Coordination in Management

Coordination

• Tasks are assigned to various departments/sections, based on specialization.
• Employees perform duties to achieve objectives together.
• Coordination ensures smooth interplay of management functions, achieving objectives efficiently
• Modern enterprises have departments like purchase, production, sales, finance, personnel, R&D, etc.
• Coordination binds all management functions together ensuring continuity in organizational activities.
• Coordination ensures harmony of individual efforts towards group goals management.
• Managers use planning, organizing, staffing, directing, and controlling

Meaning of Coordination

• Managers perform five interrelated functions to manage an organization
• Managers synchronize departmental activities, which is known as coordination.
• Coordination binds all management functions to ensure continuity within an organization
• Achieving harmony among individual efforts toward group goals is the essence of management

Definition of Coordination

• Newman: Coordination synchronizes and unifies group actions, integrating activities towards a common objective.
• McFarland: Coordination is a process where an executive develops an orderly pattern of group effort among subordinates to secure unity of action
• Henry Fayol: Coordination harmonizes all activities to facilitate working and success.
• Ordway Tead: Coordination assures smooth interplay of functions and forces in an organization toward realizing its purposes with minimum friction and maximum collaboration.
• George Terry: Coordination blends efforts to ensure successful attainment of an objective, accomplished through planning, organizing, actuating, and controlling.
• Newman: Coordination is part of all phases of administration and not a separate activity.
• Koontz and O'Donnell: Coordination seems more accurate to regard co-ordination as the essence of managership for achievement of harmony of individual efforts toward the accomplishment of group goals is the purpose of management

Purposes of Coordination

• Reconciliation of Goals: Coordination aligns differing individual perceptions of organizational goals to bring unity of action
• Total Accomplishment: Coordination achieves total accomplishment that exceeds the sum of individual parts, preventing duplication and freeing time for creative tasks.
• Economy and Efficiency: Coordination brings about economy and efficiency by avoiding duplication of efforts.
• Good Personal Relations: Systematic coordination gives job satisfaction and clarity in authority-responsibility relationships, improving relations
• Retention of Managerial and Other Personnel: Coordination significantly impacts the development and retention of good personnel by providing job satisfaction

Features of Coordination

• Coordination is the essence of management and is inherent in all functions.
• Functional departments' interdependence necessitates coordination.
• Coordination is a dynamic process that ensures smooth department functioning.
• Managers at all levels must consciously coordinate.
• Coordination requires orderly group effort to achieve overall objectives

Principles of Coordination

• Direct Contact: Coordination can be achieved through direct communication; it eliminates red-tapism.
• Early Beginning: Initiate coordination early in planning and policymaking.
• Reciprocity: Coordinate all factors in a situation due to their reciprocal relationships.
• Continuity: Coordination is an ongoing process requiring constant management attention.
• Early Start with Actions: Begin coordination during the planning stage to avoid resistance.
• Direct Contact Among Employees: Coordination is improved through direct personal contact, avoiding misrepresentation.
• Other Principles: Maintain continuity, dynamism, flexibility, clear objectives, and effective communication and leadership

Aims of Coordination

• Smooth interplay of all component parts' functions and forces within the organization.
• Business activities operating in a systematic sequence.
• Complete enterprise activities as per the planned schedule.
• Avoid inconsistencies in priorities, objectives, and policies.
• Avoid interruptions in operations.
• Eliminate overlapping or duplication of work.
• Ensure proper synchronization of activities.
• Remove possible causes of differences in views and conflicts of interest.
• Develop team spirit and canalize efforts towards chosen business goals

Coordination of Process

• Coordination is achieved through managerial functions, not orders, and is a result of good management.
• Planning: Coordinate by integrating various functions and policies.
• Organisation: Managers coordinate by group activities to avoid delays.
• Directing: Coordinate by giving directions.
• Controlling: Coordinate by monitoring works.
• Staffing: Coordinate by hiring the right people.
• Communication: Coordinate with team by communicating.

Steps for Effective Coordination

• Proper delegation of authority and responsibility at all levels.
• Divide activities department-wise/section-wise.
• Prepare and adhere to rigid rules, regulations, procedures, and policies.
• Establish an effective communication system.
• Establish an employees' grievances cell.
• Maintain a proper system for reporting.
• Reward skilled workers adequately.
• Management should encourage employees to participate actively in meetings, committees, etc.
• Management should encourage employees to have friendly relationships with other

Coordination Techniques

• Clearly Defined Goals: Define organizational goals clearly.
• Cooperation: Promote voluntary help among individuals.
• Harmonized Policies and Practices: Use harmonized policies and procedures.
• Sound Organizational Structure: Maintain well-defined authorities and responsibilities.
• Managerial Hierarchy: Managerial hierarchy is responsible for coordination.
• Communication System: A good communication system promotes mutual understanding.
• Liaison Officers: Appoint liaison officers to enhance coordination

Advantages/Benefits/Importance of Coordination

• Higher Efficiency and Economy: Coordination improves efficiency through the synergetic use of optimum resources by awarding overlapping efforts and depletion of work.
• Good Human Relations: Improves morale and job satisfaction.
• Unity of Direction: Ensures unity of action.
• Main element of Management: Coordination is essential.
• Organizational Effectiveness: Coordination increases employees loyalty and commitment to effectiveness.

Disadvantages/Limitations of Coordination

• Lack of Administrative Capability: Coordination suffers from lack of administrative.
• Diversification in Managerial Qualities: Difference in managers creates problems.
• Uncertainties of the Future: Uncertainties pose a challenge.

Coordination Problems

• Conflict of Objectives: Conflicting goals cause problems.
• Growing Size: Larger organizations cause coordination problems.
• Undefined Authority: Vague authority causes issues.
• Empire Building Tendencies: Departmental managers prioritize own interests.
• Resolving Conflict: Imposing solutions is not effective.
• Independence of Thinking and Action: Independent actions can hinder coordination.
• Lack of Co-Operative Spirits: Absence of cooperation is a challenge.
• Individual Differences: Significant differences can impede coordination.