Ch 2 Fire Dept Management Flashcards
The process of structuring the activities of an organization in such a way that it achieves efficiency and effectiveness in the use of human and physical resources to protect life and property
Management
Basic activities of management or functions of management
P S D P C E
- Planning
- Structuring
- DIRECTION
- conducting Programs
- Coordinating
- Evaluating
This management process involves looking forward to the future
Also, involves identifying what needs to be done in order to achieve the overall mission of the organization.
Planning
Concerning Planning, there are _____ cycles and _____ levels
3 cycles
- year to year (budget)
- Capital Improvement, 3-5 years
- Master/Strategic plan
2 levels
- formal (documents)
- informal (daily/weekly/monthly to predict/anticipate)
This function of management is essentially organizing the resources of an organization so that the work plan makes Sense, all levels are Supervised,
and things get done.
Structuring
Organizations are more complicated than the physical layout or geographic location of their offices. Organizations/offices are composed of 3 elements and _____ refers to the relationships between people
Structure
P. 37
The system for dividing up tasks according to the similarities
Division of labor
Who works for whom because a person should only become accountable to one boss in a system
Unity of command
The concept of delegating authority, so the decisions can be handled quickly quickly as possible from the lower level of the organization, or retaining the ability for those lower levels to ask for help from superior officers on the exceptions
Exception principle
This is the number of people that one supervisor can effectively handle under specific circumstances
Span of control
What is defined as the ability to complete complicated tasks while addressing the fire services needs for organizational discipline, as well as expediency under emergency conditions?
The real test of managerial skill
This management theory includes the use of task-force or matrix management techniques and employs methods whereby individuals work across CONventional lines of authority.
CONtemporary management theory
The management process that links the plan and the various functions of the organizational structure is called _______.
Direction
A ______ is one of the best ways to establish direction in an organization, and can act as a compass bearing
Mission statement
(Need a compass heading if you are on a mission)
When discussing program activity and managing on a day-to-day basis, what are the three sub-management techniques that can preserve the efficiency of the organization?
1) Define acceptable STANDARDS of performance
2) Define WORKLOAD
3) MEASURE whether or not the organization has the ability to achieve the workload (staffing requirements)
If there’s anyone arena that is controversial in the fire service, it is the issue of what?
Staffing
This management task/technique/function focuses on determining whether or not the plan is being executed successfully.
This function is also linked to accountability.
Evaluation
Three dimensions of Management as a Cycle:
- Review and justify (looking at decisions of past)
- Need for change (community
changes/organization changes) (5-7 yrs) - Linkage (five 1 yr plans, keep perspective) (5-10 yrs through, master plan revised)
Anytime the plan, the structure, the direction, and the program activity remains almost identical for more than _____ to _____ years, an organization may be working it’s way towards inefficiency and ineffectiveness.
5 to 7 years
Which of the three parts of Management as a Cycle is defined as to keep perspective on what you’re doing and connect to where you’re trying to take the organization?
Linkage
One of the most important things that fire department managers can do is to ______.
Always keep perspective
A minimum of ______ to ______is required for a single work area (feet and inches)
40 ft 2 in
60 ft 2 in
When staffing is analyzed, this refers to the number of tasks required, the span of control, and the geographic layout of the department.
Complexity
Organizations are more complicated than the physical, layout or geographic location of their offices. Organizations/offices are composed of 3 elements and _______ refers to the tools necessary to complete a task, as they range from simple to complex.
Technology
Organizations are more complicated than the physical, layout or geographic location of their offices. Organizations/offices are composed of 3 elements and ______ are the formal and informal work practices and procedures use within the organization
Processes
Three factors to consider when determining requirements of staffing an organization (need CSD training after talking about staffing)
- Complexity
- Standardization
- Decision-making
requirements
Circulation areas such as hallways, corridors, and aisles should compromise no more than ____ % of usable office square footage
35%
What five elements constitute a report and records plan?
- Accessibility
- Accountability
- Format
- Routing
- Security
Five broad categories of reports and records generated and maintained by fire departments (retention)
- Financial records (varied)
- Personnel records (indefinitely)
- Incident reports (indefinitely)
- Code enforcement
records (lifetime of property/
occupancy) - Internal documentation (varies-life
cycle or short-term)
______ is defined as a scientific method for achieving a practical purpose
Technology
_______, in any endeavor, is the ability to pay attention to the right thing at the right time
Expertise
____ and ____ will determine whether the fire department offices are located in a fire station, city offices, or standalone administrative facilities
- Local needs
- Available space
Many organization theorists use this model to view organizations, which allows the relationships between these components to be studied. An _____ is a metaphor referring to an organism transforming inputs to outputs for survival
Open system
Personnel costs comprise _____ to ____ % of career fire department budgets
80 to 90%
Whereas bureaucracies favor specialization, the resulting complexity generally works (for/against) excellence?
Against
Increased size and specialization (slow/improve) an organizations ability to react to environmental changes
Slow
Single purpose positions are (rarely/often) able to grasp the big picture
Rarely
When determining office layout, this is the first step
A survey of work flow
With respect to disaster safety, ____ communities are at risk for ____ to ____ earthquakes, tornadoes, hurricanes, or similar violent catastrophic events
- Most
-Moderate to Severe
_____ and ____ play the most critical role in eliminating sources of injury and postural problems in the office environment
- Workstation design
- Layout
The display monitor should allow the center of the screen to be positioned so that the viewing angle is ____ to _____ eye level.
- 15 to 25° BELOW
(Too low - Musculoskeletal tension/fatigue)
(Too high - Visual fatigue)
It is important to monitor environmental factors, such as temperature (____), humidity (_____) and noise (____)
- 68°F to 78°F
- 30% to 70%
- <75 dBA
The Chiefs staff offices should have access to a conference area, capable of seating a ____ group, typically ____ to ____
- Small
- 4 to 6
Efficiency is ____; effectiveness is _____.
- measured
- valued
What are the five levels of management activity for most organizations?
- Senior management
- Middle management
- Low level management
- Supervisor
- Rank and file
Which of the levels of management must have extensive knowledge of management, roles and skills and must be highly accountable for strategic aspects of the organization?
Top three
- Senior management
- Middle management
- Low level management
This level of management must ensure that policies and plans are completed
Low level management and supervisors
This level of management must have specialized knowledge of managerial skills and responsible for iMplementing the action plans of the organization
Middle managers
This level of management actually manages the resources directly and many cases, and a responsible for delivering the products and services
Rank and file
What is the one key distinction between fire department management and private sector management environments?
A fire department is a monopoly
What is one other specific dimension to management in the public sector, besides the fire department being a monopoly?
A fire officer has a fiduciary responsibility
Typical management coordination activities consist of ____ both the organizations internal activities and ____ the status of the organizations external relationships
- Navigating
- Monitoring
Management Cycle
If an individual begins to focus on _____ the organization, yet fails to _____ it correctly, the result may be highly visible and the organization may crash in flames
- leading
- manage
Managing the office functions in an organization requires an entire body of knowledge on its own. It is an area where the chief fire officer must be able to balance out _____ with interpersonal dynamics.
Functionality
As part of an organization, office functions must contribute to the mission and goals of the organization. Whether supporting various divisions of the organization or providing direct service to customers, the role of the office is _____.
Key to the success of the fire department
When an organization is evaluating space needs and considering growth factors, the organization should project out how long of a period?
5 years
What is defined as the study of the physical relationship between people and their equipment?
Ergonomics
The author discusses ergonomics and eliminating sources of injury and postural problems in the office environment. Which two specific effects are the primary concern?
- musculoskeletal effects
- Visual fatigue
Establishing this is the first step in the ergonomic evaluation of a computer workstation for the operator
Optimum posture
Privacy is more than simply meeting behind closed doors. It also means an area where confidential topic areas can remain confidential by controlling what three issues?
- Access
- Visibility
- Sound transmission
A rule in effective office management is to handle each piece of paper or communication how many times?
Only once
At a minimum, fire department reports should have what three items?
- Letterhead or logo
- Form title and/or stock number
- Revision date
When discussing a fire agency, this environment is often the location where inappropriate behavior occurs
Office environment
This management process is defined as day-to-day working relationships, both the inner workings of the agency and the relationships with other organizations
Also includes an analysis of redundancy and overlap between an organization and companion or peer group?
Coordination/Coordinating
Ultimately what tell us a lot about an organizations values, missions, and goals?
How it is staffed
Fire departments should set the example for fire life safety, and should exceed the minimum requirements of the code, especially regarding these two items
- Fire alarms
- Automatic sprinklers
What control measures include providing job specific training for awareness of symptoms and remedies, the use of rest periods, and redesign of work activities at pose a risk to employees
Administrative control measures
What control measures include modification to workstations, equipment, chairs, and processes?
Engineering control measures
Records Management
This coordinates procedures that produce, analyze, and store records and reports. It structures reporting around the big picture by factoring report users and report users into the plan, as well as communicates expectations through standard set of operating procedures.
Systems Approach
What is an excellent way to standardize and streamline paperwork?
An action guide, or procedures manual
The difference between automating and informating?
Automating tends to concentrate on the smart machine and to cut out or reduce people
Informating organizations also use smart machines, but in interaction with smart people
To extract the maximum value for information technologies, an organization must have the following six things:
- Leadership
- Practical vision
- VALUED TOOLS
- Ongoing training
- Adequate resources
- Teamwork
Organizations are more complicated than the physical layout or geographic location of their offices. A change to any element affects the entire organization. Organizations are composed of what three elements?
- Structure
- Technology
- Processes
When staffing is analyzed, this should stimulate opportunities by clearly identifying expectations and creating a framework for participation. With this, personnel can complete tasks from emergency operations to clerical duties.
Standardization
Which of the basic management functions deals with the three sub-management techniques (standard of performance, workload, ability to achieve) and staffing?
conducting Programs
The following definition relates to which factor of CTD?
Localized or body posture
Vibration
Those processes used to provide an orderly structure to all of the events in a lifecycle of an organization.
Management in the Fire Service
The personal skill and ability to get others to follow the direction that the leader has sent out
Leader ship in the fire service
This is the hierarchical relationship between levels of authority with an organization, as well as the relationship between supervisors and subordinates
Chain of command
