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Organizational StructureThe typically hierarchical arrangement of lines of authority, communications, rights and duties of an organization. Organizational structure determines how the roles, power and responsibilities are assigned, controlled, and coordinated, and how information flows between the different levels of management (Business Dictionary, 2014).

A structure depends on the organization's objectives and strategy. In a centralized structure, the top layer of management has most of the decision making power and has tight control over departments and divisions. In a decentralized structure, the decision making power is distributed and the departments and divisions may have different degrees of independence. A company such as Proctor & Gamble that sells multiple products may organize their structure so that groups are divided according to each product and depending on geographical area as well. An organizational chart illustrates the organizational structure (Nyandat, 2013).

Organizational chart

This is a visual representation of how a firm intends authority, responsibility, and information to flow within its formal organizational structure. It usually depicts different management functions (accounting, finance, human resources, marketing, production, etc.) and their subdivisions as boxes linked with lines along which decision making power travels downwards and responsibility travels upwards (Business Dictionary, 2014).

Types of Organizational Charts

Line or Direct

The line organizational chart depicts a straight line of command. Authority is said to flow downwards only in the line organization. The line organizational structure is found in schools or in the military.

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Functional Organizational Chart

The Functional organization chart is a diagram of an organization that is arranged by its functions. For example, there is a manager in charge of marketing, and another in charge of production. This type of organization has an advantage over the Line as experts are appointed to run each department. All managers report to the General Manager.

Line and Staff Organizational Chart

The Line and Staff organizational chart combines the line and functional organization with the addition of staff personnel. Staff workers assist and advise line workers. Staff workers include consultants, advisors, company lawyers, executive secretary, auxiliary workers etc. Staff officers do not have authority, that is, the power to delegate tasks to subordinates in the organization. Their main role is to advise and assist line officers. This is why there are no vertical lines connecting staff officers to any other mThey are therefore, placed at the side directly below the line officer whom they assist or advise.

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Matrix Organizational Structure

The matrix organizational structure allows employees who are members of a specific functional area or department to come together temporarily to form teams to work on special projects. This will mean that these employees will report to both their functional manager as well as their project manager. While the dual accountability may lead to some degree of confusion and contradiction, the matrix structure is ideal for obtaining creative and diverse ideas from across the various departments of the organization.

Committee Organizational Chart

Committees are advisory bodies. They are usually appointed to advise organizations. Examples of committees include; parent teachers associations and student councils which are committees within a school organization. Committees usually delegate certain duties to sub-committees. For example, an executive committee may appoint a finance committee to advise it on financial matters. Note that an element of the line organization exists in the committee organization as all sub-committees are responsible to the executive committee.

(Wizznotes.com, 2014)

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Office EquipmentOffice equipment is necessary in order to increase the level of productivity within the office as well as to improve the efficiency of the office staff (Trenfield-Newsome & Walker, 2011). Equipment commonly found in offices includes the following:

Guillotine/Paper Cutter

Guillotine are designed to cut documents accurately or to cut a large amount of paper at the same time.

Figure 1- Guillotine

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Shredder

A shredder is a mechanical device used to cut paper into small strips or unrecognizable particles. The shredder is usually used to maintain a certain amount of security regarding documents, and as such is a piece of equipment from which both large and small businesses can benefit.

Figure 2- Shredder

Photocopier

The photocopier has become a standard piece of office equipment that both small and large businesses are able to own. The main function of the copier is to provide an exact copy of a document.

Figure 3- Photocopier (Trenfield-Newsome & Walker, 2011)

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Risograph

A Risograph machine is a multifunction printing device. Risograph machines are designed to scan, copy and print large quantities at high speeds. They can print up to 120 pages per minute at a price of about one-half cent per copy. This makes printing large quantities from a Risograph machine significantly less expensive than printing from a typical inkjet or laser printer.

Figure 4- Risograph MZ 790

Computer

The computer has become commonplace in even the smallest of businesses. The computer helps all offices to carry out their regular daily activities such as: word processing – to prepare letters, reports, and other forms of written communication; filing clients’ or suppliers’ information; facilitating various software so that tasks such as accounting, including preparing cheques and calculating payroll, can be done easily.

Figure 5- A Desktop Computer (Trenfield-Newsome & Walker, 2011)

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Projector

Projectors are used to project digital images, usually from a computer onto a screen. Projectors have become very popular in meeting rooms where various types of visual presentations are made.

Figure 6- Projector

Scanner

A scanner is a device which transfers physical images, such as documents or books, into a digital format computers can read and display (Trenfield-Newsome & Walker, 2011).

Figure 7- Scanner

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Printer

A printer is an output device that produces text and graphic on paper. Commonly used printers in offices are laser printers, inkjet printers, dot-matrix (impact) printers and plotters.

Laser Printers

These use laser beams to create an electronically charged image of the document, which then attracts powdered ink (toner) to the paper. Laser printers are ideal for high-volume printing.

Figure 8- Laser Printer

Inkjet Printers

These spray drops of ink through a nozzle on to a page to create an image. Inkjet printers produce high-quality print

Figure 9- Inkjet Printer

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Dot-matrix (impact) printers

In the dot-matrix printer a print head moves across the page. Tiny pins on the print head hit a ribbon which then hits the paper and creates tiny dots which make up the image, whether graphics or characters (letters, numbers or symbols). Dot-matrix printers print up to 500 characters per second, it is also used to print receipts, labels and also print multiple-part documents such as invoices.

Figure 10- Impact Printer

Plotters

Plotters are large-scale graphic printers typically used by architects, engineers and graphic designers to create technical drawings, for example, a house and computer–assisted designs, for example, a car.

Figure 11- Plotter

(Trenfield-Newsome & Walker, 2011)

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Laminator

Laminating involves applying a plastic film to either one or both sides of a document. Laminators are used to protect documents from water, fingerprints, dust; provide stability to documents, allowing them to stand upright, for example menus; add gloss to documents such as posters and maps.

Figure 12- A Laminator

Binding Machine

Binding machines align, punch and bind documents. Binding gives documents a professional look and make them easier to use, as in many cases they can be laid flat.

Figure 13- A Binding Machine

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Labelers

Labelers are a fast and effective way to create adhesive-backed labels to help keep you organized at home, the office, business, or school (Brother, 2014).

Figure 14- A Labeler

Facsimile Machine

Facsimile (or fax) machines send and receive documents through a telephone line.

Figure 15- Fax Machine (Trenfield-Newsome & Walker, 2011)

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The Main Disadvantages of Office Equipment

Office equipment can be expensive when you first invest in them. For example, a professional office suite or a machine that scans, duplicates and binds documents. Older or less-skilled employees who are used to manual methods might find it difficult to operate and adjust to them. This could require additional and time-consuming training. If the automated system does not function -- when power is interrupted, for example -- you might not be able to use manual methods to continue business. For instance, if your catalog exists exclusively on your computer and the system goes down, you might be unable to take and process orders.

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Bibliography

(Trenfield-Newsome & Walker, 2011). Office Administration for CSEC Examinations. Macmillan

Brother, 2014. Labeling Solutions. http://www.brother-usa.com/Ptouch/

Business Dictionary, 2014. http://www.businessdictionary.com/definition/organizational-structure.html

Nyandat, C. 2013. What is an Organizational Structure? http://www.gaksu.com/allpdf/247_notes.pdf

Wizznotes.com 2014. http://wizznotes.com/pob/internal-organizational-environment/types-of-organizational-charts