Organizing Chart: Hats and What's Underneath?

Postado 2024-09-23 14:40:42

6KB

Do we really need structure...

It is good if everything works smoothly in the company: work is in full swing, and all actions are implemented according to a clearly defined organizational structure. Unfortunately, in many companies, there is a different picture: constant blockages and overload of employees, failure to meet deadlines, delays in decision-making, curtailment of new promising projects due to the load of old ones and a mountain of papers and problems in which the manager or business owner is involved.

All this happens due to the lack of structure and clear distribution of responsibilities, which causes low growth rates of the company.

What needs to be done to make the company's work structured, and management transparent and comfortable? Before we move on to the most important thing, one more small preface, or a life hack for solving some of the problems!

Hat or job description?

Let's go back to the very beginning. An employee comes to work in the company, and your HR hands him a job description. It includes the position of the new employee, the department in which he works, functional duties and a system of fines for their non-fulfillment. How much time passes between the moment of receipt of this document and the employee's mastery of his work?

There is nothing in this document that could help a newcomer to take office. He does not understand what actions he needs to perform, in what time and why it is necessary.

It is important that each employee in his place understands his job duties, the usefulness of his work and the area of responsibility that is assigned to him. At the same time, it is important not only to prescribe job responsibilities in the regulations, but also the employee's understanding of the valuable end product that he or his department produces, and the result for which they are responsible.

If an employee does not understand what makes up his product, what he is responsible for in this company, then he cannot take on this responsibility and perform the work competently.

To solve this problem, the company uses a "hat" - a document that includes a selection of all instructive, methodological and training materials that are needed to fully master all the functions of this position. These materials are accompanied by a "checklist", that is, a list of educational tasks that includes both theory and practice. Educational tasks are arranged in a strict order from simple to complex, and they are so complete that they are enough to perform all special functions.

Let's get back to our employee. After receiving and reading the instructions and not mastering the only important thing - what to do and why, he will be introduced to the employees (or maybe not, maybe the organization is so large that it is not even expedient), and several months of travel will await him, accompanied by trial and error, to meet bitter experience and awareness of his activities.

What is an organizing chart and what is its main advantage?

An organizing chart is a diagram that shows the positions, responsibilities, sequence of actions, and powers of each department in the organization. The advantage of the Org Board is its accessibility and materiality. An Org Board is a document that describes the company's product and the main business process leading to it.
It includes the functionality of the company's divisions (a list of positions in each department and their key responsibilities), the result of the activities of each department, organizational relations, etc.

The first function identified within the framework of the organizing scheme is administrative.
It is responsible for defining the goal, strategy, technology, market, etc.

The second function is the function of building and personnel, which is responsible for providing the company with qualified personnel and building an effective workflow. In the area of responsibility of this department, work with personnel: hiring, accounting, induction, compliance with rules and standards, internal communication system of the company. The Shared Use Center of this branch is the company's working business processes and employees who effectively perform their duties.

In order for the client to purchase a product, promotion is necessary, so the third function is distribution (advertising, marketing, sales) – the area of responsibility of the distribution department.

The fourth function is financial. All financial flows are controlled in the finance department, where the main task of the department is to increase material and monetary assets and financial order.

The production function is provided by the technical department. It is responsible for the production of the product. In our company, the product is the implementation of a CRM system, corporate portal modules, and the work of the technical department begins at the time of the audit with the client and ends when the configuration is carried out or the modules are installed.

The function of quality and qualification implies checking and correcting the quality of the product, as well as training the company's personnel. This department is needed to track feedback from customers so that they return in the future. The quality of the product can also increase from the advanced training of employees, their professional training.

The final function is public relations or PR. This division helps you reach new customers through work with partners, events, media, and other people, and influence future interactions with them. The success and achievements of the company are something that the public should know about, because it is thanks to this that the image and reputation of the company increase.

How to use it in practice?

One of the ways to visualize the organizational chart of the company is an ordinary Whatman paper, which depicts a flowchart, which reflects the functions, positions and persons who hold these positions. All this is done to avoid production downtime, conflicts, thanks to the understanding of the area of responsibility of each employee of each department.

One of the drawbacks of this representation of the Org Board is its placement. Each employee must have access to the scheme, which causes difficulties in large enterprises with a staff of 200 people, located on different floors or in different branches. Then the Whatman paper will come in handy more. As a solution to this problem, an electronic presentation of the scheme is in the public domain of all employees, for example, in the corporate portal of the company.

With the help of additional modules in the scheme, you can also easily place not only the structure of the company in the form of "employee - head of department - line of subordination", but also create a valuable final product for each department and employee, make a link to the employee's work folder, where all his job descriptions, methods, everything that is the basis of work will be displayed, on which he works every day.