ORGANIZATION PATTERN

OF EDUCATIONAL
INSTITUTIONS
 ORGANIZATIONAL STRUCTURE
• Organizational structure is the
formal and structured hierarchy
in an organization.
• The organizational structure of
colleges and universities is an
important guide to institutional
activity.
 Importance of Organizational Structure
• 1) Proper coordination
• 2) Higher productivity levels of the employees
• 3) Increased efficiency
• 4) Retain and attract expert and experienced
employees
• 5) Proper flow of communication
• 6) Job satisfaction
• 7) No duplication of work:
• 8) Specialization of the tasks and
responsibilities.
 ORGANIZATION CHART
• An organizational chart, also called
organigram, organogram, or
organizational breakdown structure
(OBS).
• It is a diagram that shows the
structure of an organization and the
relationships and relative ranks of
its parts and positions/jobs.
Types of organizational charts:
• There are four basic types of
organizational charts:
1. Functional Top-Down
2. Divisional Structure
3. Matrix Organizational Chart
4. Flat Organizational Chart
 1. Functional Top-Down
•A functional, top-down
organizational chart reflects a
traditional business structure.
• This structure shows the Head
at the top, followed by other
senior management, middle
managers, and so on.
 2. Divisional Organizational Chart
• A divisional organizational chart reflects
an organization organized along a
product line or specific geography.
• A company will use a divisional set up
like this when one division is sufficiently
independent from another.
 3. Matrix Organizational Chart
• A matrix organizational chart
reflects a company where
employees are divided into
teams by projects or product
lead by a project or product
manager, but also report to a
functional manager.
 3. Matrix Organizational Chart
• A matrix organizational structure
can help facilitate better, more
open communication and create
a flexible, dynamic work
environment that can easily shift
resources where they're
needed.
4. Flat Organizational Chart
• A flat organization structure will
show few or no levels of
management between executives
and all other employees.
• This type of structure empowers
self-management and greater
decision making ability for every
employee.
 Patterns of Organizational
Structure

• Chronological Patterns.
• Sequential Patterns.
• Spatial Patterns..
 Chronological Patterns.
• A chronological pattern of
organization arranges information
according to a progression of
time, either forward or backward.
• For example, topics of an
historical nature are best
organized using this pattern.
 Sequential Patterns.
•A sequential pattern of
organization is similar to a
chronological pattern, but
arranges information
according to a step-by-step
sequence that describes a
particular process.
 Spatial Patterns
•A spatial pattern of
organization arranges
information according to how
things fit together in physical
space; i.e., where one thing
exists in relation to another.
MANAGEMENT
OF FACULTY
 Management of Faculty – means...

• Management of Faculty /
Staff management is the
management of
subordinates in an
organization.
 Importance of Employee
Management
• Efficient Workflow. Inefficient
workflow is the biggest hurdle
to achieving productivity. ...
• Employee Productivity. ...
• Data Security...
 Importance of Employee
Management
• Lowers costs. ...
• Open Communication Policy....
• Trust....
• Rewards and Recognition....
• Performance Monitoring Tools.
 Strategies / techniques of
faculty management
• 1. Selection & Recruitment
• 2. Orientation programme
• 3. Job description
• 4. Job Specification
• Staff development
 SELECTION
• The selection process aims
at conducting interviews and
evaluating candidates for a
specific job, defined at
recruitment, selecting.
Steps in the selection process
• a) Initial Screening
• This is generally the starting point
of any employee selection
process. Initial Screening
eliminates unqualified applicants
and helps save time. Applications
received from various sources are
scrutinized and irrelevant ones
are discarded.
• b) Preliminary Interview
• It is used to eliminate those
candidates who do not meet the
minimum eligibility criteria laid
down by the organization. The
skills, academic and family
background, competencies and
interests of the candidate are
examined during preliminary
interview.
• c) Filling Application Form
• An candidate who passes the
preliminary interview and is found to
be eligible for the job is asked to fill in
a formal application form.
• Such a form is designed in a way that
it records the personal as well
professional details of the candidates
such as age, qualifications, reason
for leaving previous job, experience,
etc.
• d) Personal Interview
• Most employers believe that the
personal interview is very important. It
helps them in obtaining more
information about the prospective
employee.
• It also helps them in interacting with the
candidate and judging his
communication abilities, his ease of
handling pressure etc. In some
Companies, the selection process
comprises only of the Interview.
• e) References check
• Most application forms include a
section that requires prospective
candidates to put down names of a
few references.
• Such references are contacted to
get a feedback on the person in
question including his behaviour,
skills, conduct etc.
• f) Background Verification
• Employers often perform
background checks on employers or
candidates for employment to
confirm information given in a job
application, verify a person's
identity, or ensure that the individual
does not have a history of criminal
activity, etc., that could be an issue
upon employment.
• g) Final Interview
• Final interview is a process in
which a potential employee is
evaluated by an employer for
prospective employment in
their organization.
• h) Physical Examination
• A physical examination is
conducted to make sure that the
candidate has sound health and
does not suffer from any serious
ailment.
• i) Job Offer
• A candidate who clears all the
steps is finally considered right
for a particular job and is
presented with the job offer.
Factors influencing Selection Process
1. Nature of Post
The process of selection of employee
varies according to type of personnel
to be recruited.
2. Number of Candidates
Selection process depends on the
response of candidates to the
advertisement inviting applications for
the post.
3. Selection Policy
The selection policy and selection
process are inter-related.
4. Cost factor / Budge
The longer selection process entails
higher cost.
5. Level of Educational Qualification
and Experience and Exposure
The process of selection depends on
the experience and educational
qualification, and exposure required
for the post.
6. Attractiveness of the position
Some roles are more attractive than
others. The more attractive the role,
the more likelihood of attracting high
quality candidates.
 Recruitment
• Recruitment is the process of
attracting qualified candidates
for a job role and Selection is
the process of identifying and
selecting the right candidate for
that job.
Recruitment Process
 • 1. Recruitment Planning
• The vacant positions are analyzed and
described.
• It includes job specifications and its
nature, experience, qualifications and
skills required for the job, etc like
• Identifying Vacancy
• This process begins with receiving the
requisition for recruitments from different
department of the organization to the HR
Department.
• Job Analysis
• Job analysis is a process of identifying,
analyzing, and determining the duties,
responsibilities, skills, abilities, and
work environment of a specific job.
• Job Description
• Job description provides information
about the scope of job roles,
responsibilities and the positioning of
the job in the organization.
 • 2. Recruitment Strategy
Recruitment strategy is the second step
of the recruitment proces3. Selection
Policy
The selection policy and selection
process are inter-related.
• The development of a recruitment
strategy is a long process. The steps
involved in developing a recruitment
strategy include −
• Setting up a board team
• Analyzing HR strategy
• Collection of available data
• Analyzing the collected data
• Setting the recruitment
strategy
 • 3. Searching the Right Candidates
• This process consists of two steps −
• Source activation − Once the
manager verifies and permits the
existence of the vacancy, the search
for candidates starts.
• Selling − Here, the organization
selects the media through which the
communication of vacancies reaches
the prospective candidates.
 • 4. Screening / Short-listing
• Screening is the process of
filtering the applications of the
candidates for further selection
process.
• Screening is an integral part of
recruitment process that helps in
removing unqualified or
irrelevant candidates.
 • 5. Evaluation and Control
• Evaluation and control is the
last stage in the process of
recruitment. In this process,
the effectiveness and the
validity of the process and
methods are assessed.
 Factors affects the Recruitment
Process
INTERNAL FACTORS EXTERNAL FACTORS
• 1. Recruitment Policy • 1. Supply and
• 2. Human Resource Demand
Planning • 2. Labour Market
• 3. Size of the • 3. Goodwill /
Organization Image of the
• 4. Cost involved in organization
recruitment
• 4. Unemployment
• 5. Growth and
Rate
Expansion
ORIENTATION
PROGRAMME
 ORIENTATION PROGRAMME
• Employee orientation is a systematic
approach of an organization to deliver the
relevant information to the new hires so that
they can efficiently perform the given tasks.
• Employee orientation is the process of
introducing newly hired employees to their
new workplace.
• A good orientation program gives the
employees the freedom to ask and provide
feedback about how they feel about their
work.
 Purposes / Advantages
• Employee orientation makes the new
employees familiar with the
organizational culture, norms, code of
conduct, environment, people and
work.
• It develops trust and
commitment within the new hires for
the company as they feel positive and
satisfied with their joining decision.
 Purposes / Advantages

• It ensures long term

retention of the employees.
• It explains the individual roles
and responsibilities of each
person to avoid any confusion.
• Lower costs: Helping employees
becoming acclimated to their roles more
quickly means they can become
productive in completing their
responsibilities more quickly, which
lowers costs.
• Increase employee confidence: New
hires will gain confidence rapidly
because they understand the company's
expectations, systems and people early
on.
• Improve performance: An
orientation can help employees
develop relationships and build key
skills rapidly, which can improve
their overall performance.
• Reduce turnover: It reduces the
employee turnover, which is
beneficial to the organization.
• Inspire employees: It helps the
employees to the initiative.
• Close to the organization: By
orientation, the new employees
become close to the organization.
• Motivate the employees: It
motivates the employees to work
better.
• Create interpersonal
relationship: It helps to create
interpersonal relationship among the
new employees and old employees.
Types
• Formal Orientation: A proper and
planned orientation program is carried
out before the new employee is
onboard to acquaint him/her with the
work environment.
• Informal Orientation: The new hire is
directly onboard after a briefing on
his/her work. He/she is left by
himself/herself to acquaint with the
work environment and the team.
• Individual Orientation: The small
companies prefer to carry out
orientation program for a single
person individually since they don’t
hire in bulk.
• Group Orientation: Mostly, large
organizations that carry out bulk
hiring, execute a single orientation
program for the whole lot hired in a
given period.
• Serial Orientation: A well-
experienced personnel execute the
orientation of the new hires as per
the given criteria and norms.
• Disjunctive Orientation: Here, the
new employee does not have any
role model to follow; instead, he/she
has to develop one’s inventive ways
of doing things.
Effective Employee Orientation Program
Consequences of an Ineffective
Orientation Program
Job Description
 Job Description
Job description provides
information about the scope
of job roles, responsibilities
and the positioning of the
job in the organization.
Job Description Components
 Importance of Job description
• Job descriptions are usually essential
for managing people in organizations.
• Job descriptions are required for
recruitment so that managers and
applicants can understand the job
role.
• A job description defines a person’s
role and accountability.
 Limitations of Job Descriptions
• Job descriptions may not be suitable
for some senior managers as they
should have the freedom to take the
initiative and find fruitful new
directions.
• Job descriptions may be too inflexible
in a rapidly-changing organization.
 Advantages of Job Description
• Helps the organizations understand the
type of candidate they should search for
based on title, position and location.
• Employees are well aware about their job
roles & duties.
• Job description helps in understanding the
workplace environment, benefits etc for a
prospective employee.
 JOB SPECIFICATION
• A job specification is an
official document which
describes the duties,
required knowledge, skills
and abilities, and minimum
qualifications of State jobs.
 Importance of Job Specification
• It helps providing more insight into what
talents that a candidate will utilize in a role
rather than the tasks that they will perform.
• A well-written job specification can assist a
company in locating and hiring the best
candidate.
• To help the candidates to analyze whether
they are eligible to apply for a vacancy or not
• To help the recruiting team in the selection
process of the candidate
 Advantages
• Job specification highlights all the
specific details required to perform the
job at its best
• It gives the HR managers a threshold and
a framework on the basis on which they
can identify the best prospects
 Advantages
• Helps in the screening of resumes and saves
time when there are multiple applications by
choosing those who are closest to the job
specification
• HR managers can use job specification as a
benchmark to evaluate employees and give
them required training
• It also helps companies during performance
appraisal and promotions
 DISADVANTAGES
• It is a time-consuming process as it has to
be very thorough and complete
• A job description is time-bound and
changes with changing technology and
changing knowledge & skill requirements
• It can only give a framework of emotional
characteristics and personality traits but
cannot specify the experience or forecast
complex issues is any
Components of Job Specification
 STAFF DEVELOPMENT
• Staff development is a process
of practices and procedures
that helps develop the
knowledge, competencies,
and skills of the people in the
organization.
 Objectives
• Staff development is to provide the faculty with
a framework that helps encourage and support
the institution’s developmental objectives.
• Make company goals transparent and provide
consistent feedback. ...
• Provide training and career development. ...
• Troubleshoot problem areas. ...
• Know when to let someone go.
 STAFF
WELFARE
 Staff Welfare
• Staff (Employee) welfare means
anything done for the comfort and
(intellectual or social) improvement
of the employees, over and above
the wages paid.
• It includes various services, facilities
and amenities provided to
employees for their betterment.
Objectives of employee welfare
 Objectives of employee welfare
To enhance the level of morale of
employees.
To create a loyal, contented workforce
in organization.
To develop a better image of the
company in the minds of the
employees.
To enable the workers to live
comfortably and happily.
To develop efficiency of the workers.
 Employee Welfare – Benefits
• 1) Employees would start working
sincerely and honestly.
• 2) It would improve the productivity
and efficiency of the employees.
• 3) The attachment and
belongingness among the
employees would be developed.
• 4) Employees would be healthy and
they would be mentally and
physically fit to perform in the best
manner.
• 5) Higher Productivity, higher
efficiency, promotes health
industrial relations, ultimately in­
dustrial peace can be achieved.
• 6) Absenteeism, labour turnover
such problems of the employees
would not arise in the
organisation.
• 7) No chance for industrial
dispute in the company.
 Types of Employee welfare
(1) Statutory.
The government has passed a number of
legislations in order to set minimum stan­
dards of safety and welfare for the
employees at their workplace.
(2) Voluntary
The employers voluntarily have provided
welfare amenities to the employees besides
the statutory facilities. They are more
concerned with the welfare of their
employees.
 Employee welfare – Eg.......
• Leave
• Salary
• Promotion
• Placement
• Guidance & Supervision
• Performance appraisal
 Leave
• Leave is granted to an eligible
employee if they cannot report to
work due to an unforeseen
situation.
• Casual leave can also be utilised if an
eligible employee wants to take leave
for a couple of days for personal
reasons, but not for a vacation.
 Sick leave or leaves (SL)
• An absence from work permitted
because of illness.
• Salary
• It is a fixed amount of money or
compensation paid to an employee
by an employer in return for work
performed.
 Promotion
• An employee promotion is a
recognition for that person's
contribution to your company.
• Employee promotions can come in
many forms, but typically will
involve some combination of:
Higher salary. More senior job title.
More and higher-level
responsibilities.
 Placement
• A work placement is a period
of supervised work, where
employee have the opportunity
to experience working in a
specific role/ area with a
company.
 Performance appraisal
• A performance appraisal is a
regular review of an employee's
job performance and contribution
to a company.
• Performance appraisals are also
called annual reviews,
performance reviews or
evaluations, or employee
appraisals.
 Guidance
• An advice or information
aimed at resolving a problem
or difficulty, especially as given
by someone in authority.
 Importance of guidance
• As a process guidance helps the
individual
• in self understanding (understanding
one's strengths, limitations, and other
resources) and
• in self-direction (ability to solve
problems, make choices and decision
on one's own). integral part of
education and helps in achieving the
goals of education.
 Types of Guidance –
• Educational, Vocational &
Personal.
• Technique of Guidance –
• Technique that can be used in
conjunction with teaching and
practice methods: visual, verbal,
manual and mechanical.
 Supervision
• Supervision is an act or instance
of directing, managing, or
oversight.
Or
• Supervision is direction,
guidance and control of working
force with a view to see that they
are working according to plan and
are keeping time schedule.
Purpose of supervision
• Purpose of supervision is
to enhance the worker's
professional skills, knowledge,
and attitudes in order to achieve
competency in their field of work.
• It aids in professional growth and
development and improves
outcomes.
 Principles of Supervision
1)Supervision should meet the
individual needs.
2)Supervision should be
democratic.
3)Supervision should be well
planned and adopted to good
planning.
 Performance appraisal
• A performance appraisal is a regular
review of an employee's job
performance and contribution to an
organization.
• Performance appraisals are also
called annual reviews, performance
reviews or evaluations, or employee
appraisals.
 Advantages
• (1) To provide adequate feedback to each
person on his or her performance.
• (2) To serve as a basis for modifying or
changing behaviour toward more effective
working habits.
• (3)Learning about areas of weakness that
could be improved.
• (4) Identifying areas for further training.
• (5) Improving performance and profitability.
 Characteristics of an effective
performance appraisal system
• Clear Appraisal Objectives.
• The objectives of appraisal should be
specific.
• Accurate, Valid, and Reliable Data.
• Well Defined Performance Criteria.
• Less Time Consuming.
• Post Appraisal Interview.
• Managers are Mentors.
• Continuous Feedback.