Coordination: Need, Principles, Techniques and Coordination in Practice Questions

Question 1

Define coordination.

Accepted Answer

Coordination is the process of integrating the efforts of individuals and departments to achieve organisational goals with unity of action.

Question 2

State one need/importance of coordination.

Accepted Answer

Coordination avoids duplication and conflict by ensuring different departments work towards the same objective.

Question 3

What is meant by unity of action?

Accepted Answer

Unity of action means all individuals and departments work together in a synchronized way without conflicts to achieve common goals.

Question 4

State any one technique of coordination.

Accepted Answer

Committees and inter-department meetings are techniques of coordination that help different departments plan and solve problems together.

Question 5

What is cooperation?

Accepted Answer

Cooperation is the voluntary willingness of people to work together and help one another to achieve a common objective.

Question 6

State any one feature of coordination.

Accepted Answer

Coordination is a **continuous process** because it is required at all times to align activities as plans and situations change.

Question 7

Explain the need/importance of coordination. (Any three points)

Accepted Answer

Coordination is important because:

- It prevents **duplication and wastage** by aligning departmental activities.
- It reduces **conflicts** and promotes harmony among departments.
- It ensures **timely completion** and smooth flow of work through proper sequence of activities.

Thus, coordination improves efficiency and helps achieve organisational goals effectively.

Question 8

Explain the features/characteristics of coordination. (Any three)

Accepted Answer

Features of coordination (any three):

- **Pervasive**: required in all departments and at all levels.
- **Continuous**: needed throughout the life of the organisation.
- **Integrative**: unifies efforts of individuals/departments for unity of action.

These characteristics show coordination is essential for smooth organisational functioning.

Question 9

Differentiate between coordination and cooperation.

Accepted Answer

Coordination and cooperation differ as follows:

| Basis | **Coordination** | **Cooperation** |
|---|---|---|
| Meaning | Integration of activities | Willingness to work together |
| Nature | **Managerial process** | **Attitude/behaviour** |
| Achieved by | systems, leadership, communication | mutual help and team spirit |

Thus, cooperation supports coordination, and coordination organises cooperation for unity of action.

Question 10

Explain any three principles of effective coordination.

Accepted Answer

Principles of effective coordination (any three):

- **Direct contact**: encourage direct communication between concerned persons.
- **Early start**: begin coordination during planning stage itself.
- **Continuity**: follow-up regularly because coordination is ongoing.

These principles ensure coordination is timely, clear and consistent.

Question 11

Explain techniques/methods of coordination with examples. (Any four)

Accepted Answer

Methods of coordination (any four) with examples:

- **Meetings/committees**: weekly production–sales meeting.
- **Plans and policies**: common delivery policy for all branches.
- **Standardisation**: standard purchase procedure and forms.
- **Cross-functional teams**: product launch team with marketing, production, finance.

| Method | Example |
|---|---|
| Meetings | sales–production review |
| Standardisation | SOP for purchasing |

These methods integrate work and avoid confusion.

Question 12

Explain coordination through effective communication. (Any three points)

Accepted Answer

Effective **communication** supports coordination because it:

- Creates **clarity** about goals, roles and deadlines, reducing confusion.
- Provides **timely information** between interdependent departments (sales forecast to production).
- Enables **feedback** and quick correction of misunderstandings before they become conflicts.

| Communication aspect | Coordination benefit |
|---|---|
| Clarity | less duplication |
| Feedback | fewer conflicts |

Thus, clear two-way communication is a key tool for maintaining **unity of action**.

Question 13

Explain why coordination is called the essence of management.

Accepted Answer

Coordination is called the **essence of management** because it is present in every managerial function and at every level. Without coordination, planning remains on paper, departments work in silos, and goals are not achieved efficiently.

### Coordination in each function
- **Planning**: aligns objectives and premises of departments (sales plan must match production capacity).
- **Organising**: integrates roles and authority relationships to avoid duplication.
- **Staffing**: ensures right people are placed and trained as per departmental needs.
- **Directing**: coordinates leadership, motivation and communication for unified action.
- **Controlling**: coordinates standards, performance measurement and corrective actions.

### Key reasons (exam points)
- Creates **unity of action**.
- Reduces **conflict** and duplication.
- Ensures smooth flow and timely completion.

Therefore, coordination works like a **common thread** running through all functions of management.

Question 14

Explain problems in coordination and suggest remedies. (Any five points total)

Accepted Answer

Coordination problems arise due to unclear goals, departmental ego and poor communication.

### Common problems
- **Unclear objectives** and priorities
- **Departmental silos/ego** and rivalry
- **Poor communication** and delays
- **Conflicting orders** (unity of command not followed)
- **Lack of planning** and unrealistic commitments

### Remedies
| Problem | Remedy |
|---|---|
| Silos/conflict | cross-functional teams, common goals |
| Poor communication | clear channels + feedback |
| Conflicting orders | follow unity of command/direction |

### Conclusion
Managers should coordinate early through plans and policies, strengthen communication, and use meetings/teams to integrate departmental efforts.

Question 15

Explain coordination in practice with an example of sales–production coordination (use a flow).

Accepted Answer

In practice, coordination ensures interdependent departments work with the same assumptions and timelines.

### Example: Sales–Production coordination
- Sales prepares **sales forecast** based on market demand.
- Production prepares **production schedule** based on forecast and capacity.
- Purchase arranges **raw materials** as per schedule.
- Logistics plans **delivery** timelines.
- Finance checks **cash budget** and working capital.

### Flow (write/draw)
Sales forecast → Production plan → Purchase plan → Inventory → Logistics delivery → Customer satisfaction

### Result
Such coordination avoids over-production/stock-outs, reduces delays, and ensures promises made to customers match actual capacity.

Coordination: Need, Principles, Techniques and Coordination in Practice

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