Why is span of control important?

It is very important to understand span of control and organizational structure when describing an organization. Simply, span of control refers to the number of subordinates under a manager’s direct control. As an example, a manager with five direct reports has a span of control of five. Span of control is a good metric to assess the efficiency of an organization, as long as it looked at in the context of the company’s organizational structure.

An executive team structure with a ‘narrow’ span of control

Is there an optimal number? What needs to be considered is the nature of the work subordinates are performing and how much attention each requires. For example, the span of control can be over 100, while executive functions with high degrees of collaboration and interaction might productively tolerate no more than three or four. So the nature of the work being performed, and how much attention it requires should govern the assignment of personnel to a manager, not some industry ideal goal.

Call center organization showing a ‘wide’ span of control

While we are addressing span of control, let’s also broaden our understanding to see it in the context of the organizational levels of hierarchy.

Width: Organization structures can be described as wide (with a larger span of control) or narrow (with a smaller span of control.)

Height: As there are levels of management, or hierarchy, an organization may be tall (with many levels) or flat (with fewer levels.)

Flat organizations have a ‘wide’ span of control and Tall organizations have a ‘narrow’ span of control.  While there are pros and cons with both tall and flat structures, a company’s structure must be designed to suit the business (the customer and markets) and in a way that fits with the workforce’s capability.

A tall vs. flat organizational structure

Pros

• Encourages delegation.  Managers must better delegate to handle larger numbers of subordinates, and grant opportunities for subordinates to take on responsibilities
• Agile.  Improves communication speed and quality
• Reduces costs. More cost effective because of fewer levels, thus requiring fewer managers
• Helps prevent the workforce from disengaging by focusing on empowerment, autonomy and self-direction

Cons

• High managerial workload comes with high span of control
• Role confusion more likely
• May cultivate distrust of management

Pros

• More rapid communication between small teams
• Groups are smaller and easier to control/manage
• There’s a greater degree of specialization and division of labor
• More and better opportunities for employee promotion

 Cons

• Communication can take too long, hampering decision-making
• Silos may develop and prevent cross-functional problem solving
• Employees may feel lost and powerless

As you can see, an organization’s structure dictates the span of control assigned to managers. Whether you choose a ‘tall’ or ‘flat’  structure should depend on the business and how to best serve customers. While each structure has its pros and cons the best way for you to model and visualize the organization is with OrgChart. OrgChart gives you the ability to model and visualize the organization and automate the process.

1. Career development
2. Narrow Span of Control: Advantages and Disadvantages

By Indeed Editorial Team

Published August 25, 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Effective management structures can improve company efficiency, encourage productivity and boost employee moral. One method a business may choose to implement to improve the success of their management approach is a narrow span of control. While there are many advantages to using this structural style in business operations, it may not be the best management strategy for every company. In this article, we explain what a narrow span of control is and outline some of its advantages and disadvantages.

What is a narrow span of control?

A narrow span of control is a management style where supervisors manage only a small number of employees. The span of control refers to the number of employees who report to a supervisor in a company. Narrow spans of control are the opposite of wide spans of control, where many employees report to a single manager rather than only a few.

Here are some reasons a company may choose to implement a narrow span of control:

• Manager experience: New managers might benefit from narrow spans of control because it allows them to gain experience as a supervisor with a more manageable number of direct reports.

• Proximity to direct reports: Managers who aren't able to interact with their employees in person can benefit from having fewer direct reports. If they're supervising employees who work remotely, or in another branch, state or country, having fewer employees to supervise can help them manage their teams more effectively.

• Interaction level: Some jobs require managers to interact with their employees more frequently than others. High volumes of calls, meetings and interactive work activities can take more time and require managers to undertake a narrower span of control.

• Task diversity: Employees who perform a variety of tasks can benefit from having a manager with more capacity. Similarly, managers who supervise employees who perform separate and diverse tasks often need narrow spans of control to manage successfully.

• New operations: If the company or job requirement is new to managers or employees, implementing narrow spans of control can help teams adjust to new tasks.

• Training: Management in charge of training employees can benefit from narrower spans of control because it allows more time to focus on the training and development of individual employees.

Related: Fiedler's Contingency Model (With Definition and Tips)

Advantages of a narrow span of control

Narrow spans of control can offer many advantages to businesses, management and employees. Here are some advantages of incorporating a narrow span of control into your operations:

Enhanced communication

Improved communication is a major advantage of a narrow span of control. Because managers have only a few employees reporting to them, they're able to spend more time with their team members and increase the frequency of their interactions. Consistent contact can help employees feel comfortable in their roles and improve their confidence in their relationship with their manager. Supervisors can monitor the activities of those reporting to them more closely, allowing them to better assist individual employees and improve both morale and efficiency.

Improved employee satisfaction

An added benefit of assigning fewer employees to a supervisor is the increased amounts of direct attention employees receive. With a narrow span of control, employees may have more opportunities to ask questions, voice concerns or suggest changes. When managers have increased contact with those they supervise, they may learn of challenges that can affect employees' job satisfaction and productivity. This allows them to remedy issues before they arise and respond quickly to employee attitude or performance changes.

Related: 6 Elements of Organizational Design

Increased company awareness

Because of the increased communication narrow span of control structures allow, managers are more likely to understand the status of each of their reports. They can communicate important information on an employee's progress and performance to higher levels of management and improve the company's understanding of their employees and their individual needs. Fewer direct reports can help managers create a comprehensive view of the company and those working in it.

Closer teams

Smaller teams often connect more. This applies to the employees within the team, not just the supervisor managing them. Because managers have more time and energy to spend with individual team members, the overall strength and resilience of the team can grow.

Related: What Is Organizational Theory? Definition and 6 Types

More comprehensive training

Supervisors in charge of new employees or who manage employees performing new tasks can use a reduced span of control to spend more time with employees and focus on their specific training needs. By managing fewer employees, managers are more likely to be available to answer questions and monitor progress. This can help companies create robust training programs for their employees.

Disadvantages of a narrow span of control

While a narrow span of control can provide many benefits to the businesses that employ them, it's not necessarily a good structural style for every company. Here are some disadvantages to consider surrounding the narrow span of control management structure:

Inefficient use of resources

Depending on your company and your goals, a narrow span of control may not be an appropriate allocation of resources. Some employees within your organization won't require as much guidance, and managers might not have enough work to supervise. If employees' productivity won't suffer from reduced contact with a supervisor, consider implementing wider spans of control instead. This way, your employees are free to complete their tasks efficiently and managers won't create redundancy in your operations.

This can be especially true if all employees perform the same or similar tasks. With everyone producing the same, it can make it easier to spot outliers among a broader pool of employees. Managers overseeing large operations can evaluate performance and productivity without needing personal check-ins or multiple interactions with employees.

Related: 7 Organizational Management Styles and Their Importance

Increased costs

While it's sometimes beneficial to have fewer employees assigned to a single manager, the hiring costs might not be attainable for some companies. Hiring additional managers can increase your company's overhead. Consider conducting a cost-benefit analysis to determine if implementing a narrow span of control structure is right for your operations and employees.

Disruptive

Having fewer employees to manage can mean managers are more involved in the day-to-day tasks of their direct reports. While the extra attention can sometimes be a useful resource for employees, it can also interrupt their projects and distract them from their work. Finding ways to facilitate healthy relationships between supervisors and employees can help employees remain productive in their roles.

Limits department cohesion

Some teams and departments need to be in frequent communication with one another. If many of the same level employees report to different managers, this can create confusion and disrupt department communication. Ensure hierarchies within your business are clear and functional. Small departments that outnumber the few typically associated with a narrow span of control may prefer to report to a single manager or have a clear idea of who oversees the entire team.