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Iannones > Ai Deck Chapter 2 > Flashcards

Ai Deck Chapter 2 Flashcards

1
Q

What is an organization?

A

A structure through which people work as a group.

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2
Q

What are the three broad areas of a supervisor’s job?

A
  • Leading
  • Directing
  • Controlling
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3
Q

What is the essence of the supervisory function?

A

Direction and control.

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4
Q

What does accreditation in law enforcement involve?

A

A self-initiated, voluntary process where agencies review policies, procedures, training, and operations against recognized standards.

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5
Q

What is the role of the Commission on Accreditation for Law Enforcement Agencies (CALEA)?

A

To deliver public safety services by maintaining professional standards for accreditation programs.

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6
Q

What does the acronym POSDCORB represent?

A
  • Planning
  • Organizing
  • Staffing
  • Directing
  • Coordinating
  • Reporting
  • Budgeting
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7
Q

Define the planning function in supervision.

A

Forecasting needs and problems and preparing detailed plans to meet them.

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8
Q

What are procedural plans?

A

Plans relating to standard operating procedures (SOPs) for guiding personnel.

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9
Q

What are tactical plans designed for?

A

To meet exigencies encountered by police, such as civil disorders or major disasters.

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10
Q

What are operational plans used for?

A

To guide personnel in the performance of normal police activities.

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11
Q

What are policies in an organizational context?

A

Plans consisting of broad principles that guide personnel in achieving organizational objectives.

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12
Q

Fill in the blank: Rules and regulations provide specific guides to _______.

A

conduct and performance.

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13
Q

What is the purpose of the organizing function in supervision?

A

To analyze organizational structure for facilitating communication and providing clear authority.

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14
Q

What are the staffing functions of a supervisor?

A
  • Recruitment
  • Training
  • Placement
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15
Q

What is the primary responsibility of a supervisor during the directing function?

A

To provide direction and control over subordinates’ activities.

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16
Q

How does a supervisor create effective action?

A

By judicious use of authority and practical psychology.

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17
Q

What is the importance of follow-up in the directing function?

A

To ensure that work is carried out as directed and to maintain supervisory authority.

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18
Q

What are the consequences of failing to follow up on assignments?

A

Weakening of authority and impairment of the delegation process.

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19
Q

True or False: Policies are subject to rapid change.

A

False.

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20
Q

What is the significance of clear communication in planning?

A

It prevents misinterpretation and ensures effective implementation of plans.

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21
Q

What happens if employee expectations are low?

A

Employee performance will probably be poor.

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22
Q

What is the directing function in management?

A

Involves putting a prepared plan into operation and following through with observation and inspection.

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23
Q

Why is a follow-up or control system necessary for organizations?

A

It strengthens authority, improves delegation, and facilitates the direction process.

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24
Q

What is the primary purpose of coordination in management?

A

To ensure unity of action between individuals and organizational units.

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25
Q

What factors determine the need for coordination in organizations?

A
  • Degree of specialization
  • Area covered
  • Distance between elements
  • Skill of persons
  • Dissimilarity of functions
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26
Q

How can effective coordination be achieved?

A

Through direct communication and acceptance of common objectives.

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27
Q

What role do supervisors play in fostering cooperation?

A

Their attitudes can create a climate where cooperation thrives.

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28
Q

What is an organizational structure?

A

A mechanical means of depicting relationships among individuals, groups, and functions.

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29
Q

Define line organization.

A

The simplest form of organization where authority extends directly from top to bottom.

30
Q

What is the chain of command in law enforcement?

A

A system maintaining authority by vesting it in rank.

31
Q

What is an advantage of line organization?

A

Quick decision-making due to direct lines of authority.

32
Q

Identify a disadvantage of line organization.

A

Supervisory personnel may perform duties of specialists due to lack of specialist involvement.

33
Q

What does a functional organization violate?

A

The principle that workers perform best under one supervisor.

34
Q

What can make coordination difficult in a functional organization?

A

Employees may report to multiple supervisors based on their function.

35
Q

What is the purpose of a task force?

A

To address specific problems through coordinated effort.

36
Q

What is line and staff organization?

A

A combination of line and functional types where specialists provide knowledge to line personnel.

37
Q

What principle requires every employee to have one superior officer?

A

Unity of command.

38
Q

What is the role of supervisors in work division?

A

To analyze and determine if work is effectively divided among units.

39
Q

What can result from fragmenting tasks that should be combined?

A

Inefficiency and lowered productivity.

40
Q

What does the principle of specialization aim to achieve?

A

To improve quality and increase quantity of work by assigning fewer types of tasks.

41
Q

What is the principle of specialization?

A

Assigning to each worker the fewest possible kinds of tasks to improve quality and increase quantity of work

This principle aims to align tasks with the worker’s natural abilities for optimal productivity.

42
Q

Define the principle of unity of command.

A

Every employee must be under the direct command of one superior officer

This principle ensures clear accountability and authority within an organization.

43
Q

What are the consequences of violating the unity of command principle?

A

Can cause confusion, insecurity, and a lowering of workers’ confidence

Despite violations, some organizations may function well due to exceptional leadership.

44
Q

What does the span of control refer to?

A

The number of subordinates who can be supervised effectively by one supervisor

This limit varies from three to five at top levels and is broader at lower levels.

45
Q

True or False: The span of control is fixed and does not change based on organizational factors.

A

False

The effective span of control can depend on various factors including the complexity of work and the capacities of supervisors.

46
Q

What is the principle of delegation?

A

The process of committing an activity to another’s care

Delegation helps free supervisors from routine tasks and empowers subordinates.

47
Q

What should supervisors do to avoid bottlenecks in operations?

A

Delegate tasks to subordinates and avoid excessive direct control

This enables timely operations and reduces confusion.

48
Q

Fill in the blank: Delegation is done poorly when subordinates are allowed to delegate _______.

A

upward

This indicates a failure in the delegation process as it can overwhelm supervisors.

49
Q

What is the exception principle?

A

Specifies that the head of an organization should not act personally on every matter

Routine matters should be delegated to subordinates, reserving only exceptional cases for personal attention.

50
Q

How can effective delegation contribute to personnel development?

A

It prepares subordinates to perform the supervisor’s job in their absence

Training through delegation increases confidence and job satisfaction among employees.

51
Q

What is required for successful delegation?

A

Clear authority, complete instructions, and follow-up

This ensures that subordinates understand tasks and can make decisions effectively.

52
Q

What does the principle of completed staff projects entail?

A

The delegated task should be completed so that only approval is needed from the delegator

This principle ensures accountability in the delegation process.

53
Q

True or False: Supervisors can completely shed their responsibility when delegating tasks.

A

False

Supervisors retain ultimate responsibility for the tasks delegated.

54
Q

What should be included in a complex delegation directive?

A

A comprehensive written directive identifying the problem and procedures

This clarity is essential to avoid misunderstandings and ensure accountability.

55
Q

What role does training play in the delegation process?

A

Training is necessary for subordinates to handle delegated tasks effectively

Proper training increases their capability and confidence in performing responsibilities.

56
Q

Fill in the blank: The primary function of the manager in delegation is to _______.

A

preside over the process of delegation

This involves making judgments and investing time in developing subordinates.

57
Q

What must be performed after the approach to a problem has been planned?

A

All the legwork of gathering pertinent data must be performed

This includes determining what data are needed and where to obtain them.

58
Q

What should be included in a project report after data accumulation?

A

A logical draft, restudy, and rewriting if necessary

This ensures the report is suitable for presentation.

59
Q

What is the significance of accurate supporting material in a project report?

A

It must be unimpeachable to avoid embarrassment and damage to reputation

Superiors may rely on this material for their decisions.

60
Q

What should a summary report be like?

A

Concise, brief, and to the point

It is usually placed at the beginning for quick review.

61
Q

What is the essence of organization according to the text?

A

A medium through which work is accomplished by individuals or groups

It involves both physical and psychological aspects.

62
Q

What does POSDCORB stand for in the context of supervisory activities?

A

Planning, Organizing, Staffing, Directing, Coordinating, Reporting, Budgeting

This framework describes the main administrative activities of a supervisor.

63
Q

What is meant by ‘span of control’?

A

The number of subordinates a supervisor can effectively manage

It is influenced by organizational structure and other factors.

64
Q

What is the importance of delegation for supervisors?

A

It helps to avoid bottlenecks and allows supervisors to focus on broader tasks

Effective delegation enables supervisors to manage complex duties efficiently.

65
Q

What is the principle of specialization?

A

Dividing work based on individual skills and capabilities

It enhances efficiency and effectiveness in task performance.

66
Q

What is the law of productivity?

A

A principle that relates the amount of work done to the resources used

Higher productivity generally results in better use of resources.

67
Q

Define unity of command.

A

The principle that an employee should report to only one supervisor

This reduces confusion and enhances accountability.

68
Q

What is the exception principle?

A

A management principle stating that only significant deviations from the norm should be reported to supervisors

This allows supervisors to focus on important issues.

69
Q

What is the essential nature of completed staff work?

A

Work that is fully prepared and requires no further action by the supervisor

It ensures that all necessary details are addressed before submission.

70
Q

Fill in the blank: The ability of supervisors to perform complex duties efficiently depends largely on how skillfully they are able to _______.

A

delegate routine tasks to others

71
Q

True or False: The coordination of human effort is essential for effective organizational performance.

A

True

Cooperative effort is fundamental to achieving organizational goals.

72
Q

How should supervisors view the reports they prepare?

A

They should consider if they would sign it, staking their professional reputation on it

This ensures accountability and thoroughness in report preparation.

Iannones (4 decks)

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