Organisational structure and process management
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Twitter An organizational structure is a fundamental tool that reflects the arrangement of an organization’s resources. In In a process-oriented organization, the organizational structure is subordinate to the processes and ensures that people are assigned to organizational units in such a way that they can collaborate as effectively as possible while carrying out the processes and do not have to deal with unnecessary administrative and control tasks as the process moves through several organizational units.
Graphical Representation of the Organizational Structure
In virtually all organizations, it is customary to represent the organizational structure graphically. The so-called “spider diagram” is often created using a variety of graphics programs and laboriously redrawn with every organizational change. Information about the content of the individual sections of the organizational chart is then scattered across various policies, job descriptions, and other documents. Each organizational change may then require reviewing and updating all related documents.
Within the framework of an integrated management system, we now have a different approach to creating and managing the organizational structure. It should be a dynamic system that automatically links information from processes, projects, objectives, and metrics, competency models, and other system elements to the relevant fields in the “spider” diagram. With a single click, this information is then provided, for example, in the form of job descriptions, training requirements, or overviews of organizational units’ involvement in processes. The interconnection of the organizational structure with other elements of the integrated management system also significantly streamlines the preparation and implementation of organizational changes.
ATTIS fulfils all the above requirements. It supports job systemization, allows the use of process roles and has many other features.
What does job systematisation mean in practice?
The primary goal of job classification should be the effective utilization and management of human resources —their capacities and abilities in relation to the organization’s current and future performance. Within the job classification system, jobs and the roles they comprise are organized to meet the requirements of the organization’s processes, facilitate the organization’s ability to respond to change, and significantly streamline the processes of evaluating and developing people within the organization.
ATTIS includes a modular, integrated workstation management system that is linked to all other components of the integrated management system.
Work roles and their use
Roles within an organization are an important part of systematizing job descriptions and linking them to the organization’s processes and projects.
A role involves specific activities within processes that are consistently performed by a certain group of people within an organization. For example:
The role of “Employee”:
defines the common responsibilities of all employees, whether they are rank and file or senior managers.
The role of “Manager”:
It defines the common responsibilities of all managers in planning, managing people, and so on.
Each role includes a basic definition of responsibilities and authorities, as well as links to the processes carried out within that role. Competency models are created for these roles. When creating a job description, the relevant roles are assigned to that position. If a role or the processes associated with it change, these changes are automatically reflected in all job descriptions that include the modified role.
ATTIS fully supports working with roles when creating job descriptions and linking them to processes.
In a well-managed organisation, the organisational structure must include matrix elements – i.e. the assignment of people to process and project teams.
Workplace and job description
Every organization should make it a priority to ensure that each of its employees has the easiest possible access to all information describing their job.
This information includes:
- relations of superiority and subordination,
- organisational integration, powers and responsibilities,
- the necessary knowledge and skills,
- the internal regulations that apply to the job, as well as details of the employee’s involvement in the organisation’s processes and projects,
- targets and an overview of their achievement.
It is virtually impossible to maintain a comprehensive job description that also dynamically responds to changes in the organisation in text form. Integrated management system support tools, such as ATTIS, allow job descriptions to be generated and maintained automatically as all system elements are set up and changed.
Use of matrix structures
In a developed process or project management environment, people are assigned to different work teams and groups with different leaders. The employee is thus assigned to one line organisational unit but is used in multiple executive groups or teams.
ATTIS supports job management using work teams and groups.
Functional management and the importance of the organisational unit
Functional management is an approach to management that is based on a fixed definition of functions within the hierarchy of the organisational structure. Work practices are based on vertical supervisor-subordinate relationships, with minimal direct horizontal cooperation. An alternative is horizontal approaches to management that focus on the smooth flow of activities across the organisation – process and project management.
ATTIS enables a smooth transition from functional to process or project management, or a combination of all these approaches if the nature of the organisation requires it.
What is the relationship between processes and organisational structure?
Processes are organized activities that flow seamlessly across an organization to create and deliver the output expected by a specific customer. The organisational structure creates an arrangement of the organisation’s resources that enables the processes to be executed smoothly and efficiently. Thus, the organizational structure is a tool that supports process performance.
ATTIS systematically links the organizational structure and process model of the organization. It thus makes a significant contribution to optimising processes in the organisation.
Related: Process Management, Process Control · Webinar: Human Resources (HR) Module