COORDINATION AS A MANAGEMENT FUNCTION

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C O O R D I N A T I O N A S A M A N A G E M E N T F U N C T I O N

I n t r o d u c t i o n

y Coordination is considered as an essential element of administration.y Co-ordination is the integration, synchronisation or orderly pattern of group efforts in

the institution towards the accomplishment of common objectives.y To ensure a harmonious and smooth working of an organisation with a number of its

divisions, department or its units, the activities in all the areas are required to bepulled together, unified and blended so as to give them a commonness andpurpose.

y The concept of co-ordination is much broader than that of co-operation.

D e f i n i t i o n

y "Co-ordination is the orderly synchronisation of efforts to provide the proper amount,timing, and directing execution resulting in harmonious and and unified actions to astated objective"

y "Co-ordination is the integration of several parts into an orderly whole to achievethe purpose of undertaking"

y "Co-ordination is the integrating process in an orderly pattern of group efforts in anorganisation toward the accomplishment of a common objective"

I m p o r t a n c e o f c o - o r d i n a t i o n

Creative force

y group efforts when co-ordinated create a result greater than the sum total of theindividual and isolated.

Unity of direction

y co-ordination ensures unity if direction by way of securing spontaneouscollaboration on the part of different departments.

High employee morale

y co-ordination enhances the general level of employee morale and providessatisfaction

Diverse and specialised activities

y Total activities of an organisation are divided into several units and subunits on thebasis of either product specialisation.



y Every manager concentrate his attention on activities and objectives of hias owndepartment.

y Here co-ordination is needed to prevent and discourage too much concentration onone aspect of work.

Empire building

y To exaggerate self importance and personal motive is deeply implanted in humannature.

y This motive causes the individual department to be isolated from othersy Here also, co-ordination is needed to curb the growing tendency towards the empire

building.

Personal rivalries and prejudice

y human organisation give rise in course of time to the development of personality

politics among members.y Under such situation, co-ordination is deliberately damaged by the members of the

rival group.

Conflict of interests

y Subordination of individual interest to general interest often happen in organizations.y This may arise arise from a number of causes like laziness, incompetence and

ambition as well as lack of loyalty, integrity or initiative on the part of employees.y There is need for co-ordination to avoid conflicts or overlapping in the work of

employees or units or as organisation.

T e c h n i q u e s o f c o - o r d i n a t i o n

y Communication is the building block of effective co-ordination.y Orderly plans- standing plans like policies and procedures, standing orders and

instructions communicate the expected pattern of behaviour required for co-ordinated action.

y Supervision- effective supervision helps in developing co-ordinated effort bychecking, observation and guidance.

y Leadership-leadership provides individual motivation and persuades the group tohave identity of interests and outlook in group efforts.

y

Departmentation-departmentation arranges for necessary correlation andinterconnection of activities by assigning duties and delegating authority in differentpositions is the work of departmentation.

y Direct contact-it permits the management members to exchange their ideas,prejudices and problems as well as to understand each others.

T y p e s o f c o - o r d i n a t i o n



y Internal co-ordination y External co-ordination.

Internal co-ordination

Planning

o To reach ends all plans include a programme mapping out the orderly courseof action.

o To draw up an orderly course of action, all activities and efforts are to beinterlinked, and desired for their guidance toward the desired end.

Organisation

y organisation is set up with the primary purpose of securing co-ordination

Direction

y dmaking the human efforts more effective and productive through leadership,guidance, motivation, communication and supervision.

Control

y control ensures the realisation of planned objectives through the process of work evaluation.

y The work progress is analysed and appraised in terms of quantity, quality,time use and cost.

Ex ternal co-ordination

There are 3 interesting parties-the customers, employees and the owners whoseconflicting needs and demands have to be satisfied by managers of any business.

y Consumers desire an uninterrupted supply of quality goods and services at fair process and expect a steady improvement in the quality of goods and services soas to give them a higher standard of living.

y Employees-demand fair wages ,congenial working conditions ,steady employmentsatisfaction from the work as well as protection against hazards of accidents and

sickness or old agey Owners ±want conservation of assets, efficient and continuous operation of

business, fair returns on the investments and accurate information on severalaspects of business.

y Other enterprise ± an enterprise affects and is affected in turn by the activities of other enterprises particularly those in the same line of business. An enterprisepurchase materials and services from other enterprises. Many enterprises arechained together by their customer ±buyer relationships. Non-availability of



materials may lead to forced stoppages of production on the part of someenterprise.

y Government regulations-the government at city, state or central level exerts potent

forces that are to be recognised by all managers. Regulatory measures of government become so extensive that no enterprise can stay in business without

becoming thoroughly familiar with the socioeconomic trends which produce theserestrictive regulations. Compliance with various laws relating to tax, tariff, labour etcis necessary

y General business economy-enterprises must adjust themselves with the swings of

the trade cycle through economic forecasting and trend study.y Technology advances-an enterprise must secure the benefit of new technology

which is being made continually available in our society through research andinterventions .technological advances contribute significantly towards the reductionof cost and the improvement of productivity. Without introducing new technologicalchanges an enterprise cannot go ahead.

H i n d r a n c e s t o c o - o r d i n a t i o n

1. The uncertainty of the future, as to the behaviour of the individual and the people.2. The lack of knowledge, experience, wisdom and character among leaders and their

confused and conflicting ideas and objectives.3. The lack of administration skill and technique.4. The vast number of variables involved and the incompleteness of human

knowledge, particularly with regard to men and life.5. The lack of orderly methods of developing new ideas and programmes.6. Size and complexity, personality and political factors.7. Lack of leaders with wisdom and knowledge pertaining to public administration

8. The accelerated expansion of public administration of international dimension.

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Philippine Normal University

Community Health Education Program

Mark Kevin F. Tengco

III-20 BSE Music

Dr. Elizabeth Edralin

January 25, 2011

COORDINATION AS A MANAGEMENT FUNCTION

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