Performance Optimization Through Effective Management
An organization is a network of people striving to achieve their targets, synchronize their activities to enhance the harmony to build a strong team as well as protect the network from crumbling by means of mutual trust and behavior. It is imperative for the management to define the structure and hierarchy as well as the techniques that help the organization to efficiently function. Here are some means to make your organization to function efficiently and you’re your team stand apart from the crowd.
Training of Subordinates: The better the training of subordinates, the fewer the number of necessary supervisors. Well trained subordinates require not only less of their manager’s time but also less contact with their managers. ‘On the job’ training programmes have found to be more effective in industries which are labor intensive. Coaching and mentoring improve the understanding and efficiency of the workforce and help them to maximize their effort and in turn productivity.
Clarity of Delegation of Authority: The most serious symptom of poor organization affecting the span of management is inadequate or unclear authority delegation. If a manager clearly delegates authority to perform a well defined task, a well trained subordinate can get it done with the minimum of manager’s time and attention. But if the subordinate’s task is not clearly defined, either the task will not be performed or it will be a colossal waste of time for the manager to supervise and guide the subordinates’ effort.
Clarity of Plans: The character of a subordinates’ job is defined by the plans to be put into effect. If these plans are well defined, if they are workable, if the authority to undertake them has been delegated, and if the subordinate understands what is expected, little of a supervisor’s time will be required. Such is often the case with a production supervisor, who bears the responsibility of achieving targets within the stipulated time period. If the plans cannot be drawn accurately, subordinates must do much of their own planning where they may lack direction. On the other hand if the superior has setup clear policies to guide decisions and has made sure they are consistent with the operations and goals of the department, work becomes simple and easy for the subordinates to follow.
Communication Techniques: If every plan, instruction, order or direction has to be communicated by personal contact and every organization change or staffing problem has to be handled orally, it slows down the managerial activity. The ability to communicate plans and instructions clearly and concisely also tends to increase a manager’s span. At the same time the subordinate’s job is greatly facilitated by superiors who can express themselves well. A manager’s casual easy style may please subordinates, but it reduces the effective span of management and lowers morale as well.
Amount of Personal Contact Needed: Many situations cannot be completely handled with written reports, memorandums, policy statements, planning documents and other communication techniques that do not involve personal contact which an executive find it valuable. There are other situations in which the best way of communicating a problem, instructing a subordinate, or “getting a feel” of how people really think is to spend time in personal contact. The high percentage of time spent in meetings and committees might be reduced some what by better training, better policy making and planning, clearer delegation, more thorough staff work, better control system and objectives standard.
Studies have revealed that, effective spans were narrower at lower and middle levels of organization but were increased at upper levels and size had little effect at lower levels but a positive effect at middle levels. An entrepreneur can identify which organizational structure suits his mode of operations, and also transform a dream into a profitable venture by operating outside the organizational structure also.