CO-ORDINATION

CO-ORDINATION


Coordination is the orderly arrangement of group efforts to provide Unity of Action in the pursuit of common objective. Co-ordination is a formal term whereas Co-operation is a voluntary deed.

“Coordination is a process of so arranging group activities in relation to time, place and effort that each item will take care of itself according to the need of the situation.” Spriegel

“To co-ordinate is to harmonize all the activities of a concern so as to facilitate its working and its success.” Fayol

Objectives, Importance & Significance
The need of coordination arises when two or more persons work together to achieve the common objective. Following points brings out its importance:

(a) Growth in Size: In a large organization, the numbers of employees are more. It is not possible for the manager to keep track and personal contact with each and everyone of them. Hence, as per growth of the organization, the enhancement of coordination should also be there for better interpersonal relationship, better communication and keep harmony among them.

(b) Specialization: In modern business, every individual concentrate on one type of work through out his career. His outlook becomes narrow and he tends to overemphasis on his work. So, coordination is necessary to create Unity of Action in the midst of diversity of task.

In other words we can say that, every department in the organization is headed by a specialist, who tries to over emphasis his role. Co-ordination of diverse activities of various departments is of utmost importance otherwise there may be utter confusion and chaos.

(c) Human Nature: Mostly, the human beings are selfish in nature and they prefer their personal interest and even their own department. Coordination is required to have better cooperation and support within and between other department and employees.

Techniques/Methods of Co-ordination

(i) Defining clearly authority and responsibility.
(ii) Formulation of clear-cut policies and procedures.
(iii) Mutual communication.
(iv) Existence of community of interest.
(v) Effective Leadership.
(vi) Effective Control.
(vii) Voluntary Co-operation.
(viii) Sound organizational structure and manuals.
(ix) Balancing, timing and integrating.

1. Defining clearly authority and responsibility: In an organization there are several vertical and horizontal authority relationships. Authority flows from Top to the bottom. Responsibility cn be fixed only when the authority and its source is clearly demarcated.

2. Formulation of clear-cut Policies and Procedures: Co-ordination becomes very easy if there are clear-cut and well-defined policies and procedures. It will ensure unity of action. The subjective handling of the problems is completely ruled out when set policies and procedures have been established.

3. Mutual Communication: Effective communication is essential for co-ordination. Direct communication helps to resolve the individual and departmental difference. Various types of communication include departmental news, reports bulleting, group or committee meetings etc. Through discussion, mutual exchange of ideas takes place and it helps in bringing harmony among the different the different departments of an enterprise.



4. Existence of Community of Interest: In order to have an effective co-ordination, it is essential that there should be a common understanding of the main objectives of the organization. Every member of the organization must consider his individual interests subordinate to the interests of the organization.

5. Effective Leadership: A good leader creates confidence among his subordinates and effectively resolves the differences, if any, of the people working under him. Effective leadership is sure to promote co-ordination at all levels beginning from the planning stage to the implementation stage.

6. Effective Control: When an integrated control system is in existence, it automatically ensures coordinated group efforts. With the help of control charts, the management can immediately come to know the degree to which the various activities have been coordinated.

7. Voluntary Co-operation: Voluntary co-operation facilitates co-ordination. If all the members of the organization work as a team, the results can automatically follow. Whenever conditions are ideal, the management should try to secure voluntary co-operation from the members of the organization.

8. Sound Organizational Structure: It is very essential for co-ordination. There should be organization charts, job descriptions, work manuals etc, as these help to a great extent in securing co-ordination.

9. Organizational Manuals: Organization manuals are drawn by large-scale organization for the organization as a whole and then for different departments and sections. These manuals lay down the general philosophy of the organization and serve as a guide to the understanding of the business and appreciation of the role of each section or department.

10. Appointment of Liaison Officers: Certain organizations also appoint liaison officers who act to serve as a link between two individuals or departments and coordinate the activities of different individuals.

11. Balancing, timing and integrating: Louis A Allen has given the following 03 techniques:

(a) Balancing: It means that the management must always keep a proper balance between the different activities of the business.

(b) Timing: This technique lays down the time schedules of various activities in such a manner that they support and reinforce each other.

(c) Integrating: This is a technique by which the diverse interests are unified for the achievement of organizational objectives.


Difficulties in Effective Co-ordination

(i) Lack of clearly defined authority and responsibility.
(ii) Lack in formulation of policies and procedures.
(iii) Lack in effective mutual communication.
(iv) Lack in existence of community of interest.
(v) Lack of effective Leadership.
(vi) Lack of effective Control.
(vii) Lack of voluntary Co-operation.
(viii) Lack of sound organizational structure and manuals.
(ix) Lack in balancing, timing and integrating.