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The concepts of line and staff can be viewed both as functions and as authority relationships.
Line functions: Refers to those functions that have direct responsibility for accomplishing the objectives of the firm. The managers responsible are line managers and the others are line employees.
Line authority: refers to the chain of command where line officials have authority over subordinates e.g. a manager and a subordinate. This is exercised by all managers irrespective of whether they are line or staff.
Line departments are directly involved in the core activities and operations of the organization. They are responsible for the production, sales, and delivery of goods or services. Line departments are typically found at various levels of the organizational hierarchy and have the authority and accountability for achieving specific organizational goals. Examples of line departments include production, marketing, sales, and customer service.
Staff functions: refer to those functions that support the line functions by providing expertise, advice and support. Examples are HRM, finance or research and development They do not directly participate in the primary production or delivery of goods or services but rather assist and guide line departments in specific areas. Staff departments are often centralized and serve the entire organization. Examples of staff departments include human resources, finance, accounting, legal, IT, and strategic planning.
The line and staff relationship is characterized by the following:
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Advisory Role: Staff departments provide expertise and advice to line departments. They offer specialized knowledge and skills in their respective areas, assisting line managers in making informed decisions and solving complex problems. Staff departments act as a resource for line managers to seek guidance and support.
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Support Functions: Staff departments offer various support functions to line departments. They provide services such as recruitment and selection, training and development, financial analysis, legal counsel, technological support, and strategic planning assistance. Staff departments help ensure that line departments have the necessary resources and expertise to carry out their operational activities effectively.
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Clear Communication Channels: Effective communication channels are vital for a successful line and staff relationship. Line managers need to effectively communicate their requirements and challenges to staff departments. Similarly, staff departments must communicate their recommendations and guidance to line managers in a clear and understandable manner.
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Authority and Responsibility: Line managers hold direct authority and responsibility for their respective departments. They have decision-making power and are accountable for the outcomes of their operations. Staff departments, on the other hand, do not have direct authority over line departments but provide support and guidance to help line managers make informed decisions.
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Potential Challenges: The line and staff relationship can sometimes face challenges. Conflicts may arise when line managers perceive staff departments as interfering or not understanding the operational realities they face. Staff departments may face difficulties in influencing line managers to adopt their recommendations or in aligning their priorities with the operational needs of line departments.
Sources of conflict between line and staff employees
- Status conflict- this happens when there is lack of understanding about who is more important or strategic to the organization than the other in terms of contribution
- Failure to understand the line–staff roles – e.g. forcing policies that make the line to feel that their authority to manage is being undermined
- Lack of clear responsibility between line and staff
- Staff see line management as resistant to attempts to provide assistance and guidance
To ensure a positive line and staff relationship, organizations should establish clear roles and responsibilities for both line and staff departments. Effective communication, mutual respect, and collaboration are essential to leverage the expertise of staff departments and support the operational success of line departments.