Q: Write a note on formal organizational structure?

A: Introduction:
As from the word organization we can see that it is derived from the word “organize” means “to
establish a group of people in orderly structure for fullfilment of some mutual goals or
objectives”. So we can say that it is a group of people who work together for achieving their common
goals and objectives for this purpose they co-oprates each other.
Definition:
“An organization is a social arrangement which is being made for accomplishment of collective goals,
which controls its own performance, and has a boundary to separate it from its environment”.
(wikipedia.com)
Organizational Structure:
There are two types of organizational structures
• Formal organizational structure
• Informal organizational structure
Formal organizations:
As an organization is being established for achieving some common and specific goals or objectives. So
we can define formal organizations as
Definition:
A formal organization is a large social group that is deliberately and rationally designed to achieve specific
objectives (Robertson, 1977).
Explanation:
From the above statement we can take a formal organization as a group of people which is established
systematically for the purpose or intention or due to the reason for the purticular objectives or goals to be
achieved by mutual working of whole staff.
Formal organizational Structure:

Formal Organizational Structure

Organizational Manual
Organizational Chart

A formal organization from the above diagram has two components I,e.
• Organizational Chart
• Organizational Manual
Organizational Chart:
It tells us about authority distribution or hierarchy in an organization,limitations of communicating to higher
authorities,reporting relationships, your level of job in organization, channel of communications, location
of other officials or colleages in a building or another one.
With the help of this one can better understand his limits of communication and his working. From this
chart one can also know the type of organization i,e. whether it is functional or project related
organization.
Types:
There are two types of charts
• Line chart
 • Staff chart
Line Chart:

M.D

G.M G.M G.M

(Support Center) (Call Center) (Reporting)

Manager Manager
A.M A.M
A.M
CSR
Team Lead Team Lead

CSR CSR CSR

This type of chart shows the direct control relationship of higher authorities In this type of arrangement Managing
director has direct control on his subordinates and his next officials also have direct access to him in this type of
set up communication channel can be shown as

M.D

G.M

Manager

A.M

T.L

CSR

Staff Chart:
In this type of arrangement Managing director has not direct control on other staff members but through another
person such as secretary, personal assistant, legal assistant or auditor. In this type of arrangement subordinates
also don’t have direct approach to the boss but through a third party as discussed above.
This arrangement can be shown by a chart as;
 M.D

Legal Asst Secretary

G.M G.M

Secretary

Manager

A.M

Staff

Organizational Manual:
This is a sort of document which contains each and everything regarding job resbonsibiliies of all staff members
and also whole information about the organization.
From the above discussion we can describe its features as
Features of formal organozations:
The salient features of formal organization are as follows:
• Organization structure is laid down by the top management to achieve organizational goals.
• Organization structure is based on division of labor and specialization to achieve efficiency in
the operations.
• Organization structure concentrates on the jobs to be performed and not the individuals who
are to perform jobs.
• The organization does not take into consideration the sentiments of organizational members.
• The authority and responsibility relationships created by the organization structure are to be
honored by everyone.
Q: write a note on four styles of communication?
A: Origin:
The term “Communication” is originated from the Latin word “Communis” means “Common” thus’ to
communicate’ means ‘to make common or known’
Introduction:
Communication is a process that allows us to exchange information by several methods. Besides that,
communication requires that all parties understand a common language that is exchanged with each other.
Communication can be done in any mode whether verbal (by using words in written or spoken) or non-verbal
(through our appearance, environment, body language and much more)
Here we will discuss about verbal communication and its styles
Definition:
“ The communication that involves written or spoken words is called verbal
communication”
Explanation:
As it is clear from the above definition that verbal communication is done by usage of words either
in written or spoken form,there are four styles for communicating other and they also are used at
different events or occasions,
Styles of communication:
Here we have four styles as
• Tell
• Sell
• Confer
• Join
Tell:
In this style communicator talks more than audience for fullfilment of some objectives.these
objectives are called communication objectives. This style is used when, you know the answers
and want to tell them to your audience, While giving an order or orders to subordinates, For giving
commands to other, For upward communication, For external communication.
Examples:
some examples of this style communication objectives are given as;

• As a result of reading this organizational manual employees will come to know about their
job responsibilities and benefits given to them
• As a result of reading this petty cash book my boss will increase the budget for office
expanses
• As a result of attending this meeting my subordinates will come to know the tasks to be
done
• As a result of reading this advertisment only highly educated job seekers will come for
interview
• As a result of reading this report my boss will come to know about the organizational
activities of the department.
Sell:
In this style of communication communicator also talks more but here audience takes part more
than tell style. This style is used when we want our audience to change their responses or actions
in result of our presentation or communication.
Example:
Here some examples are given for which we use sell style
 • As a result of my phone call my customer will buy our computers
• As a result of reading the package details my client will take it within 2 days
• As a result of attending this meeting my boss will increase the incentives of staff
• As a result of reading this sales policy my boss will increase budget for fullfilment of it.
Confer:
This style is used when we don’t answers and want to know them. And also for collecting
information regarding some policy or for knowing the responses of people to some thing
Example:
Here some examples are given for which we use confer style;
• As a result of this meeting I would know the negative points of my policy

• As a result of helding this question-answer session I will come to know how should
I make and introduce my sales policy
Join:
This style is also used when we want to collect information and want high participation from
audiencein this audience talks more than communicator
Example:
Here some examples are given for which we use join style;
• As a result of this meeting I would know the reasons for which my subordinates
come late in office
NAME:
AYESHA AFTAB
REG #:
1432-209054
PROGRAM:
MBA (EVENING) ACCOUNTING & FINANCE
CHAPTER #:
02
ASSIGNMENT #:
03
TEACHER:
SIR: DR ABDUL BASIT