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New Clerk Academy Tallahassee, Florida. OFFICE ORGANIZATION Role of the Clerk in the Courts Hon. Paula S. ONeil, Ph.D. Pasco County Clerk & Comptroller.

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Presentation on theme: "New Clerk Academy Tallahassee, Florida. OFFICE ORGANIZATION Role of the Clerk in the Courts Hon. Paula S. ONeil, Ph.D. Pasco County Clerk & Comptroller."— Presentation transcript:

1 New Clerk Academy Tallahassee, Florida

2 OFFICE ORGANIZATION Role of the Clerk in the Courts Hon. Paula S. ONeil, Ph.D. Pasco County Clerk & Comptroller

3 Objectives Organizational Structure and Design Considerations Importance of Division of Labor Elements of Organizational Structure Review Examples of Organizational Charts from various Clerks Offices Points to Consider

4 Division of Labor Subdivision of work into separate jobs assigned to different people Potentially increases work efficiency Necessary as company grows and work becomes more complex ©W.L. Gore & Associates

5 Forms of Work Coordination Informal communication Sharing information High media-richness Important in teams Formal hierarchy Direct supervision Common in larger firms Problems -- costly, slow, less popular with young staff Standardization Formal instructions Clear goals/outputs Training/skills

6 OrganizationalStructureElements Span of Control Centralization Department-alization Formalization Elements of Organizational Structure

7 Span of Control Number of people directly reporting to the next level Assumes coordination through direct supervision Wider span of control possible: with other coordinating methods employees perform similar tasks employee skills are standardized tasks are routine Moving to flatter structures

8 Formal decision making authority is held by a few people, usually at the top Centralization Decision making authority is dispersed throughout the organization Decentralization Centralization and Decentralization

9 Formalization Causes As firms get older, larger, and more regulated Necessary for Clerks due to quantity of statutes, rules, ordinances, administrative orders, etc. Problems Reduces organizational flexibility Work rules can undermine productivity Employee alienation, powerlessness Rules become focus of attention

10 Mechanistic vs. Organic Structures Mechanistic Narrow span of controlNarrow span of control High formalizationHigh formalization High centralizationHigh centralization Organic Wide span of controlWide span of control Little formalizationLittle formalization Decentralized decisionsDecentralized decisions

11 Effects of Departmentalization 1.Establishes work teams and supervision structure 2.Creates common resources, measures of performance, etc 3.Coordination through informal communication

12 Features of Simple Structures Minimal hierarchy -- staff reports directly to owner Roles are fairly loosely defined for flexibility Informal communication for coordination Centralized structure -- owner makes most decisions ©T.Bradner/Alaska Journal of Commerce

13 Organizes employees around specific knowledge or other resources (marketing, production) Clerk FinanceCourtsRecords Functional Organizational Structure

14 Evaluating Functional Structures Benefits Supports professional identity and career paths Permits greater specialization Easier supervision --similar issues Creates an economy of scale --common pool of talent Limitations More emphasis on subunit than organizational goals Higher dysfunctional conflict Poorer coordination -- requires more controls

15 Organizes employees around outputs, clients, or geographic areas Divisional Structure (Example 1) Clerk CustomerServiceDocketing/Filing TalentManagement

16 Organizes employees around outputs, clients, or geographic areas Divisional Structure (Example 2) Clerk NorthCourthouseCentralCourthouse SouthCourthouse

17 Evaluating Divisional Structures Benefits Building block structure -- accommodates growth Better coordination in diverse markets Limitations Duplication, inefficient use of resources Specializations are dispersed, creating silos of knowledge

18 Project C Manager Project B Manager Project A Manager InformationTechnologyCriminalCourtsCivilCourts Matrix Structure (Project-based) Clerk Employees ( )are temporarily assigned to a specific project team and have a permanent functional unit

19 Evaluating Matrix Structures Benefits Uses resources and expertise effectively Improves communication,flexibility, innovation Focuses specialists on clients and products Allows interaction within specialty across groups Limitations More coordination required within group Two bosses dilutes accountability More conflict, organizational politics, and stress

20 Team-Based Structure Features Self-directed work teams Teams organized around work processes Very flat span of control Very little formalization Usually found within divisionalized structure AAP Image/Dave Hunt

21 Main Office (County Seat) InformationTechnology (Wesley Chapel) Call Center (New Port Richey) CustomerServices (Various Cities) Finance (Dade City) Human Resources (Land OLakes) Network Organizational Structure

22 Pasco County Clerk & Comptroller

23 Lake County Clerk of Court

24 Pinellas County Clerk of Circuit Court

25 Alachua County Clerk of Court

26

27 Citrus County Clerk of Court

28 Key Points to Take Away There is no right or wrong way to organize your office. What works today may not be the best structure a year from now. A mixed organizational structure may be used. Projects may require temporary adjustments to the organizational structure.

29 References Lake County Clerks Office Organizational Chart, Not Dated, Retrieved from https://lakecountyclerk.org/clerk_of_court/organizational_chart.aspxhttps://lakecountyclerk.org/clerk_of_court/organizational_chart.aspx McShane, Steven L. & Von Glinow, Mary A Organizational Behavior, 3 rd Ed. New York: McGraw-Hill Companies, Inc. Pasco County Clerk & Comptroller, Not Dated, Retrieved from Pinellas County Clerk of Circuit Court, Not Dated, Retrieved from

30 Notes


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