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Educational Management

Notes 3. Grouping and sub-dividing the work within each function : In this step, it is decided how
best the activities can be grouped on the basis of similarity or relatedness. The activities of a
production department, for example, can be divided into a number of workshops where
production will actually take place. Besides, separate sections may be created for such production
related activities as quality control and repairs. The activities of other departments can similarly
be sub-divided. This division and sub-division of activities goes on till individual positions
have been created for performing all types of work in an organization. The reasons of dividing
and sub-dividing functions and activities are as follows :
(i) The total work may be so large that it cannot be done by a single individual or by a few
persons.
(ii) If the work is divided into smaller units, it becomes easy to assign work to individuals who
have the necessary skill and knowledge to perform the, work efficiently.
4. Establishing relationship among individuals and groups : Heads divide activities to increase
efficiency and to ensure that work is properly done. The activities which are performed by
persons holding different positions must be related. The responsibility, authority and
accountability of each person must be well defined. This is necessary to avoid conflict and
confusion and to ensure that work is performed as planned. Establishing relationships among
individuals and groups is, therefore, an important aspect of the organizing process. It would be
useful at this stage to explain the meaning of responsibility, authority, and accountability.
(i) Responsibility : Responsibility is the obligation of a subordinate to perform the assigned
duties. When subordinate accepts duties, he has to perform those duties in the manner
desired by the superior. Duties are assigned to subordinates when a manager has to share
the work with them.
(ii) Authority : When a person is given certain duties to perform, he must be given necessary
authority also. Otherwise, he will not be able to do the work. A typist, for example, cannot
do the typing job if he is not given the right to use facilities such as a place to sit in, a table,
a chair, a typewriter, typing and carbon papers. etc. Authority includes the right to take
decision, right to issue orders and the right to take action if orders are not carried out. An
engineer responsible for the construction of a bridge has the authority to command his
subordinates, procure the needed material, seek assistance of architects and other experts
in the completion of the project. No person should be given any authority unless certain
duties have been assigned to him. Authority should always follow responsibility.

General Manager

Production Manager

Authority Responsibility
Superintendent

Foremen

Workmen

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