1.Compare and differentiate Organization and Administration. Organization refers to a social unit of people that is structured and managed to meet a need or to pursue collective goals. All organization has a management structure that determines relationship between the different activities and the members. Organization are open system, they affect and affected by their environment while, Administration can be defined as the universal process of efficiently organizing people and resources so to direct activities toward common goals and objectives. 2. Is Management the same as Administration? Explain. Management and administration may seem the same, but there are differences between the two. Administration has to do with the setting up of objectives and crucial policies of every organization. What is understood by management, however, is the act or function of putting into practice the policies and plans decided upon by the administration. Administration is a determinative function, while management is an executive function. It also follows that administration makes the important decisions of an enterprise in its entirety, whereas management makes the decisions within the confines of the framework, which is set up by the administration. Administration is the top level, whereas management is a middle level activity. If one were to decide the status, or position of administration, one would find that it consists of owners who invest the capital, and receive profits from an organization. Management consists of a group of managerial persons, who leverage their specialist skills to fulfill the objectives of an organization. 3. Identify the roles of administrators in an organization. What do you think is the crucial role of an administrator? Why? The duty of an administrator depends on the company that the administrator works for. The main job responsibility of an administrator is to ensure the efficient performance of all departments in an organization. They act as a connecting link between the senior management and the employees. They provide motivation to the work force and make them realize the goals of the organization. An effective administrator is an asset to an organization. He or she provides the link between an organizations various parts and ensures the smooth communication and transmission of information from one part to the other. Thus without an effective administration, an organization would not run professionally and smoothly. 4. In guidance, what is the ultimate goal of an administrator? List down some of this goal and explain? 5. Base on your own understanding of guidance program; prepare an ideal guidance organization showing its linkages with other agencies concerned. Explain your organizational chart. 6. In your own interpretation, differentiate the following: Formal and Informal Organization. Formal Organization is formed when two or more persons come together. They have a common objective or goal. They are willing to work together to achieve this similar objective. Formal Organization has its own rules and regulation. These rules must be followed by the members (employees and managers). A formal organization has a system of co-ordination. It also has a system of authority. It has a clear superior-subordinate relationship. In a formal organization, the objectives are specific and well-defined. All the members are given specific duties and responsibilities. Examples of formal organization are: a company, a school, a college, a bank, etc. Informal Organization exists within the formal organization. An informal organization is a network of personal and social relationships. People working in a formal organization meet and interact regularly. They work, travel, and eat together. Therefore, they become good friends and companions. There are many groups of friends in a formal organization. These groups are called informal organization. An informal organization does not have its own rules and regulation. It has no system of co-ordination and authority. It doesnt have any superior-subordinate relationship nor any specific and well-defined objectives. Here in informal organization, communication is done through the grapevine. Line and Line-staff Organization. Line and staff organization is a modification of line organization and it is more complex than line organization. According to this administrative organization, specialized and supportive activities are attached to the line of command by appointing staff supervisors and staff specialists who are attached to the line authority. The power of command always remains with the line executives and staff supervisors guide, advice and counsel the line executives. Personal Secretary to the Managing Director is a staff official. 7. List down the advantages and disadvantages of the following: Formal and Informal Organization. Advantages of Formal Organizations: Following are some of the most important advantages of a formal organization: 1. Promotes Growth: The biggest primary advantage of formal structures is that they promote growth, in accordance with the organization’s objectives and goals. A formal structure is intentionally created by the management to fully utilize the resources. As formal structures are carefully managed and maintained by the management, they ensure maximum possible profits for the organization. Moreover, it is the formal structure that is instrumental in achieving a sustainable growth. 2. Formal Communication: Formal structures in organizations play another important role. These structures are responsible for flowing methodical communication within an organization. Whenever the management wants to communicate something important with its employees – or vice versa – formal organizations come into play. A memo can be understood as a good example of it. 3. Assignment of Jobs and Roles: One of the greatest advantages of formal organizations is its clear assignment of duties and responsibilities. Formal organizations are built around the jobs and roles of working employees. It is the responsibility of such structures to assign every employee an appropriate role and job responsibilities. Not every employee has the ability to judge situations and responsibilities on his own. Especially the newbies want a clear specification of their job description, roles and responsibilities. Unlike informal structures, formal structures ensure that there is a proper, systematic structure in an organization that can automatically take care of that. 4. Avoid Overlapping: In small-sized businesses, overlapping may not be an issue at all. However, in large companies and organizations, overlapping of work is considered a very significant problem. Overlapping refers to the point where job responsibilities of two different workers collide with each other. Formal structures make sure that never happens. A well-organized and carefully built formal organization avoids the overlapping of work by systematically dividing responsibilities, jobs, groups and departments to relevant employees. It’s a big advantage of the formal organization that duplication or overlapping of work can be avoided. This means lower cost of operations, better results and higher profits. 5. Hierarchy: There is no hierarchy in informal structures. However, in the rigid, formal organizations, hierarchies are considered very substantial. Formal structures create hierarchies that contribute significantly in the sustainable growth of an organization. Employees are very clear on whom to report. Similarly, the delegation of work becomes easier with the absolute knowledge of your sub-ordinates. Moreover, when the formal structure of an organization becomes matured, the efficiency increases as well. Good working relationships, increased trust in abilities and confidence: everything comes along with that. Disadvantages of Formal Organizations: Although formal organizations and structures are absolutely essential, they are not free of drawbacks or shortcomings. Following are some common disadvantages of formal organizations: 1. Job Dissatisfaction: Because of their rigid nature, working in a very formal structure can often lead to job dissatisfaction. Although there are various factors that contribute to that, but a tedious, non-social and non-creative working environment is a big factor. 2. Suppress Social Needs: In formal structures, there is no room for social affiliation and psychological needs. They are built solely for the benefits of the organization. Eventually, they may end up suppressing the social needs of the employees. The great downside of this is that people often get demotivated – especially the ones who have high social affiliation needs. Moreover, the process of communication is also affected by lack of socializing. 3. Stampedes Creativity: We just learned that formal structures are very rigid and systematic in terms of job assignment and responsibilities. This, as a result, stampedes the creativity of employees in the organization. Though not every organization will suffer from it, but the ones that do require their workers to exhibit creativity and out-of-the-box approaches are affected severely by formal structures. In short, the formal organization – with its rigid approach – does not offer enough room to stimulate creativity. 4. Operational Delays: Sometimes, in order to speed up things, the structure and system should be avoided. However, as formal organizations really require you to submit everything through a well-organized system; it may result in operational delays. Everything goes through a scalar chain, which is a hierarchical in nature. If there are no formal boundaries, a labor can directly communicate and report to the top-level executive. But that’s hardly the case in formal structures. As a result, formal structures do slow things quite a bit – especially, when compared with the informal structures. Advantages of Informal Organizations: Following is a list of some of the most important advantages of informal organizations: 1. A Source of Social Needs: The most important advantage and the primary reason of informal organizations is that they are a source of social needs and affiliation. People like to get connected with co-workers and colleagues at a personal level. They talk with each other beyond their jobs, responsibilities and organizational duties. Informal organizations and structures help them fulfill their social affiliation requirements. Moreover, different employees have different personalities, and many of them may require the social motive to bring out the best of them. Strong informal structures provide them a source of their social motive. 2. Grapevine Communication: Simply put, grapevine is a form of communication through informal and unofficial channels. Informal structures play the most important role in the grapevine method. Grapevine can be equally important for both the employees and management. This is why it is one of the biggest advantages of informal organizations that they make the grapevine communication possible. 3. Feedbacks: Informal organizations make it possible to receive quick and accurate feedbacks. Either through grapevine communication or by direct intervention of management, informal structures can provide accurate feedback on many important aspects. Either you want to learn more about your employee’s satisfaction level or their attitude towards management, an informal structure is the best way to go. In formal structures, the feedback is often manipulated and biased, and therefore, cannot be relied upon. 4. Better Bonding, Collaboration and Teamwork: Since people are personally connected with each other in informal structures, it leads to better bonding, collaboration and teamwork among the individuals. As managers start learning about their sub-ordinates and employees’ personalities, motives and personal needs, they can make better use of their services. It is one of the reasons we see an informal, attached group in many sports teams. The coaches and managers pay more attention towards the relationships and attitudes in the dressing room, instead of the coaching manuals and techniques. 5. Compensate the Shortcomings of Formal Organizations: Formal structures can be very rigid, tiresome and unaccommodating for employees. Too much of formal organizations can demotivate employees, create job stress and result in job dissatisfaction. Informal structures can make up for that and compensate the shortcomings of formal organizations. When people get demotivated and dissatisfied with formal structures, the informal organizations comfort them. It is a great advantage that informal structures create a necessary balance in an organization. Disadvantages of Informal Organizations: Despite the above advantages, informal organizations can also be a bit disadvantageous for organizations. Some of the notable disadvantages of informal organizations are given below: 1. Contrary to Organizational Goals: Informal structures never contribute directly to organizational goals and objectives. It is important to remember that it is the formal structure that is created to support the goals of organizations. On the other hand, the informal structures are created by the employees, for the employees. Furthermore, unnecessary interaction among workers may also result in delayed operations. This, again, is against organizational goals and objectives. 2. Rumours: Another drawback of the informal organizations is that they spread a lot of rumours, instead of factual statements and meaningful communication. Such rumours not only halt the development and growth of the organization, but may also create disturbance and conflict among employees. According to a research, approximately 70% of the total information is based on rumours. These rumours not only mislead employees to wrong decisions and responses, but the consumers are also greatly affected in a negative way. 3. Leads to Conflicts: Another great disadvantage of informal organizations is that they lead to conflicts among employees. If you read about the different types of conflict, you will know that not every conflict is necessarily bad and dysfunctional for the organization. However, informal structures usually lead to ‘Relationship Conflict’, which is considered outright bad, negative and harmful. 4. Wastage of Important Time: Informal organizations waste a lot of important time that could be put to better use. For instance, when individuals involve in personal interaction with each other, they should be doing their job instead. Similarly, as informal structures lead to relationship conflict, it also requires managers to intervene and resolve the conflict. According to a study, approximately 15% of the managers’ time is wasted in resolving relationship conflict among employees. Line and Line-staff Organization. Line and staff structure is an extension of the standard line organizational structure, wherein staff supervisors and staff specialists are attached to the line of authority. Staff supervisors advise line executives; for example, the CEO represents a line executive and his administrative assistant, a staff official. The CEO has final decision-making power, but staff officers heavily advise every choice. Therefore, the line execs retain the power, but staff officers guide them, they are the power behind the throne. This interaction causes problems for line and staff organizations. 8. Identify the major work of each of the following by providing some broad, inclusive statements by which the work is described: Administrator: a person who administers the affairs of an organization, official body, etc. Administrators assume these responsibilities as volunteers who go through a community review process. a person responsible for the performance or management of administrative business operations Counselor A person who gives counsel; an adviser. a person who provides advice as a job : a person who counsels people Teacher The role of teacher is often formal and ongoing, carried out at a school or other place of formal education. In many countries, a person who wishes to become a teacher must first obtain specified professional qualifications or credentials from a university or college. These professional qualifications may include the study of pedagogy, the science of teaching. Teachers, like other professionals, may have to continue their education after they qualify, a process known as continuing professional development. Teachers may use a lesson plan to facilitate student learning, providing a course of study which is called the curriculum. School Health Personnel School personnel play a vital role in keeping students safe and healthy. They have materials and information to help school personnel educate colleagues as well as recognize warning signs in students. Librarian is a person who works professionally in a library, and may hold a degree in librarianship Traditionally, a librarian is associated with collections of books, as demonstrated by the etymology of the word librarian.
Posted on: Sat, 24 Jan 2015 09:43:41 +0000
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