Introduction:An organization or is an entity, such as an institution or an association, that has a

collective goal and is linked to an external environment. The word is derived from
the Greek word organon, itself derived from the better-known word ergon which
means "organ
There are a variety of legal types of organizations,
including corporations, governments, non-governmental
organizations, international organizations, armed forces, charities, not-for-profit
corporations, partnerships, cooperatives, universities, and various types of political
organizations. A hybrid organization is a body that operates in both the public
sector and the private sector simultaneously, fulfilling public duties and developing
commercial market activities. A voluntary association is an organization consisting
of volunteers. Such organizations may be able to operate without legal formalities,
depending on jurisdiction, including informal clubs. Organizations may also
operate in secret and/or illegally in the case of secret societies, criminal
organizations and resistance movements.
This organization has intense competition. Bad parts of the organization starve.
Good ones get more work. Everybody is paid for what they actually do, and runs a
tiny business that has to show a profit, or they are fired.

Companies who utilize this organization type reflect a rather one-sided view of
what goes on in ecology. It is also the case that a natural ecosystem has a natural
border eco regions do not in general compete with one another in any way, but
are very autonomous.
In the social sciences, organizations are the object of analysis for a number of
disciplines, such as sociology, economics, political
science, psychology, management, and organizational communication. The broader
analysis of organizations is commonly referred to as organizational
structure, organizational studies, organizational behavior, or organization analysis.
A number of different perspectives exist, some of which are compatible:

From a functional perspective, the focus is on how entities like businesses or

state authorities are used.

From an institutional perspective, an organization is viewed as a purposeful

structure within a social context.

From a process-related perspective, an organization is viewed as an entity is being

organized, and the focus is on the organization as a set of tasks or action

Elements:An organization without office is unthinkable. Office management

is needed in all organizations. It manages support services of
various departments in the organization. No organization can run
effectively without efficient office management. Office
management is needed at all levels of management.
The main elements if office management are:
1. Jobs
Office management gets the office jobs done. The jobs are
management of information, records, supplies, properties and
people.
2. People
The jobs are done by people. Human resource management is an
important aspect of office management.
3. Functions
Office management performs management functions. They are
planning, directing, and controlling.
4. Objectives
Office management achieves office objectives. They are:
- Efficient provision of services to other departments
- Coordination of activities of various activities
- Efficient performance of office work.
Therefore, office management is concerned with smooth and
efficient performance of office work. It involves planning,
organizing, human resource management, directing and
controlling functions to achieve office objectives

IMPORTANCE OF ORGANISING
1) Benefits of Specialization:
Under organizing all the activities are subdivided into various works or jobs. For
all the sub works, competent people are appointed who become experts by doing a
particular job time and again. In this way, maximum work is accomplished in the
minimum span of time and the organization gets the benefit of
specialization.

(2) Clarity in Working Relationship:

Organizing clarifies the working relations among employees. It specifies who is
to report to whom. Therefore, communication becomes effective. It also helps in
fixing accountability. In the organizing function it is clearly defined that
what all and how much power and authority is enjoyed by different individuals or
managers. Each manager knows very clearly to whom he can give order and from
whom he has to receive the order. The superior-subordinate relation is clearly
defined in organizing.

(3) Optimum Utilization of Resources:

Under the process of organising the entire work is divided into various small
activities. There is a different employee performing every different job.By doing
so, there is no possibility of any activity being left out or any possibility of
unnecessary duplicating any job. Consequently, there is optimum utilisation of all
the available resources (e.g., material, machine, financial, human resource, etc.) in
the organisation.

(4) Adaptation to Change:

Organising process makes the organisation capable of adapting to any change
connected with the post of the employees. This becomes possible only because of
the fact that there is a clear scalar chain of authority for the managers right from
the top to the lower level.Whenever a managerial post falls vacant, it is
immediately filled up by promotion. Since every subordinate is well aware of the
working of his boss, there is no difficulty for his taking up the new post.

(5) Effective Administration:

It has generally been observed that there is always a condition of doubt about the
authority of the managers among themselves. The process of organising makes a
clear mention of each and every activity of every manager and also of their extent
of authority.
It is also made clear as to whom a manager order for a particular job shall.
Everybody also knows to whom they are accountable. In this way, the confusion on
authority is put to an end. Consequently, effective administration becomes
possible.

(6) Development of Personnel:

Under the process of organising, delegation of authority is practiced. This is done
not because of the limited capacity of any individual, but also to discover new
techniques of work.

It provides opportunities of taking decisions to the subordinates. By taking

advantage of this situation, they try to find out the latest techniques and implement
them. Consequently, it helps them to grow and develop.

(7) Expansion and Growth:

The process of organising allows the employees the freedom to take decisions
which helps them to grow. They are always ready to face new challenges. This
situation can help in the development of the enterprise. This helps in increasing the
earning capacity of the enterprise which in turn helps its development.

(8) Role Clarity:

In the organising function the employees are assigned different jobs and the
managers clearly define the jobs. The jobs are defined on the written document
called job description which clearly spells out what exactly has to be done in every
job.

PRINCIPLE OF ORGANISING
1) Principle of objective:
The organizational goal should be formulated for the business as whole and
organization should be framed to achieve that goal. Departmental goals should be
developed so that ultimate common goal should be attained. If the common
organizational goal is not decided, departments may set their own goals and there
may be occurrence of conflict about the common objective.

2) Division of work:
The organization should be framed in a manner such that every individual should
get work according to his ability, skills and knowledge. The employees should do
that work continuously to achieve specialization that particular work. This will
increase his efficiency.

3) Authority and responsibility:

The amount of authority decreases as we go downward in the organizational level.
For every given work or responsibility there must be provision of authority to get
that work done. The manager can delegate his authority to his subordinates to
complete the task but responsibility to complete that work can not be delegated,
only manager would be answerable for the given work not his subordinates.

4) Span of control:
There should be proper span of control. Span of control is the number of
subordinate reporting directly to a manger. The number of subordinates should be
in such manner so that supervision can be done effectively. If span is not planned
appropriately efficiency of workers will be affected.

5) Principle of Specialization:
According to the principle, the whole work of a concern should be divided
amongst the subordinates on the basis of qualifications, abilities and skills. It is
through division of work specialization can be achieved which results in effective
organization.

6) Principle of Functional Definition:

According to this principle, all the functions in a concern should be completely
and clearly defined to the managers and subordinates. This can be done by clearly
defining the duties, responsibilities, authority and relationships of people towards
each other. Clarifications in authority-responsibility relationships help in
achieving co-ordination and thereby organization can take place effectively. For
example, the primary functions of production, marketing and finance and the
authority responsibility relationships in these departments should be clearly
defined to every person attached to that department. Clarification in the authorityresponsibility relationship helps in efficient organization.

7) Principles of Supervision:
According to this principle, span of control is a span of supervision which depicts
the number of employees that can be handled and controlled effectively by a single
manager. According to this principle, a manager should be able to handle what
number of employees under him should be decided. This decision can be taken by
choosing either from a wide or narrow span. There are two types of span of
control:-

Wide span of control:

It is one in which a manager can supervise and control effectively a large group of
persons at one time. The features of this span are:i.

Less overhead cost of supervision

ii.

Prompt response from the employees

iii.

Better communication

iv.

Better supervision

v.

Better co-ordination

vi.

Suitable for repetitive jobs

According to this span, one manager can effectively and efficiently handle a large
number of subordinates at one time.

8) Narrow span of control:

According to this span, the work and authority is divided amongst many
subordinates and a manager doesn't supervises and control a very big group of
people under him. The manager according to a narrow span supervises a selected
number of employees at one time. The features are:vii.

Work which requires tight control and supervision, for example,

handicrafts, ivory work, etc. which requires craftsmanship,
there narrow span is more helpful.

viii.

Co-ordination is difficult to be achieved.

ix.

Communication gaps can come.

x.

Messages can be distorted.

xi.

Specialization work can be achieved.

8) Principle of Scalar Chain:

Scalar chain is a chain of command or authority which flows from top to bottom.
With a chain of authority available, wastages of resources are minimized,
communication is affected, overlapping of work is avoided and easy organization
takes place. A scalar chain of command facilitates work flow in an organization
which helps in achievement of effective results. As the authority flows from top to
bottom, it clarifies the authority positions to managers at all level and that

facilitates effective organization. There should be proper chain of supervisor from

top level to lower level in vertical direction. This also shows the direction of
communication in the organization.

9) Principle of Unity of Command:

It implies one subordinate-one superior relationship. Every subordinate is
answerable and accountable to one boss at one time. This helps in avoiding
communication gaps and feedback and response is prompt. Unity of command also
helps in effective combination of resources, that is, physical, financial resources
which helps in easy co-ordination and, therefore, effective organization. There
should be unity of command in the organization. An employee should be controlled
by one boss. He should get orders from one superior and should report to the same
superior. If a person is under the control of more than one person then there would
be confusions and conflicts. Unity of command would lead to better coordination
and controlling.

Authority Flows from Top to Bottom

Managing Director

Marketing Manager

Sales/ Media Manager

Salesmen
According to the above diagram, the Managing Director has got the highest level
of authority. This authority is shared by the Marketing Manager who shares his
authority with the Sales Manager.
From this chain of hierarchy, the official chain of communication becomes clear
which is helpful in achievement of results and which provides stability to a
concern. This scalar chain of command always flow from top to bottom and it
defines the authority positions of different managers at different levels.

Need for Organization Management

Organization management gives a sense of security and oneness to the
employees.

 An effective management is required for better coordination among various

departments.
Employees accomplish tasks within the stipulated time frame as a result of
effective organization management.
Employees stay loyal towards their job and do not treat work as a burden.
Effective organization management leads to a peaceful and positive
ambience at the workplace.
In organisation needs different teams to meet its obligations.
Employees need to stretch beyond their job profile to realise their potential and
develop a healthy work environment & values.

We all know about the work teams and projects teams that work in organizations
to run the business and earn revenues. But, if you think this is the only type of team
that an organisation needs, think again. With workplace going global, the demands
and pressures of business, in terms of social responsibility, employee welfare,

leadership etc have gone up. As such, there are demands for new teams that can
take up these responsibilities and help the organisation grow and the employees
achieve their dreams. Some of the teams that every company positively needs are:
Leadership team: This team consists of the senior and experienced people
of the organisation. The leadership team comes together to provide effective
leadership to the organisation. All strategic decisions are takes by this team.
The experience and knowledge that this group brings to the table helps in
bringing stability and growth for the organisation. Moreover, the teams able
guidance also helps the company in planning effectively and setting goals.
Motivation team: The basic responsibility of this team to is to conduct
activities and events to boost employee morale. The activities can include
organising employee lunches, fund raising, celebrating successes, birthdays
etc. The team tries to identify the things that reduce employee motivation
and work on them to improve the working environment and condition so as
to boost employee morale and create an environment conducive to high
performance.
Employee safety team: In the wake of recent incidents, employee safety
and security have become a major concern in all organisations. As such, a
team that takes care of employee safety has become very important. This
team can be comprised of some senior people in the organisation working
with the admin team to implement safety practices across the organisation.
The safety practices can pertain to providing security training to employees
to making arrangements for employee safety in the office and for people
using the office transport, women in particular. This team can also be

instrumental in creating policies and procedures for employee wellness. This

can include arranging fitness and health related activities.
Environment team: Environmental concerns are on a raise these days and it
is every organisations responsibility to contribute in any way they can. This
is where an environment team comes in. The main responsibility of this team
is to educate employees about environmental hazards and preventing them in
the office. This can include saving resources, using minimal electricity,
recycling paper etc.
Culture team: The main responsibility of this team is to create a culture of
trust and performance in the company. The team members help the
organisation in understanding the employee needs and make plans to meet
them. They spread awareness about companys progress and indulge in
activities that helps develop positivity and healthy relationships in the office.
The activities this team undertakes can include taking employee feedback,
releasing company newsletters, conducting satisfaction surveys etc.
These teams form an integral part of every company these days. But for them to be
successful, it is important to have employees participate in large numbers.
Remember that success of an organization, be it professionally or socially, it is
important for every employee to provide his/her inputs. Come together and join
hands to form such teams and see how you grow with the organization.