Framework 140 How to Map Your Organisational Functionality Structure
Introduction
Many changes involve organisational restructuring.
In addition to using network mapping (for more details, see elsewhere in the Knowledge Base), there are 4 steps to mapping your organisation/business structure.
It will highlight
- who should do which tasks, jobs, etc
- who is responsible, accountable, etc
- any skills gap
- encourages you to look beyond today to the future, etc
Ideally this exercise should be done uninterrupted and away from daily operations so that you are able to focus on it exclusively.
"...the aim is to align everyone's capabilities and focus on your business goals..."
Greg Gunther et al, 2022
Steps
1. Identify all tasks (currently being performed in the business; this will identify tasks that are being duplicated, not being done, interdependency of some tasks, ie sequence of tasks, etc
For example, using post-it notes (see below)
(source: Greg Gunther et al, 2022)
2. Group similar tasks together (after identifying the tasks
"...group together similar tasks. By grouping these tasks together, you will be able to see a clearer picture of how different sequences work in your business..."
Greg Gunther et al, 2022
Name each group into a functional area like business administration, marketing, business planning, etc (see below diagram)
(source: Greg Gunther et al, 2022)
3. Categorise each group into 3 main functional areas (business management, business operations and business support (see diagram below))
(source: Greg Gunther et al, 2022)
Below is an example of grouping identified tasks based on functional areas
(source: Greg Gunther et al, 2022)
4. Assign people to each functional area (start by identifying the most suitable person to take the role and responsibility for coordinating each functional area; depending on the size of the business, roles might be amalgamated and/or subdivided)
(source: Greg Gunther et al, 2022)
5. Document and communicate (let people know their roles, responsibilities, etc plus expectations; continually review the situation; be careful of the perception that one area is more important than another by highlighting
"...These three areas are like cogwheels, meshed together. Each is intricately connected to each other for the whole system to work effectively...... the functional areas form an integral part of the business..."
Greg Gunther et al, 2022
Be prepared to modify as required; this can include training current staff and/or recruiting new staff)
Some examples of functionality charts
(source: Greg Gunther et al, 2022)
Summary
(source: Greg Gunther et al, 2022)