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Organizational Structure
The 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.

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.

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)

Office Equipment
Office 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
Walker, 2011)

(Trenfield-Newsome &

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

& Walker, 2011)

(Trenfield-Newsome

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
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

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 computerassisted designs, for
example, a car.

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Figure 11- Plotter

(Trenfield-Newsome & Walker, 2011)

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

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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

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.

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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/organizationalstructure.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-oforganizational-charts