Power and Authority in Organizations - Coursework Example

Introduction

Organizations create structure to facilitate the coordination of activities and control the actions of their members. Activities in the organization are often broken down or differentiated and various people are assigned to perform different tasks depending on their job descriptions. However, work in the organization has to be somehow formalized in order to ensure that the efforts of the members are directed towards the attainment of the desired goals. This can be possible through the utilization of rules and procedures and this is known as formalization (Robbins, 1993). Organizations may differ in the ways they are structured but the primary goal of understanding organization structure is the impact it has on employee attitudes and behaviour. This emanates from the power dynamics utilized in the organization since it can be observed that in one way or the other, power is used to control the behaviour of the other employees in order to attain the desired goals. As such, in this paper I am going to reflect on different personal perceptions of the power dynamics I have experienced in my organization where I currently work as the operations manager in an airport. I work in the airline industry and will protect the identity of my organization for professional reasons but in the paper, I will look at different aspects of power dynamics and authority and how I anticipate implementing changes that would improve the effectiveness of managerial roles in this particular field.

Assessment of power dynamics in the organization

First and foremost, it can be observed that the company that I work for as the operations manager is highly formalized. Formalization in the organization refers to the level of standardization of the jobs within the organization (Werner, 2007). This entails that there is little discretion on behalf of the employees since they cannot make decisions about what should be done and when that can be done due to the high level of standardization of the job tasks. The employees within my department are expected to handle the same inputs in a similar way resulting in consistently the same outputs in their operations. In other words, the job tasks in the operations department are highly routinized such that the employees perform more or less the same tasks on a daily basis. In the operations department, we deal with aspects such as logistics and the department is also responsible for processing and procuring orders that may be required by other departments within the airport. This is mainly concerned with order taking and processing where the other employees have little or no chance to make decisions on their own. As the operations manager, I am responsible for delegating orders and am also responsible for ensuring that all tasks are performed to meet the standard expectations.

From my own perspective, the employees are highly dependent on their superiors for instructions about what ought to be done in their work. Power is vested in the superiors and its structure is hierarchical in nature. The operations manager reports to the director of operations and this incumbent in turn reports to the executive director of the company. This clearly shows that the individuals entrusted with the power to manage have the authority to oversee the activities of the other members in the organization to ensure that they conform to the rules and regulations set by the responsible authorities in the company. Likewise, authority in this case is viewed as the rights inherent in a managerial position to give orders and expect the orders to be obeyed (Robbins, 1993). Authority in this case relates to one’s position in the organization and it is viewed as the glue that helps to keep the organization intact. It does not involve personal characteristics of the individual and once the incumbent person vacates office, then he no longer has any authority. The structure of the organization does not entitle the line managers to make personal decisions in their operations apart from taking the orders and implementing them as they are supposed to.

The scenario presented in the organization that I currently work for is that of too much employee dependencies on the responsible authorities given that there are clearly defined job descriptions and a lot of organizational rules where there are defined procedures to follow. The other issue is that company has a horizontal structure based on horizontal separation between units. These units require specialized skills and they are headed by different line managers responsible for managing the activities of their departments. However, there is less coordination among these departments since they operate as independent and not interdependent on each other. For instance, apart from the operations department, there are also line departments such as purchasing, human resources, finance as well as marketing and these are also headed by managers with the same power and authority just like me as the operations manager. Pfeffer (1981) has argued that a horizontal structure in the organization makes it difficult for members of the organization to communicate since they are confined to their own departments. This means that they cannot cross the functional lines and interfere with the operations of the other departments since there are also people entrusted with the responsibility of coordinating the efforts of the members within their departments.

This kind of organizational structure outlined above is a potential source of political instability among the employees. Line authority is utilized in the company that I work for and it can be seen that there are benefits as well as disadvantages of this approach to management especially in large organization such as the one I am currently working for. According to Jackson and Schuler (2000), line authority entails that the manager is entitled to direct the work of the subordinate based on superior-subordinate relationship. This means that the employee has very little input into the work that is supposed to be done. Due to high formalization and apparent regard for the set rules, the employee is sort of programmed and is expected to be a taker of instructions and should not contest the authorities delegated from above. In contrast, where formalization is low in the company, the employees have a great deal of freedom to exercise discretion in their work and this in turn motivates them to be productive and to be responsible in whatever they are expected to do within the company.

As we move towards the knowledge economy that is characterised by knowledge sharing, Kotter (2002) has suggested that effective managers need to treat the employees as valuable assets to the organization in a bid to motivate them. This helps to create a sense of belonging to the organization among them and this will go a long way in eliminating chances of conflicts and political instability in the organization. As noted in my organization, the employees have little autonomy to make discretions in their work since they heavily depend on their line managers for instructions and orders to perform different tasks. The employees are also valuable assets to the company and they should be treated as such. This plays a significant role in minimizing chances of conflicts as well as political instability in the organization. This kind of management style also makes it difficult to properly coordinate the activities of all other employees since the lines of authorities existing between the management and employees create a gap that deters the two groups to interact freely. The subordinates are expected to obey the orders from their superiors and this kind of management might not auger well in the operations of the company. This can lead to the creation of acrimony between the management and the employees which in turn can affect the smooth operations of various departments within the company. A relationship between the management and the employees based on mutual understanding should be created in order to avoid such kind of situation.

Required sources of power and influence skills to be effective at work

In order to be effective at work, the leader does not only need to boast of being a powerful figure to reckon with in the organization. A leader should also show concern for the employees in order for them to be motivated which also leads them to be productive in their work (Schultz, 2007). In my case, I think there is need to review the power structures within my organization since I strongly believe that they are oriented towards the attainment of the organization. Productivity is given priority at the expense of the employees and it can be seen that the managers are also compelled to enforce the status-quo where they should give orders to the employees as they should be without seriously taking into consideration the needs and aspirations of the individuals within the company. As such, an effective leader in this case needs to take into account different issues that are oriented towards the needs of the employees as well as the organization as a whole. Employees have personal goals to fulfill and they also need recognition for outstanding performance since this is very important in motivating them to keep on improving their performance.

In my case, quality leadership skills are required in order to be effective in the dispensation of duties in way that would satisfy the needs of the employees as well. An effective leader should possess leadership skills that help them recognize that employees are valuable assets to the organization and they are also capable of meaningfully contributing towards its performance. According to Parker (2003), an effective leader should be accommodative and adopt an open door approach in their work where they seek to engage the workers in different aspects of their work. The employees are also human beings and they also have aspirations to fulfill and this can only be possible if they get recognition in their workplaces. It is undoubtedly true that the employees form the backbone of the organization and they are responsible for performing all the work that keeps the organization going. These very same people are also aware of different things that need to be addressed in order for them to be productive in their operations. As such, the manager in this case should periodically engage the employees so that they get information about the necessary changes that need to be implemented in the organization.

The other important aspect that needs to be taken into account by the leader is that effective leaders should always uphold high ethical standards and they should also be exemplary in their operations. Schultz (2007) posits to the effect that effective leaders do not use their power and authority to insubordinate their juniors but they should make an effort to positively influence them to share the same vision of the organization. In other words, power should derive from the people and the leader should get inspiration from the followers to lead. Indeed, the employees know their role expectations and they need someone to lead them to attain the set goals. In the company that I work for, the chain of command that extends from the top to bottom of the company is used in communication and giving instructions. However, there is need for the leader to engage the other employees in the organization in decision making. At least the leader should make an effort to consult the other employees about the necessary changes that may be implemented in the organization since they are bound to affect their operations in various ways. The other advantage of engaging the employees in the decision making process is that they will share the same vision with the leader meaning that there would be few chances of conflicts or resistance to change that may be experienced when the workers are against the changes that may be implemented in their respective firms.

The current structure of the organization that I currently work for is comprised of certain gaps mainly caused by the differences in levels of power and authority. This gap can be reduced if the leader adopts an accommodative leadership style. Kleynhans (2006) posits to the effect that a leader who is accommodative to the concerns of the employees is in a better position to appeal to their interests since this gesture would show that the leader is concerned about the welfare of the workers not just their level of productivity in the company. In my own case, I would need to identify the gaps that exist between the management and employees in terms of responsibility and expected tasks to perform. I should bear in mind that the employee can also make a difference in the operations of the organization so should be ready to listen to their concerns. An effective leader is also a good leader. As a leader, I think I should desist from doing all the talking as expected by the political setup within the company. I am of the view that my leadership skills can be improved if I am given the opportunity to engage the employees in carrying out my duties where I would also listen to their ideas. These can be incorporated in the strategies of the company to make a positive change.

It is also important to try to create mutual relationships among all the members within my team and this should be based on respect and belief that all the members within the organization are important. This helps in enhancing cooperation among the employees since they can freely interact and they can also share different ideas that can be utilized in the organization to improve its performance. One important thing that should be noted is that in a diverse workforce, it can be seen that people often come from different backgrounds and they have different perceptions about the world around them. Some of these views can be very important in shaping the strategy in the organization if they are given the opportunity to contribute towards the decision making process. Leaders who often believe that they know everything and can do it alone encounter challenges that can hamper their effectiveness in performing their duties. The employees should in fact view their leader as a source of inspiration and they should also lean on him for moral support in cases where the going gets tough.

An effective leader should also possess good problem solving skills. Various problems and challenges are inevitable in the operations of any given organization (Werner, 2007). However, if these are left unattended, they can degenerate into chaotic situations that may be difficult to control. Problems may be caused by misunderstandings among the employees as a result of various factors. Unresolved problems in the firm hamper progress and these should be solved and the leader has a great responsibility of doing that. The leader needs to get to the crux or real cause of the problem before attempting to solve it. In my case, this will help to understand the real issue that needs to be addressed so that it does not recur again in future. It is also important for the leader to be impartial when solving problems in order to be effective. As the leader, I will try to avoid taking sides when dealing with a problem that has been brought to my attention. This helps to create credibility in solving problems such that all the employees may generate trust in my leadership skills. Essentially, an effective leader should try to solve a problem as it is without fear or favor since this also contributes towards development of effective problem solving skills.

How can the likely sources of power meet the requirements of work?

In my current job I think there are likely sources of power that are required and these would influence the requirements of my work. While I am already working within a managerial position, it is my hope and intention that I will continue going up the ladder to reach senior levels of management within the company. However, I have a different perspective towards the issues of power and authority in the way we currently perform our duties. I would suggest quite a number of issues to be addressed in order to meet the requirements of my work in as far as power is concerned. I have often realized that there is a tendency by those people in authority to abuse their positions such that they end up undermining the potential of the employees to positively contribute towards the operations of the organization. These people also tend to abuse their power to the extent that they become self-centered such that they do not even care about concerns of the other employees in the company. However, it is my belief that a different approach to the aspects of power and politics in the organization can make a difference in the way our company is operating.

It can be seen that our company is quite complex and it is also evident that the line managers are facing challenges to diligently execute their duties. Against this background, I would propose that the authority be created. According to Robbins (1993, p. 494), “staff authority functions to support, assist, advise and in general reduce some of the informational burdens that can be encountered by line managers.” The aim of staff authority in this case would be to assign certain tasks to other subordinates within the department instead of centralizing all the activities in one person who also is the line manager. This move would be driven by the general understanding that power in the organization can be vested in the people since they are also committed to work towards the attainment of the desired goals in they are given the trust and responsibility to work for the betterment of their company. In my case, I will make it a point that as the manager, I delegate certain responsibilities and duties to other subordinates but they will be reporting to me. I will also empower these people to identify the problems they think need to be addressed and I will also ask then to come up with suggestions pertaining to the appropriate measures that can be taken in order to address the issues raised. I will also encourage the employees within the organization to be open with each other such that the chances of conflicts may be minimized.

Teamwork is also very important since it can act as a source of power vested in the members as a group. Organizations are made up of people working together towards the attainment of the same goal and it can also be noted that their activities are interdependent (Werner, 2007). Given the high level of interdependence in performing various tasks within my department in my workplace, I would advocate team building as a source of power that can significantly improve my operations and those of the subordinates within my department. The objective of promoting team building as a source of power is to improve coordinative efforts of the members of the team which will also play a great role in increasing the group’s performance. Team building will be used as an attempt to create high interaction among the members of the group to increase trust and openness. Where the members trust each other, they can also openly share their views and ideas which can be very effective in improving the operations of the organization. Collaboration is also enhanced through teamwork and this helps to create an environment that is admired by many people such that they would wish to work for the organization.

Essentially, my future management approach should be people driven since I am strongly convinced that the employees are the major players who contribute towards the attainment of the desired goals in the organization. The significance of teamwork is synergy of the efforts of the members in contrast to individual effort (Schultz, 2007). The combined efforts of the members of the team towards the attainment of the desired goals are likely to yield fruit compared to individual effort. Therefore, as a manager, I believe that I can be effective if I have the support of the people in implementing various decisions that can affect their operations rather than rely on dictating orders to them to perform various tasks. It is quite challenging to work through other people to achieve certain goals since these people ought to show commitment to the work done. This can be possible if they have trust in their leader and they are also in a position to stand by his side when certain decisions are being made within the department.

The other advantage of teamwork is that it promotes cohesion among the members of the group. The team members can identify with each other and they share similar goals and objectives in their operations. This means that their efforts are oriented towards the attainment of the set goals and this can be done in a cordial and well-coordinated fashion. This means that the work of the leader is made simple since he would mainly be responsible for coordinating the efforts of the other employees who in turn are also aware of what would be expected from them. If the employees are fully aware of what is expected of them, it becomes easy for them to collaborate with each other such that they can share vital information that helps them to pull their efforts towards the desired goals. The manager will not encounter difficulties in coordinating the activities of the other members within the department by virtue of the fact that all the people involved are committed in their work and they assist each other to reach the common goal. Power should be viewed as a unifying force instead of in subordinating the other workers occupying lower positions in the firm. Personal plan for developing the sources of power, influence skills, and relationships necessary to be effective during the next three to twelve months

First and foremost, it would be important for me to understand the power dynamics in different scenarios in order to be in a better position to develop the sources of power, influence skills and necessary relationships that are effective within the stipulated time frame above. In my current workforce, it is my wish that given the opportunity, I will build a strong team comprised of members who are totally committed to their work. However, this is not an overnight event since there are quite a number of things that need to be taken into consideration. In view of the current power structures, within my company, it seems that authority should be sought from the responsible people in top management in order to be given the green light to build a strong team. These people need to be convinced that teamwork would be essential given the complexity of the organization by virtue of its large size in terms of the workforce. Teamwork is the only way to improve the operations of the firm since line managers cannot effectively coordinate the activities of each employee since these are supposed to perform different tasks.

In undertaking the initiative to build a strong team for my department within the next twelve months, I will consider goal setting as the first and most important step. Initially, every team is concerned about achieving certain goals. Just like a football team whose main aim is to win as many tournaments as possible to lift the trophy, the team I am going to build will also be concerned with achieving great results in its operations. I will allow the members to attempt to define the goals and priorities of the group as I lead them through the process of building the team. This is very important since this measure is taken to empower the members to be the owners of the team. This team is likely to be very strong since it would be comprised of people who share the same vision and also responsible for setting the goals to be achieved. There would be common understanding among the members of the team if they are given the autonomy to contribute towards the setting of the goals. In other words, every member of the team would be concerned about achieving the agreed objectives which also entails that there would be mutual understanding among all of them.

The other important aspect that should be taken into consideration in order to influence the skills of the other members relates to development of interpersonal relations among the team members. It should be noted that these interpersonal relations are very important since they determine the way employees within the organization will relate with each other. Such kind of relationship should also be based on mutual understanding where the employees can freely communicate with each other and exchange different ideas that can be helpful in their operations. Essentially, there is no organization that can properly function without communication (Shultz, 2007). People communicate to exchange views as well as to give each other instructions in the workplace. This ought to be done in a cordial manner to ensure that there is mutual understanding among all the members of the group. To achieve this feat, I will take a leading role in creating a two way communication channel that is open to diverse views. For instance, I will allow the workers to communicate directly with me as their line manager since I am the one closer to them. I will then convey their concerns to the higher level authorities instead of just giving them orders related to the tasks they are supposed to perform without listening to their concerns. Good listening skills are very important when trying to build a formidable team.

The other pertinent issue that I will take into consideration pertains to conducting role analysis in order to clarify the members’ roles and responsibilities in the firm. Many leaders err when they assign roles to different individuals in the organization since some people are not competent enough to perform the assigned tasks. Note should be taken that each role comes with a responsibility in order to ensure that people do not end up abusing the authority and trust vested in them. If the individuals in the organization are fully aware of their roles and responsibilities, they are likely to behave in an accountable manner. Clear definition of roles and responsibilities helps to eliminate reckless behaviour among the members of the group since each of them would be accountable for their actions. An effective leader needs to show that he has trust in his subordinates through entrusting them with the responsibility to evaluate their actions to check if they conform to the expected standards within the organization. In my case, I would make sure that all the people under my authority are responsible enough to be left alone to perform their tasks without constant supervision such that they can also have freedom to make some decisions that may be necessary in their operations.

The other important aspect is to set feasible expectations that can also be shared and agreed among the other team members. Whenever change is implemented in different circumstances, there are expectations that should be fulfilled. As the leader, I would need to clarify the role expectations of each individual person towards the attainment of the desired goals and objectives. In the organization, it is expected that each person is supposed to perform certain tasks according to their job descriptions. In outlining these expectations, the leader would need to assess the capabilities as well as competencies of each individual to ensure that they can deliver the goals. In some cases, there is a tendency by the leaders to be easily taken away and assume that all the employees have similar capabilities. However, in order to ensure that I will build a strong team to reckon with, I will carefully assess the expectations of members of the group to identify if they have the requisite qualities to deliver the expected goals. This can be constantly reviewed in order to align them with the goals of the company. This strategy can also inspire the members of the team to put optimum effort in their performance to improve the operations of the organization.

Conclusion

Over and above, it can be observed that assigned to perform different tasks depending on their job descriptions. However, work in the organization has to be somehow formalized in order to ensure that the efforts of the members are directed towards the attainment of the desired goals. This can be possible through the utilization of rules and procedures and this is known as formalization where some people are given power to oversee the activities of other workers in the company (Robbins, 1993). Power mainly deals with the authority vested in the individual with managerial position by the company to give orders to the subordinates and expects those orders to be obeyed. There are different forms of authority and in my organization, line authority is practiced. However, I have noted that there are certain measures that can be taken in order to improve the overall management system utilized in the company. For instance, a people centered approach can be utilized where the employees are involved in the decision making process. The managers need to consult the employees to get their views in case of implementing change before imposing their own decisions. This helps to create a sense of belonging to the organization among the employees. It can also be seen that teamwork can go a long way in improving the management process in the company since it enhances cohesion as well as collaboration among the employees and the managers. This also helps the manager to be in a better position to coordinate the activities of the workers so that they can be aligned with the goals of the organization.