person needs to be supplied with the necessary tools and information needed for good performance of the role.

List the necessary conditions that should be present for an occupant of a position in an organization to perform his role.

What is organizing?

Organizing can be thought of as:

1. identification and classification of required activities necessary for the accomplishment of the objectives of the organization; 
2.  the grouping of the activities identified in `a' 
3.  the assignment of the activities which have been grouped (i.e each group of activities) to a manager; 
4. provision of commensurate authority to the manager so that he can be able to supervise the group of activities that has been assigned to him, and 
5.  co-ordination which ensures that the group of activities assigned to a manager has a link with other groups of activities assigned to other managers in the organization. 

Advantages of Organizing

Having explained briefly what is organizing you can easily see some of the advantages associated with it. By creating the different roles that make up the structure of an organization arises some definite advantages.

1. The environment, that is, the internal environment is made clear. There is a focus of what the objective is, and the need to contribute one's quota toward the realization of the objective. 
2. Organizing makes it possible to determine who is to do what. The marketing manager through organizing, for example, knows he is to perform marketing activities such, as market and marketing researches, segmentation, pricing, promotion among others. He is not employed to do engineering work because that aspect of the organizational role belongs to another manager entirely. 
3. Organizing again makes it possible to identify who is responsible for what result. Even though the marketing department has to perform marketing activities, it is the marketing manager that is accountable to a higher manager all issues relating to marketing. Below the marketing manager, there are other employees reporting to him. These other employees must also give account to the marketing manger and to another manager, outside the marketing department. 
4. Removes obstacles: Through proper organizing all obstacles are removed. They are obstacles because they not allow do good performance. And the obstacles arise due to confusion and uncertainties which arise because of improper or faulty organizing. If personnel in the accounting department are also to report to the marketing department and the work of personnel department assigned to production department will definitely create problems. These problems in the forms of confusions, anger, frustrations, uncertainties among others are drastically reduced through the management function of organizing. 
5.  It makes it possible for smooth decision making network. We have said it earlier that a manager takes decisions. But he cannot take a decision if there is confusion and uncertainty surrounding the environment under which he is managing. He may not know what he is going to decide on and the importance of his decisions to the organization. But with proper organizing, a conducive environment would have been created under which the manager has to make his decisions. 
6.  Presence of communication network: In an organization, nothing would be done without communication. Decision making involves communication; forecasting and planning cannot be done in the absence of communication. In fact, no management function can be performed in the absence of communication which can be oral or written or non verbal. Communication exists between managers, between managers and their subordinates, between managers and their superior officers and so on. All these create network of communication. And the network must be properly designed so that there will be free flow of communication to and from all the position in the organization. 

SELF-ASSESSMENT EXERCISE 2 

• Give specific reasons why there should be proper organizing in an establishment.