Management 330 opening dunking donuts
Case Study: Opening Your New Dunkin’ Donuts Locations
Prior to completing this assignment, review the pertinent sections of Chapter 3. You have been the manager of a Dunkin’ Donuts store in the Midwest for the past two years. The store is owned by a Dunkin’ Donuts franchisee who owns 20 other Dunkin’ Donuts locations. Your employer took an employee inventory and examined all current employees. It has been noted by the owner that you have a highly successful track record. You have been recognized for doing an exceptional job staffing, leading, training, coaching, and managing people. You have been recognized for successfully managing all key components of your store and have successfully managed key business drivers such as cash, profits, growth, asset utilization, and people. In regards to the metrics that are used to measure their stores for sales, quality, and customer service, your store is the top performing store in their system.
Congratulations! You have just been promoted to district manager! The Dunkin’ Donuts franchisee sees your growth potential and the growth potential in your geographic area. The owner now has committed significant capital and plans to open five new locations over the next two years. You will be given complete autonomy, authority, and responsibility to structure, staff, and operate these five new locations. You will be playing a key role in this expansion for growth.
For this assignment, you will prepare a four to five-page paper in which you explain your chosen job design and organizational design as the new District Manager for Dunkin’ Donuts.
You must organize your paper using the following section headings and include additional section headings as needed:
- Introduction—Provide a well-organized introduction to the paper.
- Job Design—Explain your chosen job design including job analysis, job description and job specification.
- Organizational Design—Explain why the chosen organizational design was chosen.
- Conclusion
Your paper must include at least three scholarly sources in addition to the textbook and be formatted according to APA style guidelines as outlined in the Ashford Writing Center.
The Case Study: Opening Your New Dunkin’ Donuts Locations paper
- Must be four to five double-spaced pages in length (not including title and references pages) and formatted according to APA style as outlined in the Ashford Writing Center’s APA Style.
- Must include a separate title page with the following:
Title of paper
Student’s name
Course name and number
Instructor’s name
Date submitted - Must use at least three scholarly, peer-reviewed, and/or credible sources in addition to the course text.
The Scholarly, Peer Reviewed, and Other Credible Sources table offers additional guidance on appropriate source types. If you have questions about whether a specific source is appropriate for this assignment, please contact your instructor. Your instructor has the final say about the appropriateness of a specific source for a particular assignment.
- Must document any information used from sources in APA style as outlined in the Ashford Writing Center’s Citing Within Your Paper guide.
- Must include a separate references page that is formatted according to APA style as outlined in the Ashford Writing Center. See the Formatting Your References Listresource in the Ashford Writing Center for specifications.
The Organizing Function
Learning Objectives
After completing this chapter, you should be able to:
• Connect the organizing function with company success.
• Identify different categories of jobs.
• Employ the best form of departmentalization for a specific company.
• Finalize the structure of a company.
• Describe various types of organizational configuration.
3
Tay Jnr/Digital Vision/Thinkstock
Introduction Chapter 3
3.1 Introduction
One key part of a manager’s job is to identify the best way to organize and run a company or an
organization. Well-organized companies often become the most efficient, effective, and produc-
tive in an industry group. Effective organizing processes lead to company success. A management
team that can work with and implement the structures and plans of a company is vital.
The organizing process flows naturally from the human tendency to seek cooperation and col-
laboration. Many people are predisposed to cooperate with one another. Early humans worked
together to survive.
While some cooperative human behaviors are likely instinctual, people learn them mostly from
various interactions with the environment, family, school, and culture. For example, many learn
early in life to keep their bedrooms clean and orderly. They later learn to keep a school locker
orderly, and eventually they learn to organize computer files and MP3 music files on portable
music devices. As humans evolved, their mental capacity for planning and organizing became
more complex. Organizing complex structures, however, such as a large-scale manufacturing
plant or a resort with 500 guest rooms, requires organizing skills that encompass more than basic
socialization.
Organizing may be defined as the process of efficiently and effectively bringing people and
resources together to create products and services. Organizing establishes task and authority
relationships that allow people to work together to achieve the organization’s goals.
Managers create structures within business organizations to facilitate the operations of their
institutions. The structure of the organization consists of individual jobs that are combined into
departments to create “the skeleton of the organizational system” (Steers, Ungson, & Mowday,
1985). This structural “skeleton” holds up the entire organization and allows it to move forward
to achieve its plan for success. Organizational structure is a formal system of task and report-
ing relationships that coordinates the activities of employees so that they can work together to
achieve organizational goals. The organizational structure determines how an organization’s
resources can be best used to create goods and services. Organizational design is the process
by which managers make specific organizing choices that result in the particular kind of organi-
zational structure for the company.
In this chapter, we introduce the organizing function and divide it into three primary activities:
job design, departmentalization, and specification. Job design creates the individual job units,
departmentalization categorizes the jobs into logical groups or departments, and specification of
authority–responsibility relationships finalizes the company’s
structure.
M A N A G E M E N T I N P R A C T I C E
The Richards Group: Organizing Creativity
The Richards Group, based in Dallas, Texas, is America’s largest independent advertising agency.
The company generates billings in excess of $1 billion annually and employs over 650 marketing
professionals. Its list of clients includes a variety of well-known companies, such as Orkin, Fruit of
the Loom, T.G.I. Friday’s, Zales, Red Lobster, Farmers Insurance, and others. Graphic Design USA has
(continued)
Introduction Chapter 3
listed The Richards Group as one of the six most influential agencies in the United States. The firm
has also received many awards, including Adweek magazine’s Agency of the Year numerous times.
Beyond these simple statistics is a story that owner-founder Stan Richards described as “a rocket
ride,” in an April 6, 2006, article in the Dallas Business Journal. That ride led to his being named
one of The Wall Street Journal’s “Giants of Our Time.” Other agencies have emulated many of the
tactics employed by The Richards Group. Richards notes that his company instituted them first, and
he believes they still use them best. He has creatively employed the fundamentals of organizing to
help the company achieve its dramatic success.
The Richards Group is founded on key core principles in its mission statement and its overall strat-
egy. In a 2010 interview with Donald Baack, Stan Richards expressed his company’s philosophy
when he said, “Some companies push products. Some sell ads. We sell the truth.” The approach
clearly works. Richards notes:
When we are hired by a client, it’s not just to make ads. We do so many things that are extremely
important. That ad is what the consumer ultimately sees, but in order to get there, you have to have a
dead-on strategy, if you’re going to be successful. You go through the strategic process, you get to the
right answer, and then you can execute against that answer.
Based on this foundation, the company’s organizational structure has been built. The Richards
Group carefully engaged in job design. A small advertising agency will hire generalists, who take
care of a variety of assignments. As the organization grows, jobs become more specialized. The
Richards Groups employs highly skilled specialists in every aspect of advertising, from creating con-
tracts with prospective clients, to purchasing media time, to making advertisements, to evaluating
their success.
Departmentalization is the point where Stan Richards moved away from traditional models. The
firm, which once consisted of fewer than 60 workers all located on one floor of an office building,
expanded to a major office building on the North Central Expressway in Dallas, Texas. Employees in
The Richards Group work in open offices with no doors or walls. More significantly, Richards notes:
What we do is co-mingle all the disciplines, so that in every cluster of spaces we will have an art director
who sits next to a brand manager, who, for example, sits next to a print production manager, so that, in
those interdisciplinary villages that everyone here occupies, nobody’s next door neighbor does the same
thing that he or she does. What you don’t get is all the creative people sitting on this floor, then all the
account management people on the next floor, and the media people on the floor above that.
The reason I did that in the first place was that when we were 50 or 60 people, there was an extraor-
dinary level of energy and electricity that just flowed through the place. You could just walk in and feel
it. A lot of it was created by the casual contact people had with each other. When you have 50 or 60
people packed into a tight space, you see everybody every day.
What agencies have always done, is when they reach that 120 to 130 person size, they then had to
move to multiple floors. And the minute they do, they take a tight-knit bunch of people who really liked
each other and understood each other, because they saw each other every day, and divide them up into
tribes. These tribes don’t always get along.
There are lots of occasions where a creative will butt heads with a planner, because they have a differ-
ent point of view. When you are packed into a tight space, and when you have a great deal of casual
contact going on all day, every day, you get over that stuff, because they are your friends. When you’re
on a different floor, you seldom see them and you decide, “That’s a different tribe up there, and they
drive me crazy.” By moving away from traditional forms of departmentalization, the company has
avoided many of those problems. (S. Richards, personal communication, February 2010, reprinted by
permission of Stan Richards.)
(continued)
Job Design Chapter 3
3.2 Job Design
One major aspect of creating a company’s organizational structure involves designing jobs at all
levels of the hierarchy. Documenting the types of jobs the company needs to complete its objec-
tives is the first step in the job design process.
A job is a set or series of tasks performed by an individual on behalf of an organization. A task is a
single chore that is part of something larger—the job. For example, a mechanic in a car dealership
may be asked to sweep the floor (one task), change the oil in a truck (task two), and sometimes
drive patrons from the shop to their work or homes (task three). Most jobs require the completion
of many tasks throughout the day. Jobs can also be assigned to categories, such as those displayed
in Table 3.1.
Job design takes place when managers, nor-
mally working with the human resources
department, determine the tasks that need
to be completed, the people who will do
them, and the selection criteria that will be
used to choose employees and place them
on the job. The standard approach to job
design involves three steps: job analysis,
job description, and job specification. These
steps are described in detail in Chapter 4
pertaining to human resource manage-
ment. Jobs are the building blocks used
in creating the organization’s structure.
Carefully designed jobs allow workers to
succeed by being responsible for appropri-
ate and manageable levels of work. Also,
precise job descriptions provide workers
Wavebreakmedia Ltd/Thinkstock
▲▲ The specific tasks performed by a mechanic, when com-
bined, constitute his job.
The organizational structure at The Richards Group consists of fairly standard authority–responsibil-
ity relationships. Individuals continue to report to supervisors who are in charge of the basic func-
tions, such as media selection. At the same time, to continue the creative cooperative spirit built by
comingling specialists, staff meetings are often held in the stairwells between floors to help main-
tain egalitarian and positive relationships among all employees.
Some of the successful campaigns initiated by The Richards Group include the longstanding Chick-
fil-A cow campaign, the Motel 6 campaigns, and the company’s 2010 and 2011 Super Bowl com-
mercials with Bridgestone. Another product, Corona, has become the number one imported beer
in the United States. It has passed Heineken due, in part, to a successful advertising management
program assisted by The Richards Group (Richards, 2010).
Discussion Questions
1. How are jobs in advertising agencies different from jobs in other companies?
2. Do you think comingling specialists, as is the case in The Richards Group, would work in other
companies?
3. What types of individuals should The Richards Group hire, and what types would not fit with
the company?
Departmentalization Chapter 3
with clarity regarding which tasks they are and are not assigned to do. Well-written job specifica-
tions enhance the odds that the proper person will be hired to complete the assigned tasks.
Table 3.1 Types of jobs
Category Examples
Unskilled Blue Collar Housekeeper
Trash hauler
Semiskilled Blue Collar Assembly line employee
Truck driver
Skilled Blue Collar Electrician
Plumber
Carpenter
Front-line White Collar Retail clerk
Bank teller
Semiprofessional Paralegal
Paramedic
Dental hygienist
Professional Doctor
Attorney
CPA
Specialized Professional Research scientist
3.3 Departmentalization
Departmentalization is an organizational tool that involves placing various jobs into individual
departments or divisions including accounting, marketing, and production. Although depart-
mentalization may be used in several other ways, Table 3.2 summarizes some of its various forms
and indicates when each of them may be most helpful to the management team.
Table 3.2 Forms of departmentalization
Departmentalization by . . . Found in . . .
Function small, single-product/service firms
Product growing, few product companies
Customer firms selling the same product to diverse customers
Geographic region branch banking, retail chains, franchise operations
Strategic business unit conglomerates
Matrix high-tech firms, multinational companies
Departmentalization by Function
Departmentalization by function is the most common form, because most companies are
smaller and offer one main product or service. Figure 3.1 presents a simplified organization chart
Departmentalization Chapter 3
for a firm using this approach. Functional structure allows for top-level control with exper-
tise maintained in the individual departments. Jobs are easily matched to functional specialties
(Mintzberg, 1979).
Henry Mintzberg (1983) recognized five coordinated flows linking the common parts of
departmentalization:
1. Authority. Authorization is needed to move the structural part forward and complete job tasks.
2. Work material. Raw material and supplies are essential to start and complete tasks.
3. Information. Data is required to inform decision making at every level of the organization.
4. Decision process. Timely decision making allows for the continual operation of job tasks.
5. Ideology. An organization’s unique vision, theories, culture, and traditions contribute to its
structure.
Mintzberg’s coordinated flows are essential to begin operating activity as well as to measure
progress. They are well served by a functional form of departmentalization.
Departmentalization by Product
Multiproduct firms use departmentalization by product, in which all activities related to a prod-
uct or service are placed in one department under one executive or senior manager. Figure 3.2
shows an example as applied by the Bic company, which is divided based on the products sold.
General Motors, DuPont, and other firms learned that growth and expansion of product lines
requires a form of structure that facilitates the differences in products and at the same time
allows for some specialists to serve all parts of the company. Departmentalization by product
meets these needs and demands (Ranson, Hinings, & Greenwood, 1980).
Departmentalization by Customer
Many companies offer the same product to divergent customers. As depicted in Figure 3.3,
departmentalization by customer allows for specialization based on customer differences.
A company such as Dell Computers has three distinct groups: other businesses (industrial or
b-to-b sales), the government, and individual consumers. This form of structure offers the advan-
tage of optimizing the services to all groups, each of which have unique purchasing needs and
purchasing methods. For example, individuals buy online or at the store, businesses tend to make
Figure 3.1 Departmentalization by function
f04.01_MGT330.ai
President
Vice President
Sales
Vice President
Production
Vice President
R&D
Vice President
Accounting
Departmentalization Chapter 3
purchases at trade shows or through a purchasing department, and governments must follow
specific, regulated procedures. The three groups require differing service needs, such as repair
contracts and warranties.
Departmentalization by Geographic Region
When a company is divided by territories or regions, terms such as district, zone, and area are
assigned to the departments. Figure 3.4 is an example of departmentalization by geographic
region. Departmentalization by location is also known as parallel departmentalization, because
the levels in the organizational hierarchy contain managers who perform the same duties in dif-
ferent regions, such as at branch banks or fast-food locations. Geographical departmentalization
makes it possible to tailor managerial efforts that address territorial differences. For example,
a Sears retail store in Florida will sell different items than one in Minnesota during the winter
months; however, the department names remain the same. A food chain such as Subway may
offer region-specific menu items, while the basic model of operation remains the same in all
locations.
Figure 3.2 Departmentalization by product
f03.02_MGT330.ai
President
Bic, Inc.
Vice President
Pens
Vice President
Razors
Vice President
Accounting
Vice President
Lighters
Production Sales Production Sales Production Sales
Figure 3.3 Departmentalization by customer
f04.03_MGT330.ai
President
Industrial
Sales Division
Government
Sales Division
Vice President
Accounting
Consumer
Sales Division
Departmentalization Chapter 3
Departmentalization by Strategic Business Unit
As noted in Chapter 2, strategic business units are clusters of activities typically held together by
a common thread, such as a product type or type of customer served. A strategic business unit
(SBU) will be analyzed as a “company within the company.” Many major corporations align stra-
tegic business units by products, customers, geographic regions, manufacturing methods, and
other common elements (Figure 3.5). For example, 3M may subdivide its operations into strategic
business groups organized by type of product: sticky (duct tape, Scotch tape), magnetic (DVDs,
recording tape), and cleaners. Each strategic business unit may be evaluated through the revenues
it generates or profits it creates, which means some units will be termed “profit centers.” Others
may be structured as cost centers or as simple operating divisions. If Amazon.com divided into
one unit based on selling popular press books, another featuring electronic transmission of book
materials, and a third focused on high school and college textbooks, each of them could become
a stand-alone strategic business unit.
Figure 3.4 Departmentalization by geographic region
f03.04_MGT330.ai
President
Vice President
Western Region
Vice President
Central Region
Vice President
Eastern Region
District Manager District Manager District Manager
Store Managers Store Managers Store Managers
Figure 3.5 Departmentalization by strategic business units
f03.05_MGT330.ai
President
Vice President
SBU1
Vice President
SBU2
Vice President
SBU4
Vice President
SBU3
Departmentalization Chapter 3
Departmentalization by Matrix
Matrix organizations are also called two-boss systems. As shown in Figure 3.6, each employee
answers to a functional area supervisor as well as a product manager. For example, the top row in
this figure includes three functional first-line supervisors: one for production, one for accounting,
and one for sales. Directly below them are the employees performing those functions. The verti-
cal row of supervisors in the same figure indicates managers for individual products (1 and 2).
Thus, a production worker in the top row responds to a functional manager (production supervi-
sor) and to a product manager (product 1). In the next row down, production workers respond
to the same production supervisor but to the manager for product 2. The same holds true for
salespeople responding to the sales manager and then to the product manager to whom they are
assigned (1 or 2) as well as for accountants answering to the accounting supervisor but also to
their designated product manager, 1 or 2.
Matrix organizations create circumstances in which maximum flexibility and adaptability in
operations are possible, because workers are routinely assigned to differing products and product
managers. Consequently, they must be able to adjust to change and accept some role ambiguity
as part of the daily routine as the tasks they work on tend to vary. The only constant will be the
employee’s functional supervisor.
Figure 3.6 Departmentalization by matrix
f04.06_MGT330.ai
Vice President
Product 1
Vice President
Product 2
Vice President
Production
Vice President
Sales
Vice President
Accounting
Top-Level
Management
Team
Production
Group
Product 1
Accounting
Group
Product 1
Sales
Group
Product 1
Production
Group
Product 2
Accounting
Group
Product 2
Sales
Group
Product 2
Completing the Organization’s Structure Chapter 3
An adaptation of the matrix organization is to design the company by product and by country.
Products must often be adapted when moved into new areas, due to differences in electrical sys-
tems (AC versus DC) and in measurements such as ounces versus grams. Product managers are
asked to identify national differences and help adapt production systems, marketing programs,
and other activities to the new circumstances. In this adaptation, the functional managers remain
the same. Instead of product managers (the vertical row of supervisors), the titles become those
assigned to managers for various countries. Each employee then has a functional supervisor and a
national supervisor who is responsible for helping the company adapt to differing circumstances
in other countries.
Managerial Concerns
The most rudimentary form of organizational structure, by function, is also the most common.
This form is seen in smaller, single-product or service companies, which constitute the majority
of businesses. As companies add products, services, and additional specialists and activities, the
degree of complexity rises and more intricate departmental arrangements normally result.
Departmentalization by products will be best suited to companies that have begun to grow by
adding new products and services (product diversification). Departmentalization by customer
tends to be found in organizations that sell the same product to diverse customers, such as com-
puters and other technologies as well as some other, more basic items. Departmentalization by
geographic area, or parallel departmentalization, is typical when a company performs the same
activities in various geographic areas, such as is found in retail chains (Walmart, Sears, Target), in
fast-food chains (Subway, McDonald’s, KFC), and in branch banking, which allows managers to
customize to the unique needs of the region while at the same time standardizing many aspects
of company operations. Strategic business units are used in multiproduct/multiservice conglom-
erates with high degrees of differentiation between units. The matrix organization grants the
manager the highest degree of flexibility and adaptability and normally is present in high-tech
firms that must adapt to quickly changing environmental circumstances as well as in companies
operating in various countries.
Remember that these forms of departmentalization can be adapted to meet specific company
needs as well as be modified to serve in multinational companies, nonprofit organizations, and
even governmental institutions. The needs of the organization should dictate its structure.
3.4 Completing the Organization’s Structure
Completion of an organizational structure occurs as managers identify the amount of influence
and accountability for these different individuals and groups, along with other elements of orga-
nizational design. The organization charts shown in the previous section depict the first key
activity that is part of completing the organization’s structure: drawing lines of authority and
responsibility. In each of the models, any vertical line from one position to the next lower (or
higher) depicts an authority–responsibility relationship. In essence, a president holds authority
over his or her vice presidents; those VPs are responsible for carrying out the president’s instruc-
tions and decisions.
Authority, then, consists of the right to direct with permission to act, which suggests that
authority has two key components. The right to direct means the right to give orders and oversee
activities. The manager of an auto repair shop has the authority to ask a worker who is changing
Completing the Organization’s Structure Chapter 3
a tire to stop and help another employee pull the transmission from another car being repaired.
Permission to act represents the right to make decisions on behalf of a company. The auto repair
manager may have made the decision to work on the transmission first, knowing that because the
customer needing a new tire will not return until the next day, that task can be completed later.
The transmission repair is more urgent and deserves attention first.
Responsibility, or accountability, is the obligation to complete tasks as assigned by reporting to a
specific supervisor. Someone who is responsible follows directions and is expected to follow them
correctly and completely. The mechanic who has been asked to assist in the transmission repair
should do so until the chore has been successfully completed.
The noted French management expert Henri Fayol (1916) was among the first to describe the
concept of parity of authority and responsibility. This principle suggests that anyone who holds a
position of authority should be held accountable for how that authority is used. Further, anyone
who is responsible for an outcome should have sufficient authority to carry out the assignment.
In today’s modern organizations, three forms of authority are found. Line authority is direct
formal authority, the type shown on the lines of an organization chart. Staff authority consists
of the right to advise or give advice. A company’s legal department provides legal advice to all
levels in the company. An accountant gives tax advice to all departments. Functional authority
has been described as the right to direct, but not to discipline. It occurs when a person has been
placed in charge of a task force or committee. The individual is charged with the responsibility
of getting something done (direct), such as completing a safety committee report; however, com-
mittee members may or may not follow directions and complete the task on time. Functional
authority relies on employee professionalism to accomplish goals. Due to the increasingly com-
plex nature of work, the reliance on functional authority has risen as the number of teams and
groups increases. When the first process in completing the structure of an organization, outlin-
ing authority–responsibility relationships, is complete, then other decisions can be made.
M A N A G E M E N T I N P R A C T I C E
Sources of Authority
Where does authority come from? How is it established? Over the years, two major perspectives
regarding the nature of authority and its sources have emerged. One theory suggests a “top down”
source of authority; the other proposes a “bottom up” foundation.
Max Weber, a German sociologist who studied organizations, suggested three sources of authority
from the top-down perspective. Traditional authority derives from longstanding traditions within
countries whose kings, chieftains, and church officials possess the ability to direct others through
birthright or societal beliefs in governmental or religious systems. In Europe, many business organi-
zations were founded through the dictates of members of royal families, which meant that submit-
ting to the authority of a supervisor was, in essence, submitting to the authority of the crown.
A second source, charismatic authority, emerges as a “gift of grace”—for example, when a dynamic
military leader inspires and guides troops. A leader like this holds and maintains authority due to
personal characteristics including charm, persuasiveness, inspirational ability, and so forth. Such a
“general” then becomes empowered to direct the activities of others within his or her domain.
(continued)
Completing the Organization’s Structure Chapter 3
Centralization and Decentralization
Another key set of decisions to be completed includes those regarding the delegation of author-
ity. Centralization and decentralization refer to the degree of delegation of decision making,
authority, and power within an organization. A highly centralized organization is one in which
authority is not delegated. The executive management team, for example, makes key decisions
and issues orders that direct company activities. Other members of the organization must take
and follow orders issued by the executive management team. In a highly decentralized firm,
front-line supervisors make important organizational decisions.
Size and Decentralization
Peter Blau (1970) suggests that a strong relationship exists between the size of an organization
and the degree of decentralization. In essence, smaller firms are likely to remain centralized,
because managers are aware of all activities and know each employee. This places them in the
position to make all decisions. As a firm grows, the company begins to add specialists and new
departments. The sheer volume of decisions to be made rises. The top manager becomes less able
to direct everything, which means delegation begins to take place. At the same time, the top
manager wants to retain a degree of control, which leads to standardization, formalization, and
mechanization/computerization.
Standardization is the use of a series of job titles that are exactly the same, and the work-
ers perform the same activities. Formalization refers to the presence of rules and procedures.
Mechanization/computerization measures the reliance on computers and technology to
The third source, legal/rational authority, is based on a con-
tractual agreement, such as one created between an organi-
zation and its employees. In exchange for compensation and
other benefits, an employee agrees to submit to the authority
of managers within the organization (Weber, 1922).
In all three of Weber’s forms, authority rests at the top of the
organization and moves downward. Processes such as del-
egation allow authority to be granted to those at lower ranks.
In contrast, a second point of view argues the exact oppo-
site. Chester Barnard’s (1938) acceptance theory insists that
authority exists only when subordinates accept or acquiesce
to it. To achieve authority, four conditions must be met. First,
individuals must understand the nature of authority. Second,
they must believe the use of authority takes place in a man-
ner consistent with the purposes of the organization. Third,
the subordinates must believe the use of authority takes place
in a way that meets their own personal interests. Fourth,
those being influenced must be able to comply.
Consider the companies where you have worked and other
organizations (such as religious denominations or charitable groups) that you belong to. Do you
believe that authority moves from the top down or from the bottom up? Does the type of organiza-
tion make a difference? Think of a military organization as opposed to a group of volunteers in a
Parent-Teacher Association at a grade school. Understanding the basis of authority and its use is a
helpful tool for those in managerial or leadership positions.
Courtesy Everett Collection
▲▲ Sociologist Max Weber
(1864–1920)
Completing the Organization’s Structure Chapter 3
maintain operations (Blau & Schoenherr,
1971). As an example, consider the differ-
ences between managing a “stop and shop”
convenience store and a Walmart super-
store. In the convenience store, the man-
ager knows all the employees and every
aspect of the store’s operations, so he or she
can make every decision. At the Walmart
superstore, the manager does not even
know the names of all employees. The store
employs specialists in many areas, includ-
ing automotive, lawn and garden, jewelry,
men and women’s clothing, and others. The
Walmart store manager is best served by a
classic management principle: Let experts
make decisions. The manager delegates to
the specialists (decentralization). At the
same time, Walmart hires many individuals with titles such as “stocker” and “cashier” (standard-
ization), the rules for rotating inventory on the shelves and for checking out customers are the
same for every stocker and cashier (formalization), and the store uses computers to track sales,
inventory, and other statistics (mechanization).
Strategies and Decentralization
In 1962, Alfred Chandler proposed a relationship between company strategies and company
structure. His work suggests that organizational structure may be a matter of managerial design
that evolves over time and as organizational conditions change. Chandler’s analysis is grounded
in historical research. An in-depth review of case histories of a number of major U.S. companies
reveals four stages of structural development that were consistently present (see Table 3.3).
Table 3.3 Strategy and structure
Stage 1 Most firms begin with a single product and a centralized, functional form of structure.
Stage 2 Successful firms tend to grow by adding products and services, a strategy known as product
diversification.
Stage 3 The demands of the new products and services become so great that the company becomes
inefficient and eventually a crisis develops.
Stage 4 To resolve the crisis, company leaders adopt new forms of structure that are product based and
decentralized.
As Table 3.3 indicates, Stage 2 holds a strategy and Stage 4 suggests a corresponding change in
structure. The historical information corresponds with the work of Blau in that firms in Stage 1
are likely to be small and centralized. Stages 2 and 3 add the complexity of added decisions and
specialists. Stage 4 indicates that decentralization better serves a larger company.
As an example, consider how this approach would apply to the Bic Corporation when it first
expanded its product lines. The original Bic product, a ballpoint pen, was highly successful as
early as the 1960s. The product line held a major share of the disposable pen market. To expand,
however, Bic’s executives knew that a second product would need to be developed. At that
time, Gillette had introduced the Cricket disposable lighter. Seeing a potential opportunity, Bic
Nick Ut/
Associated Press
▲▲ Stores like Walmart use the practice of standardization
when hiring multiple employees with the same title, such as
cashier.
Completing the Organization’s Structure Chapter 3
introduced its disposable lighter. For a time, the Bic product was well received—until 1987, when
a few incidents of injuries occurred for some customers using the lighter (Funding Universe,
2013). This challenge could have led to splitting the pen department away from the lighter depart-
ment and decentralizing the decision making to experts who could make sure that the design was
safe and that the information could be effectively transmitted to wary consumers. The strategy,
product diversification, would then have led to a change in structure, product-based departmen-
talization, and decentralization of authority.
It is important to note that changes in degrees of centralization and decentralization tend to alter
job descriptions and job specifications. In a highly centralized operation, individuals at the low-
est levels must understand they will not be allowed to make decisions and will be expected to
follow orders. Front-line supervisors in the company will experience the same situation. In highly
decentralized companies, individuals who are willing to take the initiative, make key decisions,
and work with others are more likely to be hired. Delegation and decentralization rely on coop-
eration between managers and employees to make the best decisions and take the proper course
of action.
Mechanistic and Organic Structures
Another key element of organizational design regulates company flexibility and adaptability.
Mechanistic organizations are characterized by the high use of rules and procedures, a greater
number of levels in the organization, and formal relationships between workers. This design
results in a less flexible method of operation. Organization charts in mechanistic organizations
tend to be tall and thin, with many ranks and fewer people at each rank. For many years, the
military was used as a prime example of a mechanistic organization. The Army holds many
ranks, from buck private to five-star general; relationships historically tended to be highly formal
among soldiers, who referred to each other by titles and used respectful language (such as “sir”),
and the organization was served by a vast number of rules and procedures. More recently, the
military has changed and the example is less applicable. Currently, many manufacturing opera-
tions in environments characterized by low levels of change and few competitors may use a more
mechanistic form of structure.
Organic structures employ few rules and procedures, have a small number of organizational
levels and ranks, and allow for informal relationships among workers and supervisors. This
design is much more flexible and adaptable as a result. Organic structures are short and squat,
with few ranks and many people in each rank. Many creative industries, such as advertis-
ing agencies and management consulting firms, use organic structures. There may be as few
as three organizational levels or ranks, from entry-level employee to the top manager in the
company; relationships are informal and on a first-name basis, and these organizations can
quickly adapt to changing circumstances. Advertising agencies have been forced to adapt to the
increasing use of social media (Facebook and Twitter) in developing methods to reach custom-
ers. An organic form of structure better serves that need. The same is true for consulting firms
that must adapt to changing economic and social conditions when providing advice to client
companies.
Joan Woodward (1965) and her associates engaged in a major research project in Great Britain in
the 1950s. The purpose was to seek out the causes of structure in effective organizations. These
efforts identified a consistent pattern in which the technology of a firm could be matched to its
structure, as displayed in Table 3.4.
Completing the Organization’s Structure Chapter 3
Table 3.4 Technology and structure
Type of technology Type of structure
Unit, small batch Organic
Large batch, mass production Mechanistic
Process production Organic
Unit or small batch technology occurs when units are made one at a time (repairing a car; tailor-
ing a suit), or in small lots or batches, such as the amount of marinara sauce prepared for daily
use in an Italian restaurant. Remaining flexible and adaptable best serves that type of opera-
tion, at least in terms of profits, growth, and other measures of company success. Large batch
assembly-line operations create standardized products. Carefully following rules and procedures
increases efficiency. As noted earlier, many manufacturing facilities are mechanistic in their
structural designs, at least in the production departments. Process production includes unique
circumstances such as chemical manufacturers, some utilities, and breweries and distilleries. In
these organizations, problems tend to be unusual and require investigation. The more flexible and
adaptable organic structure fits these circumstances.
In essence, Woodward argues that we should not be concerned with how companies are struc-
tured in general. Instead, she identified what successful companies achieved. These organiza-
tions thrived by matching their structures with the type of technology used to make the goods
or services.
Impact on Employees and Managers
At this point, you may be asking a key question often posed by business students: Who cares?
Why is the study of centralization/decentralization and mechanistic/organic organizational
design important? Part of the answer may be found in the impact of a structure on individual
employees and their supervisors.
In the first place, structural design influences the number and types of decisions made at every
rank in the company. In a centralized/mechanistic organization, only those at the highest ranks
make decisions of any importance. First-line supervisors and employees are relegated to simply
following the dictates of those decisions. In contrast, an organic/decentralized company is char-
acterized by lower-ranking supervisors, and even individual employees make more decisions—
and those decisions have a greater impact on the organization.
Moreover, organizational design and job design in particular designate the number of tasks lower-
ranking employees will perform. In mechanistic/centralized companies, first-line employees can
expect to perform a relatively small number of tasks as they do their jobs. Greater decentraliza-
tion and a more organic structure tend to increase the number of tasks entry-level workers per-
form, and those tasks often are more varied and interesting.
Structure also affects the rigidity or flexibility present in each worker’s role. Mechanistic orga-
nizations, by their natures, clearly define how a role or job should be performed. Therefore, little
flexibility exists within those positions, save for employees at the highest ranks in the company.
An organic organization leads to greater flexibility in the role. That is, individual workers help
decide how tasks should be performed.
Completing the Organization’s Structure Chapter 3
Furthermore, the nature of an organization’s structure dictates the relationship between man-
agers and subordinates. In a mechanistic/centralized firm, you can expect more formal inter-
actions with a supervisor. Titles tend to be used rather than first names. Those employed in
organic/decentralized organizations will notice a more casual and informal relationship with
those in charge.
In ways most people would not think of, structure influences perceptions of chances for advance-
ment or promotion. A mechanistic/centralized organization tends to have many ranks and
exhibits a taller, thinner organization chart. The increase in the number of ranks, with fewer jobs
within each rank, means it becomes easier to obtain promotions over time. Some management
experts have called this phenomenon the “illusion of upward movement,” because the person
does move up the organizational hierarchy (perhaps even with a pay raise and new title), but he
or she still holds low levels of authority and often continues to work in a relatively mundane job.
Organic/decentralized organization charts are likely to be short and squat; they have few ranks
and many positions within each rank. This structure increases competition any time there is a
job opening at a higher level. At the same time, even someone at the lower rank may experience
a greater sense of empowerment, even without being promoted.
Finally, clearly spelled out structures, such as those present in mechanistic and centralized
firms, tend to generate role clarity for the employees. In other words, workers know what they
are “supposed to be doing” at any given time. Role clarity creates a sense of security and is often
less stressful for individuals within the company. The opposite situation, role ambiguity, means
employees have a less solid or strong sense of what they are supposed to be doing. Role ambiguity
can create tension and stress for some individuals.
Two issues emerge as a consequence. First, what is best for the organization? As Joan Woodward
discovered, some companies clearly are best suited to more centralized and mechanistic forms
of structure. Others become more likely to succeed with an organic and decentralized form of
organizational structure. It is the responsibility of the management team to design the appropri-
ate structure for the organization.
The second issue centers on where people would like to work. Students often respond quickly by
saying, “an organic/decentralized company.” But is that really what they want? Consider your own
needs for clarity and low ambiguity before answering. The human resources department, work-
ing with individual managers, should be aware of the relationship between the job designs, as dic-
tated by the natures of organizational structures, and the personal characteristics of employees
who are a good match to those jobs. Part of your responsibility as an applicant is to ensure that
the places you seek employment are best suited to your personality and your desire for autonomy,
responsibility, and a challenging number of tasks.
Characteristics of Typical Organizations
German sociologist Max Weber (1864–1920), who was noted previously in the “Management in
Practice” box in this section, had his work published posthumously in 1922. Weber suggested
that organizations share certain characteristics in addition to goal orientation (Weber, 1947). The
final design of the organization should account for each of these characteristics, which include
the following:
• Division of labor (labor specialization). Tasks in organizations tend to be grouped to
maximize productivity and are often based on some inter- or extra-organizational criteria.
Typically, work specialization is broken down by specific job tasks or work skills, such as
Completing the Organization’s Structure Chapter 3
machinists, equipment operators, quality control inspectors, accountants, and salespeople.
Seldom does an organization efficiently operate for long without labor specialization.
• Span of control. A superior cannot manage an unlimited number of subordinates, because
this situation is unwieldy and ineffective. Subordinates require feedback, direction, and
often correction. Organization theory suggests limiting the number of subordinates; the
number depends on the kind of work to be completed by the subordinates and the distance
from the center of control. The span should be kept as manageable as possible.
• Formalization. Almost all organizations have rules, whether written or unwritten. Most
modern organizations use the term policy or work rules, but in every case the rules are
intended to guide action and decision making across the organization. The more detailed,
specific, and clear the rules of the organization are, the more formal the organization.
• Number of authority levels. Organizations may have very few authority levels (flat) or sev-
eral (tall), depending on the type of organization and its plan of operation. Organization
theory suggests that the wider the span of control (more subordinates reporting to a supe-
rior), the flatter the organizational structure; and the narrower the span of control (fewer
subordinates reporting to a superior), the taller the structure.
Weber suggested that these characteristics could be coordinated only by effective communica-
tion among organizational members and by standardizing work processes. As work becomes
more complex, direct supervision becomes a more important factor in maintaining standardized
work outputs. Weber’s concept of formalization is a natural efficiency-improving process that
happens within the organization and may occur in several ways: by the job, by the work, or by
the rules.
An Organization in Crisis
Sometimes, events in an organization’s environment threaten internal operations. J. D. Thompson
(1967) developed a view of organizational structure in which the core technology used by a com-
pany becomes the key. In an organizational system, such as the one displayed in Figure 3.7, inputs
are regulated by the buffers, which lead them into the technical core. Outputs are moved into the
external environment through various departmental activities. In essence, management develops
departments (the buffers in Figure 3.7) to protect and facilitate the core technology.
Figure 3.7 Technology and structure
f03.07_MGT330.ai
Threat
New
Buffer
Inputs
Labor
Funding
Materials
Buffers
HRM
Finance
Purchasing
Technical
Core
Buffers
Sales
Warehouse
Shipping
Outputs
Goods
&
Services
Source: Technology and Structure, from Thompson’s Model of Technology and Structure, from Thompson, J. D. (1967).
Organizations in action. New York: McGraw-Hill.
Structural Configurations Chapter 3
When a threat emerges in the external environment—perhaps a dramatic price increase for raw
materials, a natural disaster, a terrorist action, negative publicity, or a new competing technology
—company leaders tend to respond by creating a new buffer or department to defend against the
threat. When mad cow disease threatened the U.S. beef industry, one response would have been
to create a new layer of inspectors to make sure the disease did not infect local herds. Many infor-
mation technology departments have specially assigned units to defend against virus attacks,
bombs, and other malware. More recently, the September 11, 2001, attacks on the United States
have led to the creation of a variety of new governmental departments, including the Department
of Homeland Security and the Transportation Security Administration.
In summary, organizational design consists of far more than simply drawing an organizational
chart. In addition to job specification, company structure consists of the form of departmen-
talization to be used along with other elements of structure. Beyond authority–responsibility
relationships, management teams dictate the degree of delegation to be used on a company-wide
basis. The level of centralization or decentralization that is present influences the jobs to be per-
formed and the people selected to perform those jobs. Mechanistic organizational structures
match with more standardized operations. Organic structures are best suited to problem-solving
situations in which organizations must remain flexible and adaptable. Most forms of structure
are relatively standardized, identifying the level of job specialization and the number and types
of managers. When an environmental crisis emerges, one natural tendency is to develop a new
department or buffer to defend against the threat.
3.5 Structural Configurations
Structural configurations constitute the final element of organizational design. Management
theorist Henry Mintzberg (1983) suggested five common elements of an organization:
1. Operating core. The subordinate workers who perform the basic labor in the organization that
is related to the production of goods or services.
2. Strategic apex. Top-level managers charged with ensuring that the organization serves its mis-
sion in an effective way.
3. Middle line. The managers who connect the strategic apex with the operating core.
4. Technostructure. The analysts who design, change, plan, or train the operating core.
5. Support staff. The specialists providing the direct support services for the organization.
These core elements then dictate the design of the organizational structure. Mintzberg identi-
fied five common structures: simple structure, machine bureaucracy, professional bureaucracy,
divisional structure, and adhocracy.
Simple Structure
Small entrepreneurial businesses often use a simple structure. The local dry cleaner, the corner
restaurant, the auto repair shop, and many others are likely organized as simple structures. This
form of organization is dominated by the strategic apex, but it has little formalization or complex-
ity. Almost everyone reports directly to the owner of the business, so the organization chart looks
flat and has few, if any, reporting layers. When should this simple structure be used? Typically,
when the organization is “small or in the formative stage of development” (Robbins, 1990).
Structural Configurations Chapter 3
Machine Bureaucracy
The trademark of the machine bureaucracy is standardization. The structure features highly
routine operating tasks, typically grouped together into functional departments. There is high
formalization, central authority, and decision making flows through a chain of command.
Machine bureaucracies work best in large organizations such as manufacturing or service, where
high volumes are produced, resulting in a routine. In machine bureaucracy, standardized pro-
duction work is the norm. These structures use elaborate work rules, considerable numbers of
middle-line managers, and distinctive line and staff management configurations. Organizational
charts include multiple management layers between top management and the shop floor, where
production or services are delivered.
This type of organizational design requires a simple and stable operating environment, which
may be its single greatest weakness. Machine bureaucracies have difficulty adapting to changes
in the environment, such as significant product changes brought about by market demand.
Business history is filled with accounts of large manufacturing firms that could not change to
meet emerging environments and then collapsed in bankruptcy. Few people remember Nash
Motors (part of Nash-Kelvinator Corporation) or Hudson Motors. Both firms were technol-
ogy innovators in their time and produced beautiful automobiles. Eventually, however, mar-
ket instability forced Hudson to merge with Nash-Kelvinator to become American Motors
Corporation (AMC), and AMC later merged with Kaiser-Jeep Corporation. In 1987, the
Chrysler Corporation acquired AMC/Jeep.
When should a machine structure be used? Typically, this structure is most “efficient when
matched with large size, a simple and stable environment, and a technology that contains rou-
tine work that can be standardized” (Robbins, 1990, p. 285). This is the typical structure of large
manufacturing firms, large insurance firms, and even state and federal prison systems.
A professional bureaucracy may be used when an organization depends on highly skilled pro-
fessionals delivering goods or services at the core of the organization. “Obvious examples include
hospitals, school districts, universities, museums, libraries, engineering design firms, social ser-
vice agencies, and public accounting firms” (Robbins, 1990, p. 289). In this type of structure,
professionals self-impose standardization and formalization, often in compliance with govern-
ing bodies (e.g., licensing agencies, professional associations, or both) and typically due to the
complex operating environment. For example, certified public accounting firms are licensed
in most states. They have a professional organization (American Institute of Certified Public
Accountants) and several governing bodies, including the Financial Accounting Standards Board
and the Securities and Exchange Commission. Accounting professional training incorporates
the standards of conduct, legal requirements, and the skills appropriate to the profession. Thus
accountants have a degree of autonomy within the organization and in the exercise of profes-
sional judgment.
When should professional bureaucracy be used? Typically, this structure is most effective when
the environment is stable and complex, and when formalization and standardization are inter-
nalized through professionalization.
Divisional Structure
The divisional structure is actually a set of autonomous units, each typically a machine bureau-
cracy unto itself, coordinated by a central headquarters (Robbins, 1990). The divisional structure
Structural Configurations Chapter 3
is widely used across the postindustrialized
business world. Examples include General
Motors, Microsoft, 3M Company, AT&T,
General Electric Company, International
Business Machines, Coca-Cola Company,
United Technologies Corporation, and the
Walt Disney Company. Divisions are cre-
ated (or acquired) to serve a market and are
given operating control to make decisions
appropriate to meeting the needs of that
market. This could be a category of a mar-
ket. For instance, Chevrolet manufactures
automobiles in the mid-priced market cat-
egory ($25K to $40K sales price), whereas
Cadillac produces cars for the luxury mar-
ket category ($35K to $70K sales price). Both
auto makers are generally autonomous divi-
sions of General Motors.
Among the many weaknesses of the divisional structure are the duplication of activities and
the potential for counterproductive inter-market competition for customers. This form is not
only inefficient but can limit opportunities for cooperation across market segments and waste
resources. It was a significant factor leading to GM’s 2009 bankruptcy reorganization and fed-
eral government bailout. Now reorganized with fewer divisions and dealers, GM may be able to
rebuild its business and value.
When should the form of divisional structure be used? Typically this structure is most effec-
tive when the organization selects the diversification strategy; that is, when the organization
decides to become a multi-market or multiproduct operation. An important consideration is that
the organization’s technology must be divisible without causing significant deterioration of the
economies of scale it had gained as a machine bureaucracy.
Adhocracy
Most people working in an organization have experienced a project team, task force, or a cross-
functional team. When you participated, you were part of an adhocracy. Adhocracies are organic
and dynamic in nature and have limited formalization and standardization; they also tend toward
decentralized decision making. Little is routine in an adhocracy. Adhocracies last for the life of
a project and are disbanded afterward. Adhocracies are largely populated by professionals with
high levels of skills and abilities to contribute to the completion of the project. Adhocracies are
flexible and adaptable, and that is why they exist at all.
A commercial building construction project is an example of an adhocracy. A project manager
takes the plans from the building’s architect and assembles a project team that includes internal
(assistant superintendent, construction site managers, etc.) and external members (the trades
appropriate for the work required). The work begins once a calendar is created and contracts
are established. It continues in a planned sequence until all work is complete, final inspection
is made, and the building is handed over to the owner-user. The project ends, and all its team
members move on to other projects. They may team up for a future project, or they may never
see each other again.
Associated Press
▲▲ General Motors is an example of a company that uses a
divisional structure.
Structural Configurations Chapter 3
A weakness of the adhocracy structure is the stresses it can place on participants during the life
of the project. There are limited boundaries and few vertical relationships (boss–subordinate) to
mitigate tensions. Many participants have difficulty working in temporary work environments,
which are subject to rapid change, or dealing with ambiguity. As a result, adhocracy structures
are difficult to establish and to dismantle once they are operating.
Typically, the adhocracy structure is most effective when used for developing nonroutine solu-
tions and projects, and where flexibility is required. This structure works best when solutions or
projects have a short life cycle and high levels of professionalism are resident or available. Table
3.5 summarizes the five organizational configurations.
Table 3.5 Summary of the five organizational configurations
Characteristic
Simple
structure
Machine
bureaucracy
Professional
bureaucracy
Divisional
structure
Adhocracy
Specialization Low High functional High social High functional High social
Formalization Low High Low High within
divisions
Low
Centralization High High Low Limited Low
Environment Simple and
dynamic
Simple and
stable
Complex and
stable
Simple and
stable
Complex and
dynamic
General Structural
Classification
Organic Mechanistic Mechanistic Mechanistic Organic
Source: Summary of the Five Organizational Configurations, from Robbins, S. P. (1990). Organization theory: Structure, design, and applications, p. 305.
Upper Saddle River, NJ: Prentice Hall.
The Importance of Organizational Goals in Structural Design
Organizations exist for a purpose. The purpose of the organization, or the plan, also influences
the structure of the organization. The purpose of a small shop operator located on Main Street in
your hometown likely will be to meet small capital financing needs, design an informal mission,
and employ less than 25 employees who report directly to the owner. The planning process of this
small shop focuses on the needs of its community by maintaining inventory, appropriate capital
availability, and a sensitivity to the community’s standards. At the other end of the spectrum is a
multiunit retail operator with 100,000-square-foot, large-scale retail stores located in and across
several states or the entire nation. A company of this kind may have 10,000 employees, high capi-
tal demands, a well-defined mission statement, and sophisticated marketing needs. It likely has
a long-range strategic plan, complex operational plans, and several levels of management, each
with very specific performance expectations.
Organizational design considerations remain largely the same for profit-seeking and nonprofit
organizations. Both seek to create organizations that are both efficient and effective. As noted
in Chapter 1, an efficient organization delivers services in a timely fashion with few wasted
resources or wasted time. An effective organization provides products and services that best
meet customer needs or the needs of the overall community. Those involved in the organiz-
ing process seek to match the structure with the type of organizational involved and its goals.
Four common goals in the area of organizational design that help achieve efficiency and effec-
tiveness are
Structural Configurations Chapter 3
1. Managing complexity
2. Differentiation and integration
3. Managing interdependence
4. Creating and overseeing boundary-spanning activities
Managing Complexity
Organizational complexity is a term used to describe the number of diverse and autonomous
but interrelated organizational components or parts. The definition specifies that complexity
increases in relation to the number and types of interrelationships between individuals, to the
effects of these relationships on the organization, and to the organization’s relationships with
entities in the external environment (Hage & Aiken, 1970). In essence, complexity means “com-
plicated.” Such complications abound in many businesses. Organizational design assists man-
agers who deal with substantial degrees of complexity by developing the right kinds of units
(departments) to respond to each need and then creating managerial programs and protocols to
oversee and coordinate the activities of all units.
Differentiation and Integration
Lawrence and Lorsch (1967) introduced the concepts of differentiation and integration to the
study of organizational structure. Differentiation acknowledges that various elements of an orga-
nization provide unique specialties and activities. For example, a health care organization of any
size has differentiation. Various types of physicians (surgeons, neurologists, ophthalmologists,
internists), nurses, insurance experts, and many others deliver diverse forms of health care and
support service activities. Effective organizations recognize and accommodate such differences
through the type of structure in place and the use of managerial actions and directives within
each specialized department. Some structures are mechanistic and/or centralized in nature while
others are organic and decentralized, based on the type of unit involved.
Integration recognizes that these unique and specialized organizational units must also work in
harmony with each other to benefit the overall well-being of the total institution. Increasing dif-
ferentiation can spawn greater antagonism among individual units, as Stan Richards noted in the
“Management in Practice” box featuring The Richards Group. Effective organizations find ways
to improve relations among the departments involved.
Perhaps the best analogy for differentiation and integration is that of an orchestra. The instru-
ments are highly unique from each other (differentiation). The conductor’s role is to make sure
each instrumental section performs the music in a well-coordinated fashion, beginning and end-
ing its part at the right time, at the appropriate volume, and in tune with the rest of the orchestra
(integration). Effective organizational design helps achieve these goals.
Managing Interdependence
Many industries and companies experience high levels of interdependence, where various units
rely on each other to operate. Interdependence increases as tasks become more interconnected;
when the level of uncertainty rises; when units must share resources; and as the size of the orga-
nization grows.
Structural design can assist in making sure that lines of authority and responsibility are such
that units are able to work in a coordinated fashion. In the case of sequential interdependence,
where one person or group’s endpoint becomes the next person or group’s beginning, work flows
are established so that bottlenecks do not occur. Sequential interdependence occurs on assembly
Summary Chapter 3
lines but also in other situations, such as when salespeople file their monthly reports with the
accounting office to finalize income summaries and other statements.
In the situation where the goal is reciprocal interdependence, the model assumes a “back and
forth” form. Reciprocal interdependence occurs when physicians exchange ideas with each other
about how to treat a patient, including how to handle multiple injuries in an emergency care
situation, and organizational design facilitates these interactions. Pooled interdependence occurs
when units work near each other but rarely interact. Some companies operate using a series of
stand-alone units. In those organizations, another goal of organizational design can be to accom-
modate interdependent relationships (Thompson, 1967).
Creating and Overseeing Boundary Spanning
Boundary spanning occurs when a person or group goes beyond an internal or external boundary
to interact with those in a separate internal or external unit. When a negotiator on behalf of the
manufacturing company bargains with a union, the mediator working to coordinate the bargain-
ing session becomes a boundary spanner. A manager who coordinates the efforts of a company’s
marketing and sales department by assigning employees to appear in commercials is serving as a
boundary spanner. The individual who makes the case for donations to a nonprofit organization
to outside individuals and organizations becomes an external boundary spanner. An accountant
or attorney negotiating with the federal government over a tax filing becomes a boundary span-
ner (Thompson, 1967).
Organizational design prescribes both internal and external boundaries. Authority and responsi-
bility relationships help oversee boundary-spanning activities. Institutions with effective internal
and external mediators and mediating processes are more likely to succeed over time, making
this a key goal in the area of organizational design. Mediation of this type allows internal units to
function more effectively with one another. Mediation with external organizations and the public
helps protect the organization from various types of threats present in the environment, such as
tax audits or surprise price increases by suppliers.
Summary
Organizational structure is a formal system of task and reporting relationships that coordi-
nates the activities of employees so that they can work together to achieve organizational goals.
Organizational design is the process by which managers make specific organizing choices that
result in a particular kind of structure for the company. Organizational design involves numer-
ous activities that include designing jobs, departmentalizing decisions, completing the company’s
structure, and outlining the best structural configuration.
Job design is the process of assigning tasks to jobs. It begins with job analysis, which results in
the assignment of individual tasks to specific jobs. Then, a job description outlining the tasks and
duties can be created. Finally, a job specification identifies the eligibility requirements or quali-
fications needed to perform a job. Departmentalization is an organizational tool that involves
placing various jobs into different departments or divisions. The primary forms of departmen-
talization include those by function, product, customer, geographic region, or strategic business
unit, as well as by the matrix approach. Managers select the form of departmentalization that
best matches each company’s unique operating needs.
An organization’s structure is complete when lines of authority and responsibility have been iden-
tified. Authority consists of the right to direct activities and permission to act or make decisions.
Summary Chapter 3
Responsibility is the obligation to complete tasks as assigned by reporting to a specific supervisor.
Parity of authority and responsibility means that equal levels of both are placed in each job or
position in the organization.
Managers then conduct organizational operations by featuring centralization, decentralization,
specialization, formalization, and degrees of mechanistic or organic flexibility. Each structure
matches the specific circumstances of the company involved. When a crisis arises, one natu-
ral response is to create additional structure or a new department designed to defend against
the threat.
Structural configurations related to various business enterprises include a simple structure,
machine bureaucracy, professional bureaucracy, divisional structure, or adhocracy. Each form
facilitates the operation of a specific type of enterprise. Organizational goal-setting processes
lead to the most efficient and effective forms of organizational decision.
C A S E S T U DY
The New Venture
Monica Kellogg was about to embark on a new and exciting aspect of her entrepreneurial venture.
She began her career as a salesperson vending basic insurance products to individuals. Eventually
she was able to open her own office, catering to individual consumers seeking life insurance, health
insurance, car/vehicle/boat insurance, and other basic insurance services. She employed three office
workers to assist in filing claims and taking care of additional responsibilities, including changes in
policies when her clients married, divorced, bought new cars, moved, disputed payments on claims,
and so forth.
Now, however, her insurance provider offered Monica the opportunity to increase her business. She
could expand her clientele to include business customers. The new sets of products would include
liability insurance of all types (including for health care providers), health insurance policies for entire
companies rather than individual purchasers, fleet insurance for vehicles, and other major insurance
policies tailored to businesses.
To meet the needs of this new level of service, Monica hired an insurance sales professional to
tend to all of her individual clients. She also hired an “office manager” to supervise that portion
of her business. She would be traveling across the state and in two adjoining states to make sales
presentations to small businesses and a few larger corporations. She decided to hire an additional
employee to focus entirely on corporate rather than individual client needs.
To begin the process, Monica and her assistant traveled to the insurance company’s home office for
a monthlong training session. The primary instructor noted, “You folks are now in an entirely dif-
ferent kind of insurance business. Meeting the needs of a major company is different from serving
individual members of the public. You will require more sophisticated sales skills, negotiation skills,
and increased knowledge of the ways insurance packages differ from products sold to John Q.
Public.” Monica was excited by the challenge.
Besides hiring three new, more specialized employees, Monica purchased additional office space to
house the ongoing and new parts of her operation. She dedicated half the space to individual cus-
tomers and the other to business clients. A wall would separate the two operations to grant both
privacy and some level of noise control, especially for those who conducted business by telephone.
(continued)
Key Terms Chapter 3
Key Terms
adhocracy Organizations that are organic and dynamic in nature and have limited formaliza-
tion and standardization; they also tend toward decentralized decision making.
authority The right to direct with permission to act.
centralization/decentralization The degree of delegation of decision making, authority, and
power within an organization.
departmentalization The organizing of people into different departments or divisions in
which collections of tasks are placed together, such as accounting, marketing, and production.
divisional structure An organizational structure featuring a set of autonomous units, each
typically a machine bureaucracy unto itself, coordinated by a central headquarters.
formalization The presence of rules and procedures.
job A set or series of tasks performed by an individual on behalf of an organization.
job design What occurs when managers determine the tasks needed to be done, who will do
them, and what selection criteria will be used to choose employees and place them on the job.
machine bureaucracy A form of organizational structure featuring highly routine operating
tasks typically grouped together into functional departments with high formalization, central
authority, and the decision making that flows through a chain of command.
mechanistic organization An organizational structure characterized by high use of rules and
procedures, a greater number of levels in the organization, and formal relationships between
workers; as a result, it is a less flexible method of operation.
mechanization/computerization A measure of the reliance on computers and technology to
maintain operations.
organic structure An organizational structure that employs few rules and procedures, has a
small number of organizational levels and ranks, allows for informal relationships among work-
ers and supervisors, and is much more flexible and adaptable as a result.
After two months, it was time to begin the new venture. Monica worried about maintaining control
over her newly expanded operation. She also knew that happy customers represented the key to a
successful future. While the scope of the business had changed, it still boiled down to one-on-one
relationships with every customer.
Discussion Questions
1. What type of approach should Monica use as part of the job analysis component of creating
these new positions in her company?
2. In terms of departmentalization, should her company move away from a functional approach to
some other type? If so, what type?
3. What should happen to the degree of decentralization in the insurance office?
4. What role does increasing complexity play in the organizational structure to be featured in this
newly expanded operation? Explain your answer.
Critical Thinking Chapter 3
organizational design The process by which managers make specific organizing choices that
result in the particular kind of organizational structure they will use.
organizational structure A formal system of task and reporting relationships that coordinates
the activities of members so that they work together to achieve organizational goals.
professional bureaucracy An organizational structure in which professionals self-impose
standardization and formalization, often in compliance with governing bodies.
responsibility (or accountability) The obligation to complete tasks as assigned by an employ-
ee’s immediate supervisor.
simple structure An organizational structure dominated by a strategic apex but having little
formalization or complexity; almost everyone reports directly to the owner of the business, and
the organization chart is flat because there are few, if any, reporting layers.
standardization The use of a series of job titles that are exactly the same, and the assignment
of workers to perform the same activities.
task An action or activity performed by an employee as part of his or her job.
Critical Thinking
Review Questions
1. Define organizing, organizational structure, and organizational design.
2. What is a job?
3. What are the three steps of job design?
4. Define departmentalization, and name the six major forms.
5. What types of companies match with each of these forms of departmentalization?
a. function
b. product
c. customer
d. geographic area
e. matrix
6. Define authority and responsibility.
7. Define centralization/decentralization, standardization, formalization, and mechanization/
computerization.
8. Define mechanistic and organic forms of structure.
9. What four characteristics apply to most organizations, according to Max Weber?
10. What kinds of companies should employ the simple form of organizational structure?
11. What kinds of companies should use the machine bureaucracy structure?
12. What kinds of organizations should feature a professional bureaucracy structure?
13. What kinds of firms should use the divisional form of structure?
Critical Thinking Chapter 3
14. What types of organizations are best suited to the adhocracy form of structure?
15. What are some common goals of the organizational design processes?
Analytical Exercises
1. An organization’s structure has been likened to the skeleton of the body. To continue that
analogy, what part is the company’s mission? What parts are individual jobs? What parts are
the departments?
2. Briefly describe how a company such as FedEx or UPS could use the time-and-motion study
process in conducting its operations in each of these areas:
• receiving packages for delivery at designated stores
• sorting packages
• making deliveries to individual customers and businesses
3. Create job specifications for the following positions:
• laborer at Burger King
• heavy equipment operator for a construction company
• salesperson for tractors and farm equipment
• information technology specialist to be a web master
4. Which form of departmentalization is the best match for the following companies? Explain
your answer.
• local dry cleaner
• T.G.I. Friday’s
• Greyhound Bus Lines
• GEICO Insurance
• Ford Motor Company International
5. Marjorie is the chief accounting officer in her company. She has five junior accountants under
her supervision. She serves as head of the workplace safety committee in the firm. She has
expertise in the area of internal auditing, and lately the firm’s CEO has asked her numerous
questions about the firm’s most recent audit. What types of authority does Marjorie hold in her
current situation? Can you think of some ways that the forms of authority may conflict with
one another? Explain your answer.
6. Indicate which of the following personality characteristics would fit with a centralized and
mechanistic organization, and which would be a better match in a decentralized and organic
organization. Explain your choices.
• high need for autonomy
• high need for continuing performance feedback
• enjoys working with others
• enjoys problem solving
• prefers direction and role clarity
Critical Thinking Chapter 3
7. “Among the many weaknesses of the divisional structure are the duplication of activities and
potential for counterproductive inter-market competition for customers. This form is not
only inefficient but can limit opportunities for cooperation across market segments and waste
resources.” This statement applies to conglomerate organizations. Can you think of a structure
that is better suited to multiproduct, multiservice companies? Defend your answer.
8. Explain how the following structures somewhat match each other:
• functional structure with simple structure
• machine bureaucracy with centralized, mechanistic structure
• professional bureaucracy with decentralized, organic structure
• divisional structure with departmentalization by product