Management Function and

Organizational Structure

AMS 101: PRICIPLES OF MANAGEMENT

DR. KABIRU SA’AD SA’ID

DEPARTMENT OF BUSINESS
ADMINISTRATION
FEDERAL UNIVERSITY DUTSE
What is Management?

What is Management? management can be defined as

"getting things done through others." It can be more
scientifically defined as the co-ordination of all the
resources of an organization through the process of
planning, organizing, directing, and controlling in order to
attain organizational objectives. Management is the
guidance or direction of people towards organizational
goals or objectives. It can also be seen as the supervising,
controlling and coordinating of activity to attain optimum
results with organizational resources.
Understanding Management

 It must be stressed that mgmt. is a process or activity which takes place

at all levels in an org. It is not carried out only by people with ‘manager’
in their job title. Departmental heads, Supervisors, Foremen, Stores
officers, Presidents or even Boy’s scout leader all performs managerial
functions; although obviously not at the same capacity. It is the task
which a person performs which is of importance not the job title. Hence
managers, whoever they may be, tend to have the same set of functions
in an organization. Thus, these activities are called management
functions, because, they identify broadly with what managers do. These
managerial functions are generally grouped under the following heading:
planning, organizing, staffing, directing, coordinating and controlling.
Characteristics of Management

• Management is goal • Management is an Art as

oriented well as Sci
• Management is universal • Management is intangible
• Management is a social • Management is a dynamic
process • Management is resources
• Management is allocation
multidisciplinary • Management is global
• Management is continue perspective
process • Management is decision
Functions of Management

The Planning Function The Organizing Function

• In the managerial sense, • It is the managerial

planning is the determination process of arranging and
of what to do and how to do it. allocating work, authority
It involves all activities
and resources among an
leading to the formulation of
objectives and deciding upon
organization’s members so
the means of meeting them. they can achieve an
Planning therefore, is making organization’s goals
decisions from many efficiently.
alternatives.
Functions of Management (continuation)

The Staffing Function The Directing Function

• Staffing is the managerial Is a managerial activity of

function of matching the right providing all guidance and
people with the right job. It has inspiration to people at work to
been broadly defined as filling, carry out their assigned duties
and keeping filled, the position of responsibility. It included
vacancies in the organization explaining procedures, offering
structure through proper and
instructions on the job, issuing
effective recruitment, selection
order and directives and seeing
and development of qualified
personnel to do the to it that occurring errors are
organization’s work rectified in time
Functions of Management (continuation)
The Coordination
The Controlling Function
Function

• It is a managerial process • Controlling is the process of

whereby the effort of a group is monitoring subordinate
synchronized or unified, so that performance whereby actual
the desired objective is easily
results are compared with
achieved. If there are multiple
goals in the people’s minds,
planned or to amend in order
coordination of effort may be to bring activities in line with
impossible. To coordinate plans or to amend the plans.
therefore means to unite all Control in essence compels
activities. events to conform to plans.
Organizational Structure
CHART OF LINE
LINE ORGANIZATION
ORGANIZATION

This is the type of

organization that you have
direct authority over your
respective subordinates
through chain of command.
All the managers have full
authority to decide and act
with respect to their area of
functioning.
Organizational structure (Cont.)
Line and Staff Chart of Line and Staff
Organizational Structure Organizational Structure
In this type of organizations, there
are two type of authority
relationships i.e. true authority and
advising authority co-exist most of
the managers have line authority to
decide and act as in a line
organization. However, there are
some positions where job is of
advisory and supportive nature.
Some of the examples are legal
adviser, financial analyst.
Organizational structure (Cont.)
Functional Organizational Chart of Functional
Structure Organizational Structure
It is define as an organization in which
line authority, staff authority and
functional authority exist together. A
functional authority is a limited form of
line authority given to functional
experts over certain specialized
activities under the normal supervision
of managers belonging to other
department e.g. if personnel policies
are observed in all the departments
through out the organization.
Organizational structure (Cont.)
Committee
Specialist Committee
Organizational Structure
Many firms adopt the use of committees
to do special duties as they arise from
time to time. This happens most when the
task requires special talents and skills
from different specialists and units and
when it is found that one manager or unit
alone cannot execute the job effectively.
Committee is used as a method of
organizing the executive group for
planning and policy formulation while
leaving actual operations, including
implementation of plans and policies, to
individual executives.
1 Purpose of organizational structure

1. Clarity and Communication 2. Efficiency 3. Coordination

4. Decision Making 5. Adaptability 6. Resource Allocation
7. Culture and Values 8. Division of labour
Precisely, main purpose of organizational structure is to
create a framework that enables the organization to
function effectively, achieve its objectives, and adapt to
changes in its internal and external environment.
Advantage and Disadvantage of
Organizational Structure

Advantage of Line Disadvantage of Line

Organization Organization
1. Clear chain of command 1. Rigidity
2. Unity of command 2. Lack of collaboration
3. Quick decision making 3. Lack of specialization
4. Easy to operate
4. Overreliance on top
5. Accountability management
6. Stability 5. Communication
bottlenecks
Advantage and Disadvantage of
Organizational Structure (cont…)
Disadvantage of Line and
Advantage Line and Staff
Staff Organizational
Organizational Structure
Structure

1. Specialization 1. Role ambiguity

2. Division of labour 2. Communication
3. Quality decision making challenges

4. Flexibility 3. Cost
5. Improved efficiency 4. Potential for conflict
5. Increased complexity
Advantage and Disadvantage of
Organizational Structure (cont…)
Disadvantage of
Advantage of Functional
Functional Organizational
Organizational Structure
Structure

1. Specialization 1. Communication barriers

2. Efficiency 2. Delay in decision making
3. Clear career paths 3. Resistance to changes
4. Expertise development 4. Difficult in managing
complex project
5. Focus on core
competencies 5. Lack of accountability
Advantage and Disadvantage of
Organizational Structure (cont…)
Disadvantage of
Advantage of Committee
Committee
Organizational Structure
Organizational Structure

1. Shared decision making 1. Time consuming

2. Enhanced collaboration 2. Conflict and politics
3. Increased transparency 3. Decision making
paralysis
4. Promotion of diversity and
inclusion 4. Lack of accountability
5. Development of 5. Resources intensive
leadership skill
Thank you