Staff structure

Staff structure or linear-staff organizational structure is one of the attempts to solve the problem of linear structure constraints. Manager having too much various tasks is not able to effectively manage its employees.

Therefore, staff units has been introduced, which was supposed to perform some of manager tasks. E.g. experts could calculate payroll, coordinate human resources, perform work and resource allocation, etc. The whole decision power is retained by the manager, but he gets suggestions of some of the decisions from expert and then he has only confirm suggestions made by experts to make decision (fig. 1).

Role of staff within structure

General management may decide, however, that a better solution would be to create a general staff of experts helping head manager (CEO), and not individual expert positions for each lower level manager. Where appropriate managers are granted the right to use of expert knowledge of general staff of experts. The management staff changes in the general staff.

Need for coordination of expert work leads to creation of formal staff structure parallel to the existing linear structure.

Elements of staff structure

Fig. 1. Typical arrangement of staff within organizational structure

The staff structure typically includes the following elements:

• Position Titles: This includes the titles of the positions that exist within the organization, as well as the roles and responsibilities of each position.
• Reporting Lines: This outlines the reporting relationships among the various positions, which includes identifying who is responsible for reporting to whom.
• Hierarchy: This refers to the chain of command within the organization, which determines who has authority over whom.
• Organizational Chart: This is a visual representation of the staff structure which outlines the positions, reporting lines and hierarchy.

Staff structure is an important component of an organization, as it helps to define the roles and responsibilities of personnel, and ensures that there is an organized and effective chain of command. It is important for organizations to ensure that their staff structure is up to date and accurately reflects the roles and responsibilities of each position.

When to use Staff structure

Staff structure is useful for a variety of purposes, including:

• Defining roles and responsibilities: Staff structure helps define the roles and responsibilities of each position, which helps to ensure that personnel are clear about their duties.
• Clarifying the chain of command: Staff structure clarifies the reporting relationships and chain of command within the organization, which helps to ensure that there is an organized and effective hierarchy.
• Identifying skills gaps: By outlining the roles and responsibilities of each position, staff structure can help to identify any skills gaps that may exist within the organization.
• Improving efficiency: By clearly defining roles and responsibilities, staff structure can help to improve the efficiency and productivity of personnel within the organization.

Advantages of staff structure

Staff structure allows to preserve the principle of one-man management (every worker has only one superior), but at the same time provides greater flexibility in changing operating conditions. It also introduces an element of encouraging cooperation between all members of the organization. Expanded linear-staff structures in bigger organizations may experience conflicts between the managers and experts concerning they role in decision making process. The threat of conflicts is greater when there is a hierarchy of various staffs in organization. Managers must have at least such a range of knowledge, which would allow them to pass without distortion command suggested by staff of experts. Experts could not command any of employees directly.

• Increased Efficiency: A staff structure provides a clear and concise representation of the roles and responsibilities of each position and helps to ensure that tasks are completed efficiently.
• Improved Communication: A staff structure also helps to ensure that communication is streamlined and that information flows between the various positions in an organized and efficient manner.
• Clarity of Roles: A staff structure helps to clarify the roles and responsibilities of personnel, which can help to prevent any confusion or misunderstandings.

Linear-staff structures usually evolve in the direction of divisional or departmental structures.

Limitations of Staff structure

Despite its importance, staff structure has some limitations. These include:

• Inability to capture informal relationships: Staff structure is limited in its ability to capture informal relationships that may exist within an organization, such as informal mentorship and collaboration between staff members.
• Difficulty in making changes: Staff structure can be difficult to change, as it involves restructuring the various roles and responsibilities of personnel.
• Inflexibility: Staff structure can be inflexible, as the reporting lines and hierarchy remain the same regardless of the demands of the organization.

Other approaches related to Staff structure

• Job Description: This includes a detailed description of each position, and outlines the specific responsibilities and duties associated with the role.
• Job Rotation: This refers to the practice of moving employees from one job to another within the organization in order to gain new skills and experiences.
• Job Enrichment: This is the practice of increasing the level of responsibility or complexity of a job in order to motivate employees and increase job satisfaction.
• Team-Based Structure: This is a structure in which teams of employees are organized to complete specific tasks or projects.

These approaches to staff structure are designed to increase efficiency, motivate employees, and ensure that each position is filled with the best possible candidate. By taking a more comprehensive approach to staff structure, organizations can ensure that they are creating an effective and efficient workforce.

Staff structure — recommended articles

Organizational dependence — Functional dependence — Unorganization — Grouping of posts — Principles of delegation — Functional authority — Functional structure — Hierarchy — Organizational chart

References

• Galbraith, J. R. (1974). Organization design: An information processing view. Interfaces, 4(3), 28-36.
• Mintzberg, H. (1980). Structure in 5's: A Synthesis of the Research on Organization Design. Management science, 26(3), 322-341.