We are
going to consideration is on span of control. In every organization, it must be
decided how many subordinates that should report to a superior officer. We are
going to see how the issue of allocating subordinates to superior officers
gives rise to different structures in an organization.
The
differences because of the differences in levels. And the differences in levels
occur because of the differences in the number of subordinates that the manager
can handle. We will examine the structures carefully, while doing this, it will
enable us in turn to determine the advantages and the disadvantages as well as
that are associated with each of the structures.
Explanation of Span of Control
Span
of control is simply the desirable member of subordinates that reports to the
manager. It is often said at than at the top level of candidates of about four
to weight subordinate at a lower level. We must point out that there is hard
and fast rule concerning the desirable number that should report to a manager
in an organization. What is desirable in one organization may not work well in
another organization. This means that span of control is a matter of trial by
error. Also, span of control varies from one organization to another.
Narrow span of Control
This
refers to a situation where few subordinates reports to a manager. Due to the
number, many levels of position are created. Because many levels are created,
the structure of the organization that will result it is Tall-Shaped one.
Remember
that what gives rise to the tall shaped structure is the narrow span, that is,
few subordinates reporting to superior officers.
There
are advantages as well as disadvantages associated with organizations having
tall shaped structure. We will consider them
Advantages of Tall-shaped Structure
1.
Close Supervision
This
is one advantages of tall shaped structure. There is close supervision which is
necessary in a situation where a subordinate is new on the job and can easily
make mistakes that can be fatal to the organization. By closing supervising him
because of the few number of them reporting to a manager, the incidence of
mistakes is minimized. Close supervision is also necessary where the work of
subordinate is of sensitive nature or where the work of the subordinate is such
that if there is an error of judgment it could be dangerous to his life and the
effect could spread to the entire organization.
2.
Close Control
Close control demands that the manager looks
at the work of the subordinate and companies that output again the standard
that has been set. This is to detect if the subordinate is doing the right
thing. If he does, it means the standard is being achieved. But if a different
picture results, this means that there is a negative deviation, that is, the
subordinate has deviated from the standard set.
A controlling measure should be quickly put
in place so as to correct the situation. The ability and urge to detect the
deviation and putting the corrective measure is as a result of close
supervision. The mistake has been detected in time before creating a damaged effect.
3. Fast Communication between the
Subordinate and Superior
When
to the smallness in number, the subordinates can easily interact with their
manager. Whatever the firm of communication, either by oral or written, the
level of interaction is less cumbersome, time saving, and satisfactory. A
problem can quickly be brought in promptly investigated, analyzed and solution
suggested and effected.
4.
Quick Decision Making
The
manager and his subordinates can spend less time in taking decision. This is
due to few persons involved. Unnecessary arguments are reduced and opinions
needed to arrive at a decision are from the few persons involved. In the same
venue, decisions can easily be evaluated in the light of the organization’s
objectives.
Disadvantages
of Tall-shaped Structure
1.
Too much involvement in subordinates Job
One
disadvantage of a tall shaped structure is that superior tends to get too
involved in the work of the subordinates. This sometimes gets into the nerves
of the subordinates resulting in cold behaviours. Sometimes, the subordinates
argue that they are not allowed to exercise initiative and this reduces their
level of creativity. This is also the feeling of less job satisfaction because
of the closeness of supervision. The subordinate is too proud of the outcome of
the job because he finds it difficult to separate his own efforts which he was
to admire and be proud of and the efforts of the superior officer.
2.
Too Many Levels
The
tendency to divide activities and arising the activities to the individuals and
few individuals to a manager result in tall shaped structure with too many
levels. This creates problem of communication from the lowest level in the
organization to the top levels. This is because information from below has to
pass through the various levels. In the process, some piece of the information
will be distorted
Too
many levels again create high costs. This is because the levels and the
positions arising from them must be filled with personnel who will draw their
salaries and wages. Officers need to be provided and these officers must be
furnished and equipped. All these and more are what the accountants call
overhead costs.
Wide Span of Control
On
the other hand, when many subordinates report to a manager, the result is fewer
levels of positives and a flat shaped organization. There are again advantages and disadvantages
associated with this type of structure.
Advantages
of Flat-Shaped Structure
1.
Superiors are forced to delegate
In
a flat-shaped structured, superior officers must delegate. This means there is
a limit to the activities a manager has to perform, and of necessity he has to
give excess activities to the subordinates with the accompanying authority.
Also, by the nature of the job such as consultancy will force the manager to
always have as many subordinates as possible with whom he consults with
regularly.
2.
Clear Policies must be made
Every
member of the organization should be able to know what the policy of the
enterprise is, what objective(s) that has emanated from the policy and so on.
This is important because the manager has no time to be explaining to the many
subordinates what the organization policy is and the objectives necessary to
implement the policy are.
3.
Subordinates must be carefully selected
This
is important and is advantageous. It ensures good quality workforce. They
should understand what is to be done, how to do it and when to do it without
the prompting of the manager. In other words, in the absence of the manner for
whatever reason the work must go on smoothly.
4.
Good Quality Decisions
Due
to the large number of subordinates that is usually participated in decision
making, the quality of such decision is high. Many subordinates are involved
and all shades of opinion considered before the final decision.
Disadvantages of Flat-shaped Structure
There
are also a set of disadvantages associated with tall-shaped structure. The
major ones are the following:
1.
Overloaded superiors can become bottlenecks
When superiors are loaded with many
subordinates to supervise, to take a decision demands a great deal of time.
Decisions can further be delayed if the superior does not know the techniques
of organizing and managing meetings.
2.
Danger of supervisor’s loss of control
Some
superiors may lose control of their subordinates. Instead to checking,
monitoring and evaluating subordinates actions to ensure compliance with
organization’s objectives, due to loss of control, the subordinates do thing
they feel like performing.
3. Require
exceptional quality of Mangers
Wide
span of control demands that the manager should possess those exceptional
qualities that will make them to handle those sub-ordinates under them. In
practice, however, it is often found out that the quality is not there.
Conditions for Span of Control
Necessary
conditions for appropriate span of control include the following:
1.
The capacity and skill of the manager
2.
The type of direction and control exercised on subordinates
3.
The available time the supervisor can spend on the job
4.
The type of relationship existing between the manager and the subordinates
5.
The overall size of the organization
6.
The level of difficulty or ease of operation of machines.
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