How Do I Create an Organizational Structure When Roles Aren't Clearly Defined?

I have recently joined an organization involved in the import of metal scrap. There was no HR department here until now. They are engaged in both domestic and international procurement, with offices in Mumbai, Delhi, Pune, Ahmedabad, Bangalore, Hyderabad, Chennai, and international offices like Dubai and the U.S. They import metal scrap from abroad as well as procure it locally.

Preparing an Organizational Structure

Now, I have to prepare an organizational structure for this company. How do I go about doing the same? Also, the job responsibilities are not clearly defined for most of the employees here. Please let me know what things I need to keep in mind while preparing the structure and the steps to be taken.

Regards

You can start doing this in PowerPoint. There is a provision in it to create structures. Who goes where? Your boss should be able to tell you, i.e., if he has asked you to do it. If he doesn't, then it's okay for you to not know.
Regards,

Steps to Prepare an Organizational Structure

First, you have to prepare an organizational structure. Then, identify the departments. The number of positions to be determined includes roles such as GMs, DGMs, Area Managers, etc. The duties and responsibilities, depending on the product and nature of your company, should be designed for technical personnel. For non-technical roles like HR, Finance, and PR, the duties are generally the same for all companies except for reporting.

All the above tasks cannot be done immediately. Many discussions should take place before preparing the draft. You have to consult your MD/Director and seek guidance. A group of senior people should sit together and draw out the structure.

Regards,
SUBBA RAO

Suggestions for Creating an Organizational Chart

Please consider the following suggestions when you work on the org chart:

- Identify different verticals and segregate workflows within them.
- Identify the decision-maker.
- Spot the responsibility owners.
- Identify the key players who belong to the following three categories:
- Individuals whose absence would stop the work and why.
- The roles that are difficult to train.
- Continuity required in a few roles.
- Follow the escalation matrix and identify who resolves them.

- People who need to be kept informed even though they may not be directly related to work.
- When you plot these, try to identify them as roles and avoid using individuals' names.
- You will find a map with different roles adding different levels to them based on the decision-making and responsibility they have.
- Present it to your reporting manager and take their input.

This should suffice; please do revert if you have further queries on this.

Regards,
Cite Contribution

Dear [Name], First, create a draft plan based on what you observe within your organization. Write down each component separately and then compile them in chronological order.

Head Office Organization Structure:

- CMD
- Head Procurement
- Head Finance
- Head Sales
- Head Administration
- Head HR
- Head Operations
- Head Maintenance
- Other relevant heads

Then move on to the second level, followed by the managerial level, supervisor level, and worker level detailing their responsibilities.

Design a similar structure for Branch Procurement cells and Offices both in India and internationally. The hierarchy should mirror the Head Office structure, starting with CMD, followed by the Branch/Procurement Area Office In-Charge or Country Head, then progressing through the Second Level, Managerial Level, and so forth.

Compile a comprehensive list including names and duties/responsibilities for each level of work, from grass-root workers to higher management.

Approach the task with confidence. You are capable of achieving this. Begin without hesitation.

Warm regards,

S. Bhaskar [Phone Number Removed For Privacy Reasons]

I read your requirement. You have to structure the below departments:

1. **Business Development Team** - They coordinate with your international office to procure scrap and also develop markets in India. This includes adding new clients to the existing list in India.

2. **Logistics Team** - You have to develop a team to support the above team in the clearance of scrap at various ports in India and also dispatch to clients who purchased from you. This involves shipping, customs clearance, and transportation.

3. **Finance & Accounts** - They take care of finance, accounts receivables, payments, etc.

4. **Admin Team** - To take care of day-to-day office activities and HR-related work.

Hope I gave you a brief idea. All the best.

Regards

Challenges in Defining Job Roles and Responsibilities

How am I supposed to proceed if some senior people, like the branch head of Pune, cannot provide me with their own job description? He has no idea regarding the tasks he is supposed to perform. There is no absolutely clear definition of roles and responsibilities. How do I ascertain the reporting structure? How am I supposed to assign designations to all the employees?

I'm single-handedly taking care of Mumbai, Pune, Nashik, Bangalore, Hyderabad, Chennai, and Ahmedabad. Plus, within Mumbai itself, a different group company has been created where some employees have been randomly put on that company's payroll. It's all very haphazard and disorganized. Sometimes people are hired even when there is no requirement, and there are other areas where there is a manpower shortage.

There are eternal issues of assigning job responsibilities. No one really knows what they are supposed to do. Work is randomly dumped. Please advise on how I should go about preparing the structure, keeping the other cities in mind. Need your help... please guide me.

Regards