Organizational documentation

Organizational documentation
See also
Formalization Managerial controlling Documentation Functional dependence Characteristics of bureaucracy Information management Principles of delegation Grouping of posts Effective system of control

Organizational documentation is the practical and formal reflection of the organizational structure. Described in the documentation are relationships between system and elements, which constitute the formal organizational structure of the company.

For the proper functioning of any organization it is necessary to develop the documentation containing the overall description of the system. Documentation should facilitate the work of the personnel, as well as assist the leadership in the efficient management of the company.

Types of documents

Fig.1. 13 types of organizational documents

Formal documents describing the organization and functioning of the organization, can be categorized according to criteria such as:

• the rationale underlying the development and implementation of a document
  • the documents resulting from the formal-legal considerations,
  • the documents resulting from the reporting rules concerning the organizational structure and the functioning of processes.
• the time in which the document is valid
  • the perpetual,
  • in force by a specific time
  • the documents relating to a specific problem (after solving the problem the document is no longer valid).
• subject of regulation
  • the documents authorizing the fact of the existence of the organization,
  • closely defining the Organization,
  • defining tasks
  • defining the tools and performance of the tasks,
  • mixed documents.

The documents needed for overall effectiveness of organization

• rules of organization,
• organizational chart
• descriptions of units and organizational cells
• ranges of activities for posts
• organizational instructions
• rules of procedure,
• ordinances,
• commands,
• circular letters.

Examples of Organizational documentation

• Organizational Charts: Organizational charts are diagrams that depict the formal structure of an organization. They show the relationships between different departments, roles and responsibilities of employees, and how information flows between different parts of the organization.
• Job Descriptions: Job descriptions document the duties, responsibilities, and qualifications for a particular job. They are important for providing a clear understanding of what is expected from each employee, and for ensuring that the job is being filled with the most qualified individual.
• Policies and Procedures: Policies and procedures document the official rules and regulations of the organization. They provide guidance on how to behave in different situations, and how to handle different tasks and operations.
• Employee Handbooks: Employee handbooks provide information about the organization’s culture, mission, and values. They also provide guidelines on how to conduct oneself in different situations, as well as provide information about benefits and other important information.
• Strategic Plans: Strategic plans outline the organization's long and short-term goals, objectives, and strategies. They provide a roadmap for the organization, and can help guide decision-making and ensure that the organization is taking the right steps towards reaching its desired future state.

Advantages of Organizational documentation

Organizational documentation is an important tool for businesses, as it provides a variety of benefits. These include:

• Increased transparency and accountability: Organizational documentation serves as a formal record of the established organizational structure. This allows for greater transparency and accountability, as it outlines the responsibilities of each department and the relationships between them.
• Improved communication: Having a documented organizational structure ensures that the different departments and employees understand their roles and responsibilities. It also helps to ensure that communication between departments is clear and effective.
• Cost savings: Having a documented structure can help to reduce costs by streamlining processes and eliminating unnecessary costs. This can help to improve efficiency and reduce the amount of time needed to complete tasks.
• Improved decision-making: Having a documented organizational structure helps to ensure that decisions are made in an efficient and timely manner. It also helps to ensure that the decisions are based on the best available information.
• Enhanced customer service: Having a documented organizational structure helps to ensure that customer service is delivered in a timely and efficient manner. This can help to increase customer satisfaction and loyalty.

Limitations of Organizational documentation

Organizational documentation can have certain limitations that need to be taken into consideration when creating it. These include:

• Lack of flexibility: Organizational documentation is usually static and inflexible, meaning that it can be difficult to make changes to the structure or processes in the future.
• Cost of maintenance: Maintaining organizational documentation can be costly, as it requires resources and time to keep it up to date.
• Difficulty of implementation: Implementing organizational documentation can be difficult, as it requires coordination between different teams and departments.
• Difficulty of understanding: Organizational documentation can be complex and difficult to understand, making it difficult to interpret.
• Time-consuming: Creating and maintaining organizational documentation can be time-consuming and require a lot of effort.

Other approaches related to Organizational documentation

An introduction to the other approaches related to Organizational documentation is that they are used to document the operational and administrative procedures and processes that constitute the functional organization of a company. The following are the other approaches related to Organizational documentation:

• Strategic planning documents: These documents are used to set out the vision, goals, and objectives of the company. They can also include the strategies for achieving these goals, as well as the tactics for implementation and the timeline for achieving them.
• Process documents: These documents are used to document the processes and procedures of the organization. They provide a step-by-step guide to ensure that tasks are performed in the same way each time.
• Record-keeping and compliance documents: These documents are used to document the records that are kept in the organization. They include financial records, legal documents, and any other documents that are required for compliance with legal and regulatory requirements.
• Policies and procedures: These documents are used to document the policies and procedures of the organization. They provide guidance to employees on how to carry out their tasks and duties.

In summary, Organizational documentation is used to document the formal structure, operational and administrative procedures and processes, strategic planning, record-keeping and compliance, and policies and procedures of the organization. It provides a comprehensive overview of all aspects of the organization, from its structure to its compliance and operations.

References

• Child, J. (1972). Organizational structure, environment and performance: The role of strategic choice. sociology, 6(1), 1-22.