5. Selecting the Best Alternative: After developing alternatives one
13.7 MEANING AND CHARACTERISTICS OF ORGANISATION
Many writers have attempted to state the nature, characteristics and principles of organization in their own may. For instance, to the sociologists organization means a study of the interactions of the people, classes, or the hierarchy of an enterprise; to the psychologists organization
means an attempt to explain, predict and influence behaviour of individuals in an enterprise; to a top level executive it may mean the weaving together the functional components in the best possible combination so that an enterprise can achieve its goals. The word 'organization' is also used widely to connote a group of people and the structure of relationships.
Some important definitions of organization are given below:
"It is grouping of activities necessary to attain enterprise objectives and the assignment of each grouping to a manager with authority necessary to supervise it". Koontz and O'Donnel
"The process of identifying and grouping the work to be performed, defining and delegating responsibility and authority and establishing relationship for the purpose of enabling people to work more effectively together in accomplishing objects". Louis A. Allen
"The structure and process by which a cooperative group of human beings allocates its tasks among its members, identifies relationship, and integrates its activities towards common objectives".
Joseph L. Massive From the above definitions, it is clear that organizing is the process of determining the total activities to achieve a given objective, grouping and assigning of activities to individuals, delegating them authority necessary to
perform the activities assigned and establishing authority relationship among different positions in the organization.
An analysis of the above definitions reveals the following characteristics of an organization:
1. It is a group of individuals which may be large or small.
2. The group in the organization works under the executive leadership.
3. It is a machine or mechanism of management.
4. It has some directing authority or power which controls the concerted efforts of the group.
5. The division of labor, power and responsibilities are deliberately planned.
6. It implies a structure of duties and responsibilities.
7. It is established for accomplishment of common objectives 8. It is a functional concept.
NATURE OF ORGANISATION: The term 'organization' is used in two different senses. In the first sense it issued to denote the process of organizing. In the second sense it is used to denote the results of that process, namely, the organizational structure. So, the nature of organization can be viewed in two ways:
(a) Organization as a process; and
(b) Organization as a structure or framework of relationship.
Organization as a process: As a process, organization is an executive function. It becomes a managerial function involving the following activities :
(I) Determining activities necessary for the accomplishment of the business objective.
(ii) Grouping of interrelated activities.
(iii) Assigning duties to persons with requisite competence, (iv) Delegating authority, and
(v) Coordinating the efforts of different persons and groups.
When we consider organisation as a process, it becomes the function of every manager. Organising is a continuous process and goes on throughout the life time of an enterprise. Whenever there is a change in the circumstances or material change in situation, new type of activities spring up. So, there is a need for constant review and reassignment of duties. Right persons have to be recruited and necessary training has to be imparted to enable them to be competent to handle the jobs.
The process of organization thus, involves dividing the work into rational way and interpreting the activities with work situation and personnel. It also represents humanistic view of the enterprise since it is the people which are
uppermost in the process of integration of activities. Continuous review and adjustment makes this dynamic as well.
Organization as a structure or framework of relationships: As structure, organization is a network of internal authority, responsibility relationships. It is the framework of relationship of persons, operating at various levels, to accomplish common objectives. An organization structure is a systematic combination of people, functions and physical facilities. It constitutes a formal structure with definite authority and clear responsibility. It has to be first designed for determining the channel of communication and flow of authority and responsibility. For this, analysis of different types has to be done. Peter F. Drucker suggests following three types of analysis:
(i) Activities analysis (ii) Decision analysis, and (iii) Relations analysis,
A hierarchy has to be built-up i.e., a hierarchy of positions with clearly defined authority and responsibility. The accountability of each functionary has to be specified. Therefore, it has to be put into practice. In a way, organization can be called a system as well.
The main emphasis here is on relationships or structure rather than on persons. The structure once built is not liable to change so soon. This
concept of organization is, thus, a static one. It is also called classical concept. Organization charts are prepared depicting the relationship of different persons.
In an organizational structure, both formal and informal organizations take shape. The former is a per-planned one and defined by the executive action. The latter is a spontaneous formation, being laid down by the common sentiments, interactions and other interrelated attributes of the people in the organization. Both formal and informal organizations, thus, have structure.