In our review of basic management principles we are using the Kootz and O’Donnel definition of management functions. These functions are Planning, Organizing, Staffing (some management theorists combine organizing and staffing into a single function) Directing and Control. We have reviewed in previous articles the functions of Planning and Control. In this article I would like to discuss Organizing and Staffing. Many experts consider these two tasks to be closely interrelated and essentially one task.
To achieve an organizational objective, you will devise a plan. In the course of this planning function, you will begin to identify the resources you will need to accomplish the objective. You are beginning the Organizing function.
The plan will give you most of the information you will need to identify resources. You will be determining all resources: materials, equipment, personnel skills, time and budget. The better you can identify your resources, the fewer surprises you will see. Organizing can include the following steps:
- Identify the activities or sub-tasks that must be accomplished.
- Group these activities according to the skills required to complete them.
- Establish the sequence in which these activities must be completed.
- Assign personnel to each activity.
- Delegate authority and responsibility for the accomplishment of each activity.
- Coordinate these authority and responsibility relationships. To whom do these activity leaders report and what and when should they report.
In regards to personnel and staffing, you should be cognizant of selection of personnel based on skill requirements, and time requirements. Training may be required to ensure the work can be performed on time. Performance appraisals should be established and clearly explained to personnel before the project start. Rewards should be prepared for successful completion of tasks. These rewards should be commensurate with the level of effort. Equipment availability should be scheduled and materials ordered to arrive on schedule.
In conclusion, organizing and staffing is important to the ultimate success of the project or task. You want to assign the best person available and give them the resources and time to complete their work. By clearly defining the activities and sub-tasks; and by careful selection of personnel you will have increased the probability of a successful project and a motivated work staff.
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