What is Span of Control? Factors, Examples, and Types

What is the Span of Control?

The concept of Span of Control refers to the number of direct subordinates that a manager is able to effectively manage or oversee. This number can vary depending on the complexity of the tasks involved and the level of responsibility required.

For example, a manager can manage 4-6 subordinates when the nature of work is complex, whereas, the number can go up to 15-20 subordinates for repetitive or fixed work.

Definition and Explanation

The concept of "Span of Control" holds significant importance in the realm of business and human resource management. This term pertains to the management and oversight of employees, and specifically refers to the maximum number of subordinates that a manager or supervisor can effectively handle.

Historically, a single manager was only able to manage up to four subordinates, resulting in a multi-tiered management structure within organizations. However, with the advent of information technology in the business world during the 1980s, many organizations began to streamline their management structures by reducing the number of managers. As a result, the span of control for a single manager increased from managing 1-4 subordinates to 1-10 subordinates.

Inexpensive information technology played a crucial role in making it possible for managers to handle more subordinates simultaneously by simplifying the collection and manipulation of operational data. The scope of a manager's control can be influenced by several factors, including the type of work, the abilities of the manager and employees, as well as the manager's responsibilities. There are two types of management spans, narrow and wide, with the former typically involving the oversight of 2 to 4 subordinates.

Advantages of a narrow span of control.

The manager can supervisor each of his subordinates intimately.

The nature of work is usually complicated.

Effective communication between the subordinates and their manager.

More layers in the hierarchy of management.

Despite many advantages, the narrow span of control is not free from disadvantages.

Disadvantages of a narrow span of control

Too much control over employees might hamper their original talent and creativity.

Extended hierarchy of control results in a long time in decision-making.

Narrow span of controlling prevents cross-functional problem-solving.

On the other hand, a span of control is wide when a manager manages or controls up to 20 subordinates.

Advantages of a wide span of control.

In a wide span of control, subordinates are more independent.

Fewer layers in the hierarchy of management.

The nature of work is repetitive.

Less direct communication between subordinates and managers.

Disadvantages of a wide span of control.

Ineffective management.

Increased workload on managers.

The roles of team members are not clearly defined.

Less communication between managers and subordinates reduces the control of the manager.

Here is a video byon Span of Control.

Span of Control Factors And Archetypes

The span of control refers to the number of employees that a manager or superior is responsible for overseeing. This decision is based on various factors, including the manager's experience, skillset, and workload, as well as the complexity of the tasks involved and the availability of resources.

1. Type of work to be managed

When it comes to a manager's span of control and management skills, the type of work their subordinates are doing is a crucial factor. If all employees are performing the same task simultaneously, it becomes simpler for the manager to oversee and direct them effectively.

For instance, a supervisor can easily manage 50 call executives as they are all engaged in the same work. However, a professor can only handle a maximum of four doctoral students due to the nature of their work.

The reason being is that all students work on different research topics, and the professor can’t manage all of his students at the same time.

2. Geographical distribution

To effectively manage a large number of executives located across different geographic regions, businesses often divide these regions into clusters and hire dedicated managers to oversee each cluster. By doing so, managers can focus on the specific needs of each small area and ensure that all employees are effectively managed. For instance, if a company has branches located globally, it may choose to hire country managers to oversee each branch within a specific country.

3. Administrative tasks performed by a manager

A manager's span of control can diminish when they are weighed down with numerous administrative tasks on a daily basis. Take, for instance, an HR manager who must engage in face-to-face meetings with employees, create appraisal development plans, craft job descriptions, interview potential hires, draft employment contracts, establish policies, explain changes in policies, and discuss remuneration benefits.

4. The capability of the Manager

Managing employees in one office requires effort from a manager, and this is why different HR managers are needed in various branches of a company. The tasks involved in HR management are numerous, and it takes a skilled professional to handle them effectively. Therefore, having a dedicated HR manager for each branch ensures that employees are managed efficiently, leading to better productivity and overall success for the company.

An adept manager who comprehends the intricacies of the job and fosters positive rapport with their subordinates is capable of effectively overseeing a larger team. Conversely, a novice manager with limited expertise may struggle to manage even a smaller group of employees.

5. Capabilities of employees

A manager's ability to manage is not solely determined by their own skills, but also by the competence of their employees. Even the most experienced manager can only effectively oversee a limited number of inexperienced or new employees. This is due to the need for extensive training and personalized attention required for each employee to perform their job duties effectively. Consequently, managing a large number of subordinates simultaneously can prove challenging for even the most capable manager.

On the other hand, a manager can manage fully-trained and experienced employees at the same time because he is not required to teach every small task to them.

6. Responsibility for other tasks

When a manager is responsible for multiple job duties, their ability to effectively manage their subordinates is limited. This is because they have less time and attention to devote to each individual task.

Consider a professor who not only supervises their doctoral students, but also conducts research and teaches theory classes to other students. In this scenario, the professor may struggle to find enough time to adequately support each of their responsibilities.

7. Span of Control Manager’s value addition

A manager who is also providing training and skill development classes will need a small span of control as compared to the manager who is exclusively managing his subordinates.

8. Type of business

The span of control of a manager also depends on the kind of business. Different types of business processes can reduce the span of control of a manager.

Span of Control Examples

In order to grasp the concept of span of control, let's consider a scenario where a retail company hires Will as an inventory manager. Upon starting his job, he realizes that there is a lack of clear job designations among the employees, which makes it challenging for him to carry out his responsibilities effectively.

He observes that the employees who are responsible for inventory control also have to handle tasks from other departments. This creates a hindrance for him to complete his tasks accurately and within the given timeframe. To address this issue, Will approaches the upper management and proposes a solution. He suggests that each employee's job role should be clearly defined, and requests a dedicated team to assist him with his responsibilities.

He assembled a team of three employees who were solely responsible for taking orders and managing inventory control tasks. With his comprehensive understanding, he was able to complete tasks efficiently and within deadlines, resulting in an overall improvement in the inventory control department's performance. Thank you for reading our article on span of controls.