MANAGEMENT IN ORGANISATION

Assignment No. 1 NCP-21

Ar.Shantanu J Joshi Reg.No. 212-05-11-10611-2143

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ASSIGNMENT Your company has bagged a lucrative contract to construct a housing colony for an Industrial Group to be located in Western Maharashtra in a coastal belt. You as a Project Manager have been asked by the company to evolve Organization Structure with following conditions. i. Organization should be as lean and thin as possible with bare minimum of personnel on company roll up to Junior Engineer level. ii. All supervisors to down below will be temporary for project duration only to be recruited locally from 10 km radius. Suggest and discuss an organization structure denoting responsibility, authority, communication control for all facets of construction work and management functions as visualized by you.

Housing colony consists of 10 Bungalows for senior executives, 20 Apartments in five building, 100 dwellings for white collar workers and 300 dwellings for blue collared workers. Colony will have market and entertainment complex.

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SCOPE OF WORK

From the brief above we understand that, The project requires developing an organization structure for the work of building a housing colony. Local human resources to be introduced. Optimum utilization of the available resources, both natural as well as personnel, within a proper framework of time and money. High quality output. Proper safety measures. Eco friendly work procedures so that the coastal environment, where the project is, is not disturbed in any way.

The scope of work includes the following: 1. Forming a lean organization structure with transparency at all levels for better output of work. 2. Communication systems- Day to day monitoring and reporting within the site and outside the site ( to Head Office) 3. Various Clearances from local authorities. 4. Motivation of the all employees at different levels of the organization 5. Recruitment ,application and selection of employees

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6. Training of employees, especially the supervisors who will be recruited locally and acquainting them to the company policies, methodology and working procedures. 7. Monitoring and controlling each facet of the organization structure built up. 8. Tracking the project progress and leading it to timely, smooth and within the budget completion.

ORGANISATION STRUCTURE

To start with the planning, we need to find the appropriate Organization Structure for the said project. Organization Structure can be of two types Tall structure with a lot of Control at a single point. Flat or Lean Structure where the control is distributed over a number of points.

The advantage of having a flat structure is extensive delegation and decentralization of control or Authority resulting in Improved vertical communication Rapid Decision Making Better development of subordinates Greater feeling of team due to reduced levels

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Top quality management throughout the organization Centralized financial control Hi speed reporting system

Therefore out of the two we will be going for the flat structure of organization which will be most beneficial for this project.

FUNCTIONS The Managerial Functions can be broken down into :1. Technical 2. Financial 3. Marketing 4. Personnel 5. Procurement Each function has further processes namely Planning, Organizing, Staffing, Coordinating, and Controlling.

WORK BREAKDOWN STRUCTURE:

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Since habitation pattern of the colony can be predicted with some accuracy therefore the work package can be divided into following packages: 1st phase: 2 Bungalows for visiting senior officers, 1Apartment, 50 white color dwellings for white collared Workers and 100 blue collar dwelling will be taken up in phase 1. 2nd phase: 2 Bungalows ,2 apartment buildings, 25 White Collared Worker Dwellings,100 Blue Collared Dwellings 3rd phase: 1 Bungalow,1 Apartment Building, 25 White Collared Workers Dwellings, 100 blue collared Workers dwellings. 4th Phase: Entertainment Centre and Shopping Centre This phasing will allow the same team to perform 4 similar tasks one after the another, thus reducing employee requirement by at least 70-75% which would otherwise be needed.

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The team size will depend on size of biggest work package. Therefore the scheduling will have to be done to create work packages of equal size, which will result in better resource leveling and efficiency. The work performed by the organization involves a number of processes and sub processes, the process model can be applied iteratively, by means of : Identifying inputs (from the output of the previous stage). Planning & Scheduling. Implementation. Monitoring. Recording. Improving. SITE ORGANISATION AND THE TEAM Essentially a project for getting success needs a good responsible team. The team works with a goal of completing the project in time within the specified costs and quality specifications. To achieve the goal, the work and responsibilities are divided within the team. The work management will be as per the chart showing the site organization team. The brief role and responsibilities of various personals involved in the project are as follows.

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Design Consultants

Project Manager

MEP CONSULTANTS

Project CoordinatorBungalows and Apartments

Project Coordinator Blue Collared Workers Dwelling

Project Coordinator White Collared Workers Dwelling

Finance Head

HR Head

Procurement

Site Engineer Bungalows

Site Engineer Apartments

Site Engineer 50 Dwellings Group A

Site Engineer 50 Dwellings Group B

Site Engineer 25 Dwellings Group A

Site Engineer 25 Dwellings Group A

Accountant Public Relation Officer

Foreman Foreman Foreman Foreman Foreman Foreman

Project Manager He is appointed by the head office to look after the complete project. He is the head of the project team and is responsible for any act at site. He manages the entire construction process and is accountable to the client. He should get all site and head office related information. If any decision is needed the project manager would be the top most authority to give or arrange the answer of the decision.

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Project Co-Ordinator The decisions at head office and the problems or demands at site are coordinated by the project coordinator. Project coordinator acts as a link between the project manager and site engineer. He should be very well aware of the work happening at site and the decisions taking place at head office. It would be his duty to provide the project information to project manager. Site Engineer The key person and the head of the team working at site, is the Site Engineer or the Executive Engineer. He operates the complete work at site making use of the available resources and managing the workforce. Site Engineer would be responsible for any work happening at site so it would be his duty to check and study the execution of work. Foreman A foreman is the leader of the workforce. It would be his responsibility to communicate directly to the workforce. After getting approval of a drawing it would be the duty of the foreman to dictate the workers what to do and to check the work progress. In fact the foreman handles the labors. Other teams Other teams will also be required onsite such as MEP Consultants or their Representatives, HR and Public Relation Officer, Design Consultants or their representatives, Finance people that includes accounts and procurement. 9|Page

COMMUNICATION Any organization structure involves interaction of people working at different levels with a view to achieve the predetermined goals. Effective communication facilitates right information to the right person at the right time. The objectives of communication can be stated as follows: Aid to the manager in decision process. Appraising all the concerned about the goals of organization Helps in Coordination Proper understanding amongst the team members of the organization. It is essential in recruitment, training, performance, evaluation, etcof various people associated with the organization. Thus Communication is basis of all the managerial functions. It helps in providing information and understanding as well as attitudes necessary for motivation, cooperation and ensuring effective group efforts. COMMUNICATION FLOW The communication flow can be vertically upward or downward. Through downwardl communication the Superiors acquaint all concerned with the goals of the organization, direct the efforts of all people, passing instructions as regards the method of work, activity sequence, rewarding or punishing for satisfactory or unsatisfactory performances. Office circulars, transfer orders, memos, certificates of appreciations are examples of downward communications.

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Through upward communication the Subordinates update their superiors about the progress of the project, informing about the various problems of people working in the organization. This can be through reports, mails, etc. There is also lateral communication between individuals at same levels in an organization. This is very important for exchange of ideas, information, and is very important for preventing delays. The communication can be verbal, non verbal, Written. But all the important communication is always in written format. Verbal communication is the fastest way but not trustworthy, whereas Written communication is foolproof but time consuming. Communication can be explained as below Information Sent Information Verified Information Coded Information Transmitted

Information Understood

Information Decoded

Information Received

If the information is transferred is this manner then only the project is completed without any hassles. For effective communication following things can be done: The objective of communication must be clearly known The form and medium of communication must be appropriate Language selection Complete information without any assumptions Proper Follow up

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RECOMMENDATIONS Ensuring the early involvement of key project team members that have expert knowledge so that an appropriate level of client satisfaction and value can be defined. Establishing of subcontractor and supplier relationships by selecting teams based on value rather than lowest price. Managing the project parameters of cost, schedule, quality, and H&S in unison. Working together as a team to agree mutual goals and devise dispute resolution mechanisms. Developing and monitoring continuous improvement programme . Developing and implementing sound risk management processes Dealing with risks and rewards equitably by using modern commercial arrangements such as collaborative contract forms, target cost and open book accounting. Using non-adversarial forms of contract and ensuring that contractual relationships are appropriate for expected project objectives. Using cost-plus and design and build forms on contract underemphasizing the use of management contracting as well as traditional forms of contracting. Mobilizing and developing people in order to ensure employee satisfaction through integrated teams.

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BIBLIOGRAPHY/ READINGS

Management in Organisations-NCP21 Organisation Management - Koontz Odoneal MacGraw Hill Publication.

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