AKLAN CATHOLIC COLLEGE

Graduate School
Kalibo, AKlan

ORGANIZATION AND ADMINISTRATION REPORT

Presented By:

JOHN ROBERT N. NAVARRETE

MAed – Guidance Counselling

Presented To:

VICTORINA S. LAROZA, Ed. D., CESO V

Subject Professor

TABLE OF CONTENT

A. Definition of Organization and Administration

1. Organization and Administration

B. Organization Theories and Approaches

1. The classical or traditional theory

2. The Human Relations or Neo-classical theory

3. The decision-making theory

4. The systems approach

C. Purpose and Objectives

1. Purpose and Objectives

A. DEFINITION OF ORGANIZATION AND ADMINISTRATION
Definition of Organization
 Keith Davis - “Organizations may be defined as a group of individuals large or
small there cooperating under the direction of executive leadership in
accomplishment of certain common object.”
 Chester Barnard - “Organization is a system of cooperative activities of two or
more persons.”
 Mooney and Reily - “Organization is the form of every human association for the
attainment of a common purpose.”
 Haney - “Organization is a harmonious adjustment of specialized parts for the
accomplishment of some common purpose or purposes.”
 Spriegel- “In its broadest sense, organization refers to the relationship between
the various factors present in the given endeavor. Factory organization concerns
itself primarily with the internal relationships within the factory such as
responsibilities of personnel arrangement and grouping of machines and material
control. From the standpoint of enterprise as a whole, organization is the
structural relationship between various factors in an enterprise.”
Meaning of Organization
 Organization is the foundation upon which the whole structure of management is
erected.
 Organization is associated with developing an outline where the overall work is
divided into manageable components in order to facilitate the achievement of
objectives or goals.
 Examples of organization are Corporations, governments, non-government
organizations, armed forces, non-profit organizations etc.
Organization in four different senses;
• Organization as Framework of Relationships: Organization refers to the
structure and interactions among various job positions which are created to
realize certain objectives.
• Organization as a process: Organization is viewed as a dynamic process and a
managerial activity which is vital for planning the utilization of company’s
resources.
• Organization as a System: Organization is also viewed as a system. System
concepts recognize that organizations are made up of components, each of
which has exclusive properties, abilities and reciprocated associations. The
constituent elements of a system are linked together in such complex ways that
actions taken by one individual have far reaching effects on others.
• Organization as a Group of Persons: Organization is very often viewed as a
group of persons contributing their efforts towards certain goals.
Definition of Administration
Administration is basically concerned with the formulation of the objectives, plans
and policies. A good administration in place will ensure the success of an enterprise.
• Theo Haimann - “Administration means overall determination of policies, setting
of major objectives, the identification of general purposes, and laying down of
broad programs and projects”.
 • Newman - “Administration means guidance, leadership & control of the efforts of
the groups towards some common goals.”
• Pfiffner and Presthus (1967) - administration means “An activity or process
mainly concerned with the means for carrying out prescribed ends.”
As the definition clearly indicates, administration is mainly concerned with the means
that are necessary for the accomplishment of pre-determined goals. Here means is the
way by which something is done or obtained. When groups of individuals are working
for the accomplishment of a common goal, a division of labor is necessary, so that each
individual will know what to do. Or there is the need for an authority structure to control
and coordinate the activities of the individuals involved. Thus, dividing the work among
the members, having a proper role assigned to every member in the group, following
the leader’s instructions are nothing but the means to achieve the goal. In this sense,
administration is an activity mainly concerned with the means which also requires
cooperation as well.
• Simon, Smithburg, Thompson (1950) “Administration can be defined as the
activities of groups cooperating to accomplish common goals” Human activity is
cooperative if it has the effects that would be absent if the cooperation did not
take place.
• Thus, administration can be defined as “the complete effort of the group to
control, guide, and adapt to accomplish the pre-determined goals.”
For example, let us suppose our common goal is to educate a group of individuals in
the field of marketing for medicines. Keeping this goal in mind, experts in the field of
marketing specifically for medicine are brought together, who are oriented to the goals
and objectives to be achieved with the group. Suppose, if each expert act in his/her way
without consulting the others, there will be chaos in the group. Each one of the experts
may ask the group to meet in a specific place, specific time where he/she will give a
lecture; like one of them may ask the group to meet at 9.00 a.m. in the morning at a
specific location in the city for a lecture, another one may ask the same group to meet at
9.30 a.m. at a different location in the city for a lecture and so on. This would lead to lot
of confusion and chaos as each expert act independently without consulting or
cooperating with the others, thus unable to achieve their common goal. On the other
hand, if they cooperate with each other and discuss how can they achieve the given
objective. May be the experts can work out a timetable in everybody’s favor which will
finally help them to achieve their common goal.
 Thus, the essence of administration is the utilization of cooperative action for
the accomplishment of common goals.
Educational Administration
Educational Administration is regarded as the process of integrating the
appropriate human and material resources that are made available and made effective
for achieving the purposes of a programmed of an educational institution.
The term “Administration” doesn’t refer to any single process or act. It is like a
broad umbrella encompassing a number of processes such as: planning, organizing,
directing, coordinating, controlling and evaluating the performance. The same situation
occurs in the field of educational administration. The concept of educational
administration is applicable in case of an educational organization which has certain
purposes or goals to fulfill.
in order to achieve these purposes or goals, the head of the educational
organization plans carefully various programs and activities. Here the educational
organization may be a school, college or university. The head of the
school/college/university organizes these programs and activities with co-operation from
other teachers, parents and students. He/She motivates them and co- ordinates the
efforts of teachers as well as directs and exercises control over them. He/She evaluates
their performance and progress in achieving the purposes of the program.
He provides feedback to them and brings modification, if required in the plans
and programs of the school or college or university. So, the totality of these processes
which are directed towards realizing or achieving the purposes or goals of the
school/college/university is called educational administration.
Difference among Organization, Administration
Organization:
1. The function of organization is to set up a harmonious inter-relation between
the employees and their work by delegating authority and responsibility among
them.
2. Establishment of organization is one of the basic functions of management.
3. Organization is the work-center of the employees of all levels of the enterprise.
4. Organization is the foundation of managerial work.
5. Through the process of creating organization structure authority and
responsibility are delegated. So, the nature of this process is organizational.
6. The nature of organization is reflected through the performance of work.
7. Organization may be compared to the hands of a human body; because it
helps directly in performance of work.
Administration:
1. The task of administration is to determine the objectives and policies of the
enterprise.
2. Administration includes formulation of plan and determination of organization
structure.
3. Administration is the center of the employees of higher level.
4. Administration determines the structure by which the functions of management
are directed.
5. The work of administration is to determine rules, regulations and principles.
Therefore, it is determinative in nature.
6. The nature of administration is reflected in fixation of objectives, determination
of policies and decision-making.
7. Administration may be compared to the brain of the human body; because its
activities relate to thinking process like fixation of target, decision making etc.

B. ORGANIZATIONAL THEORIES APPROACHES

1. The classical or traditional theory.
2. The Human Relations or Neo-classical theory.
 3. The decision-making theory.
4. The systems approach.
1. The Classical Theory:
The classical or traditional theory concentrates on the formal structure of
organization and leaves the human aspect of organization to personnel specialists. The
earliest writers on organization, called the classical school, and their successors to the
present day have discussed how to plan the formal organization of work.
They have been concerned with the best way of dividing up the tasks to be done,
with how to group these tasks together into departments, and how to deal with the
problems of coordination. They have paid particular attention to organizational
relationships between line and staff. They have stressed the need for a clear definition
of responsibilities and authority. They have sought to enunciate the principles, which
should be used in designing this formal structure.
The chief contribution of the classical school is the definition and analysis of the tasks
that have to be considered in building up an organization. The emphasis is on structural
frame work in which grouped activities are assigned to people, authority relations are
established, individual efforts are properly coordinated and responsibilities fixed. The
structure is built to help accomplish enterprise goals more effectively.
The theory has been criticized on many counts, especially by the behavioral scientists.
The approach of the classical writers is too concerned with the formal structure, not
sufficiently with the individuals who make the structure work. It is a static approach,
paying too little attention to the many interactions that take place between different parts
of an organization. The principles of organization are too broad to provide much help in
the actual work of organizing.
Some of the principles are contradictory. Herbert A. Simon describes some of the
principles as “no more than proverbs” and being simple generalizations devoid of
predictive power. Since the classical theory ignores major facts of human nature, the
newer theorists have developed some new approaches to the study of organization.
2. The Human Relations Theory
The human relations theory, also known as neo-classical theory, states that while
designing an organization structure, the people who are employed there and their
behavior should be taken into consideration. No manager can think solely of job
descriptions, he has also to think of why people behave as they do and what influences
their behavior.
The Hawthorne studies, and many subsequent ones, have shown that the way the
people behave at work is affected by many other factors than monetary consideration.
The organization is composed of individuals with different needs that can be studied
and of groups of people who develop their own ways of doing things and their own code
of conduct.
The proponents of the human relations school are research oriented. They try to find out
what happens before seeking to explain it. This approach to the study of organizations
has contributed much that can be of value to the manager – If he looks at a job only
from the classical point of view, he will think of the tasks that have to be done. If he
adopts the human relations approach, he will appreciate what it is like for the person
who has to perform the tasks.
The human relations school has also its limitations. Some of its supporters have
claimed too much for what can be achieved by thinking about peoples’ needs and
behavior. Much bigger limitation is that although we have learnt a lot about people in
organizations, there is still a great deal that we do not understand about human
behavior.
3. The Decision-Making Theory
The next approach to organization is known as the decision-making theory. Herbert A.
Simon (who was awarded in the year 1978, the Nobel Prize mainly on the basis of this
theory) regards organization as a structure of decision makers. In an organization,
decisions are made at all levels, and important decisions tend to be made at higher
levels. The decision-making approach to organization accepts the hierarchical form of
organization.
Simon suggested that the organization structure be designed through an examination of
the points at which decisions must be made and the persons from whom information
must be required if decisions are to be satisfactory.
4. The Systems Approach:
The systems approach looks at the organization as a total system comprising a number
of interacting variables. This approach emphasizes that we should not deal with
problems in isolation, but consider their interactions. In fact, the word system means a
regularly interacting or interdependent group of items forming a “unified whole”.
Thus, the systems approach is concerned with the interaction between the different
aspect of the organization, people, technology, formal structure, the physical setting,
and environment. The advantage of approaching any problem is that it enables us to
see the critical variables and constraints and their interaction with one another. It keeps
us alert and constantly aware that one single element, phenomenon, or problem should
not be treated without regard to its interacting consequences with other elements.
For example, the managerial functions of planning, organizing, staffing, directing,
leading and controlling are all interlocked, or contained within each other. All these
functions can be conceived as sub-functions of each other.
It is also important to remember that the systems approach does not view organization
as a static arrangement of jobs but calls for identifying the functions required in terms of
the decision areas involved in achieving goals. It calls for developing a pattern of inputs,
outputs, feed backs, delays, and flows of materials and information. Frequent internal
and external changes cause disturbances in the organization.
Consequently, for survival and growth of the enterprise the management must adjust
different variables so that they should function in an orderly fashion and preserve
organizational, integrity. Organization should be viewed as an open system, for neither
objectives nor plans can possibly be set in the vacuum of a closed company system;
Markets, government regulations, competitors, technology and many other elements of
an enterprise environment affect plans and objectives and cannot be overlooked.
Thus, the manager has to always bear in mind that the organization exists within a
wider system of its community, of the government and of the country, all of which may
affect it. In other words, it is a part of a larger system with which it reacts.
All the aforementioned theories or approaches, the classical, the human relations, the
decision-making and the systems, can be of help to the manager. One or two of them
may be the most useful at a particular time, but an awareness of all of them is desirable.
The classical principles are still widely used in organizing, and the findings of the
behavioral scientists are applied within a largely classical or formal structure.
Similarly, the decision-making theory does not altogether reject the organizational
hierarchy and the systems approach is being used in conjunction with the classical
theory. In fact, as pointed out by John Dearden, …. “the systems approach is precisely
what every good manager has been using for centuries.”
C. PURPOSE AND OBJECTIVES OF ORGANIZATION

1. A tool for achieving objectives: Organization is an important tool in the hands of

management for accomplishing the objectives of an enterprise.
2. It facilitates administration and management: A sound organization increases
efficiency, avoids duplication of work, avoids delay in work, improves managerial
skills and motivates employees to perform their duties.
3. It ensures optimum use of human resource: Good organization establishes
individuals with interests, knowledge, skills, abilities and viewpoints.
4. It enhances creativity: A well-conceived and comprehensive organization is the
source of creative thinking and initiation of new ideas.
5. Prevents Corruption: Enterprises which lack sound organization most of the times
have problem of corruption. Sound organization helps to prevent corruption by
raising morale of the employees. As a result of which employees are encouraged to
work with higher efficiency, commitment and honesty.
6. Fosters growth of enterprise: Good organization plays a key role not only in
growth but also in the expansion and diversification of an enterprise.
7. Eliminates overlapping and duplication of efforts: In a situation, where the
distribution of work is not clearly identified and the work is performed in a haphazard
manner there will be duplication and overlapping of efforts. As a good organization
requires that the work be clearly assigned amongst employees, such overlapping
and duplication is to be eliminated.
8. Coordination: Various jobs and positions are linked together by structural
relationship of the organization. The organizational process exercises its due and
balanced emphasis on the coordination of different activities.

PURPOSE AND OBJECTIVES - Educational Administration

As we know the very fact that educational administration needs integration and co-
ordination of all the physical and human resources and educational elements. Besides
this it requires a great efficiency with it based on human sympathy, understanding,
knowledge and skill. The physical resources mainly contribute building equipment’s and
instructional materials.

The human resources include pupils, teachers, supervisors, administrators and parents.
The additional elements comprise the various aspects of educational theory and
practice including philosophy of education, objectives of education, curriculum, method
of teaching, discipline, role of the teacher, rules and regulations etc.

These elements are “parts, made into whole” and are components brought into
harmonious relationship. So, the purpose of doing such vital task is to fulfill different
purposes which are known as the objectives of educational administration.

These are:

1. To provide proper education to students: This objective seeks to mention the fact
that good education doesn’t mean education at a very high cost as is practiced in
modern public schools. Rather it means the right type of education from the right type of
teachers within reasonable cost. This objective also implies quantitative expansion and
qualitative improvement of education.

2. To Ensure Adequate Utilization of All Resources: For adequate realization of the

various purposes of educational program there is the need of ensuring adequate
utilization of all available resources-human, material and financial.

3. To Ensure Professional Ethics and Professional Development Among

Teachers: As teachers are the senior and mature human elements to accelerate the
program in time their role is highly felt in this regard. They are to be encouraged and
given the facility to devise and try out innovative ideas on instruction and to participate
in service education programs. In this context, it can be visualized that educational
administration should aim at developing a desire for hard work, dedication and
commitment for their job among teachers.

4. To organize educational programs for acquainting students with the art of

democratic living and giving them excellent training in democratic citizenship.

5. To mobilize the community: Like general administration, educational administration

seeks to maintain and improve the relations with the community. For this it should seek
community support and co-operation for quantitative expansion, qualitative
improvements, smooth and fair examination in the educational system.

6. To organize co-curricular activities effectively for developing talents of

students and work efficiency of educational teachers.

7. To get the work done: The most important objective of administration is to get the
work done effectively, efficiently and with satisfaction to the individuals and benefits to
the society.

8. To prepare students for taking their places in various vocations and avenues of
life.

9. To train the students in developing scientific attitude and objective outlook

among them towards all aspects and activities of life.

10. To ensure qualitative improvement of education: Good education can be

provided to students by bringing qualitative improvement in instruction. Regular
supervision of teaching and guidance of teachers help to ensure quality teaching in
schools.
 “MANAGEMENT IS DOING THINGS RIGHT; LEADERSHIP IS DOING THE
RIGHT THINGS.” - PETER DRUCKER