Accountability is more formal and absolute than responsibility.It is the obligation of a subordinate to respond back to his immediate subordinate about the detail information of the job entrusted to him and that has been completed.One has to report back formally to his superior at the completion of given task or whenever instructed by the superior.
When a superior assigns a certain job to his subordinate and delegates necessary authority to complete the assigned works, it becomes responsibility of the subordinates to complete the job according to the prescribed standard.For the completion of accountability, the fair use of authority and proper discharge of responsibility are necessary.Accountability cannot be delegated to others even to subordinates.It is the obligation of subordinates to complete the work by himself and report back to superior in due time.
"Accountability is the obligation of an individual to report formally to his superior about the work he has done to discharge the responsibility"
-McFarland
Therefore, accountability is the enforcement for the timely official report from the subordinates about the job entrusted to him.However, clear definition of authority and responsibility to the subordinates is necessary to complete accountability.
RESPONSIBILITY:CONCEPT AND FEATURES
Responsibility is the obligation to perform the given work to the beat of one's ability and knowledge.It is the duty given to the subordinate by their superior which should be properly and efficiently carried out according to one's capability.Some have the opinions that responsibility is the task given to the subordinate according to his status and position in the organization.However, responsibility is not only the duty given by the superior but it is the obligation to complete the assigned task efficiently.
"Responsibility is the duty to which a person is bound by reason of his status or task" -M.E.Hurley
"The obligation of a subordinate, to whom a duty has been assigned to perform the duty" -Koontz and O'Donnell
"Responsibility is the obligation to perform delegated duties and tasks"
-Stephen P.Robbins
Responsibility is a personal obligation and it is absolute.It cannot be delegated to other subordinate or other personals.Thus, it is the obligation that a subordinate has to complete for the achievement of organizational objectives.
"Responsibility is the duty to which a person is bound by reason of his status or task" -M.E.Hurley
"The obligation of a subordinate, to whom a duty has been assigned to perform the duty" -Koontz and O'Donnell
"Responsibility is the obligation to perform delegated duties and tasks"
-Stephen P.Robbins
Responsibility is a personal obligation and it is absolute.It cannot be delegated to other subordinate or other personals.Thus, it is the obligation that a subordinate has to complete for the achievement of organizational objectives.
DELEGATION OF AUTHORITY:OFFICE MANAGEMENT
The process of assigning of specific works to individuals within the organization and providing them right to perform those works is delegation.Delegation of authority is most significant concept and practice which affect to managerial functions and overall works of the organization.Management is the art of getting things done through the subordinates.The expansion of volume and diversification of line of business makes impracticable to handle all the business by a single manager.Thus, the concept of delegation of authority to subordinate comes into practice in present day business organization.Here, manager delegates some authority to his subordinates along with responsibility which develops the feeling dedication to work among the subordinates.The top level management plays only the role of supervisor and visits them to provide guidance, suggestion and instruction.this concept, on the one hand, minimizes the work load of manager, and on the other hand, develops the overall working efficiency of the organization.
"Delegation of authority merely means granting of authority to subordinates to operate within prescribed limits." -Theo Haimann
"Delegation of authority means assigning works to others and gives them authority to do it." -F.G.Moore
Thus delegation of authority is assigning works to others and giving them necessary authority to do the same works in effective manner.The concept of delegation of authority has develop due to the development of size of business and it's complexity.The manager has to delegate some of his right to subordinates along with specified responsibility.It is essential for the completion of works in effective and timely manner.
"Delegation of authority merely means granting of authority to subordinates to operate within prescribed limits." -Theo Haimann
"Delegation of authority means assigning works to others and gives them authority to do it." -F.G.Moore
Thus delegation of authority is assigning works to others and giving them necessary authority to do the same works in effective manner.The concept of delegation of authority has develop due to the development of size of business and it's complexity.The manager has to delegate some of his right to subordinates along with specified responsibility.It is essential for the completion of works in effective and timely manner.
MEANING AND CONCEPT OF DERPARTMENTATION:OFFICE MANAGEMENT
The process of logical grouping of similar nature functions into manageable units for the purpose of overall coordination of organizational resources is departmentation.In an organization many people perform various activities in different situation.Their nature,process and procedure may vary.It is not possible to perform all the works at a time and also by group of people.It is essential to classify activities into manageable units.the process of logical grouping of similar functions into manageable units for the purpose of overall coordination of organizational resources is departmentation.Thus departmentation divides the large and complete organizational function into smaller and flexible units to complete the work in efficient and effective manner.
"Departmentation is the means of dividing a large and monolithic functional organization into smaller flexible and administrative units" -Louis A, Allen
"The process of combining jobs into groups is termed departmentation" -Ivaneevich, Donnelly, Wilson
The concept of departmentation develops with performance of the work in systematic and efficient manner.Generally, works are divided into small manageable units according to the nature and entrusted to a departmental head.Departmental head is responsible for each and every work of the concerned department.
Departmentation maintain to facilitates to maintain communication, coordination and control among all the resources of the enterprise and finally contributes to gain organizational goals.It creates a separate unit with some independent responsibility to departmental managers who in turn improve their working efficiency and effectiveness.Besides, it also facilitates to supervise and to maintain control over all functional units and thus expansion of the organization becomes easier.
INFORMAL ORGANIZATION
Informal organization is also known as unofficial relationship which is not formed by the management.It is developed within the framework of the organization due to social interaction and interpersonal relationship.Man is a social relationship and wants to maintain social relationship with many social elements.When a large number of people work together in formal organization, they come to interaction with each others and develop personal and social relationship on the basis of their likes and interest.The development of such relation among members is informal organization.Generally, small informal groups are formed in large formal organization.These may be based on caste, ideology, language, religion, emotion, culture or tradition.
According to Chester I Bernard,"Informal organization is joint personal activity without conscious common purpose through contributing to joint result."
According to keith Davis,"Informal organization is the network of personal social relationships, not established or required by formal organization".
Thus informal organization is not predetermined but develops automatically among the members of the organization through friendship.
FORMAL ORGANIZATION
A formal organization is formed officially to achieve common goal.It is a structure of well defined jobs with a prescribed system of communication, coordination and delegation of authority.The structure is deliberately designed to enable people to work together for the achievement of common objectives.Under this structure there is a well designed job for each individual to make effectiveness of their efforts.There is a clear defined official relationship between superior and subordinates in the organization to achieve defined objectives.
According to SCOTT,"A formal organization is a system of coordinated activities of a group working towards a common goal under authority and leadership."
According to KOONTZ and WEIHRICH,"Formal organization means the intentional structure of roles in a formally organized enterprise."
Formal organization emphasis to work establish rules and regulation of the enterprise.There is a official line of communication among all the employees.There is a chain of official relation between superior and subordinate.Top level management play a key role to maintain coordination and mutual relation among all the formal structures to achieve common objectives.However, the achievement of organizational objectives depends upon ability of subordinates and management.
SPAN OF CONTROL
Span of control is also known as span of management or span of supervision.it is the part of management which suggests for keeping a limited numbers of subordinate under a supervisor so that he can be able to supervise them effectively.In an organization, many departments may be formed on the basis of nature of work and in each department many subordinateare appointed.A supervisor or departmental head is appointed to take the responsibility of supervision of each department.under a supervisor there must be a limited number of subordinate for effective supervision which is known as span of control.
A supervisor can manage his subordinates according to his time availablity, his capacity and nature of work.In order to maintain attention to workand for effective completion of works, a managershould have a limited number of subordinates.
The concept of "SPAN OF CONTROL" was firstly propounded by V.A.Graicunas, a french specialist in 1933.The concept of span of control was propounded for effective management of human resource as well as to minimize supervision cost.A manager cannot supervise and control the large number of subordinate in effective manner.Similarly a small number of subordinate under a superior reduces cost of the organization.Thus span of control is essential to be maintain in the organization.
A supervisor can manage his subordinates according to his time availablity, his capacity and nature of work.In order to maintain attention to workand for effective completion of works, a managershould have a limited number of subordinates.
The concept of "SPAN OF CONTROL" was firstly propounded by V.A.Graicunas, a french specialist in 1933.The concept of span of control was propounded for effective management of human resource as well as to minimize supervision cost.A manager cannot supervise and control the large number of subordinate in effective manner.Similarly a small number of subordinate under a superior reduces cost of the organization.Thus span of control is essential to be maintain in the organization.
