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15th October 2012 Vinitha - 1211010307 Submitted to : Mrs. G. Tamizharasi

SPAN OF CONTROL
Introduction
Span of control relates to the horizontal structure of the organisation. It refers to the number of subordinates that can be effectively managed by a supervisor. An effective span of control involves some definite number of subordinates. This has gained importance as a principle of organising because of the limitations on the part of a manager to manage an infinite number of resources. Span of control has two important implications: 1. Influential in determining the complexity of a managers job. 2. Determines the shape of the organisation; the fewer the number of people reporting to a superior, the larger the number of managers required.

Determination of Span of Control

Graicunass model
Graicunas has identified three types of superior-subordinate relationships: Direct Single Relationships Direct Group Relationships Cross Relationships

Direct Single Relationships

This arises from the direct individual contacts of the superior with his subordinates. Thus if there are 3 subordinates Resource 1, Resource 2, Resource 3 under one Supervisor, there will be 3 direct single relationships.

Span of Control

Direct Group Relationships

This type of relationships arises between the superior and his subordinates in all possible combinations. Thus with 3 subordinates, there will be nine such relationships like A with B, A with C, B with C, and so on with the superior associated in all groups.

Cross Relationships
Cross Relationships arise because of mutual interaction of subordinates working under the common superior, such as A and B, A and C, B and A and so on. The relationship is quite different between A and B than B and A from management point of view because the interaction will be different in both the cases. There are six such relationships with three subordinates. Graicunas has given the formula to find out the relationships with varying number of subordinates. When number of subordinates is n the number of variable relationships will be: Direct single relationships Direct group relationships Cross relationships Total relationships = = = = n n(2n-1-1) n(n-1) n((2n/2)+n-1)

Using this Graicunas has suggested that the most ideal span for the manager is to have six subordinates with 222 relationships.

Limitations of Graicunas contribution:

1. According to management point of view not all relationships are of equal importance and hence cannot increase the complexity of the managers. 2. Also Graicunas has not considered many other possible relationships particular in cross relationships. Therefore span merely based on number of relationships cannot be fixed.

Span of Control

Davis model of span

Davis distinguishes between two types of span: Executive span Operational span

Executive span:
This includes the Top and middle management positions in the organisation. The span for these mangers should vary from three to nine depending on the nature of managers jobs and responsibilities.

Operational span:
This type of span applies to the lowest level of management and can be effective with as many as 30 subordinates.

Factors affecting span of management

Following factors are important in determining the span of management:

Capacity of superior
Each manager has different ability and capacity in respect of factors like leadership, communication, decision making, control, etc, affecting the management of the subordinates. Managers having more capacity in respect of these factors can manage more subordinates.

Capacity of subordinates
Efficient and trained subordinates can discharge their duties more efficiently without much help from their superiors. They may just need broad guidelines, thus requiring less effort from their superiors. Hence the manager will be in the position to manage more number of subordinates.

Nature of work
If subordinates are performing similar functions they require less time and attention from the managers and hence the span can be wider. Similarly, rate of change in the nature of work also affects the span of management. This is because work will frequent changes requires detailed instruction from the superiors.

Degree of Decentralisation
Decentralisation denotes the involvement of the subordinates in the decision making process. When the degree of decentralisation is high, higher is the degree of span.

Degree of planning
Higher the clarity of plans, higher will be the degree of span. If the plans are in detail, then the subordinates will be able to take up the tasks on their own, thus requiring less time from the manager. Span of Control

Communication Techniques
If communication is face to face it requires more time on the part of superior and the subordinates. On the other hand communication with staff assistance and using modern communication tools like electronic devices will save lot of time and hence the span can be increased.

Use of Staff Assistance

Use of staff assistance eases the managers tasks and hence enables him to manage more subordinates. These assistants can help the managers in collecting information, process communication, and issue orders and instructions on behalf of their superiors.

Supervision from others

Sometimes a superior may receive supervision from several others other than his direct superior. In this case the work load of the direct superior is greatly reduced and hence he can control more number of subordinates.

Span of Control