Management/Administration/Leadership- Done Flashcards
Types of leadership
- Tactical leadership
- Transactional leadership
- Collaborative leadership
- Transformational leadership
- Servant leadership
Leadership
An individual who enables others to set and accomplish their goals
Tactical leadership
Deals with individual performance goals
Transactional leadership
Contact with others for the exchange of valued things
Collaborative leadership
Mobilizes diverse groups to work with ambiguous issues and is constructive and outcome driven
Transformational leadership
Leaders and followers raise one another to higher levels of motivation and morality
Servant leadership
Leader is “servant first”- others highest priorities/needs are met
Management
Working with and through other people to accomplish the objectives of both the organization and it’s members
Management activities
- Planning
- Organizing
- Staffing
- Coordinating
- Motivating
- Leading
- Controlling
- Getting results effectively through other people by process of delegation
Line
Those who do the work
Staff
Support personnel
Authority
- The power to act for someone else
- The legitimate right to exercise power within the organization to obtain worker obedience
- Closely related to responsibility
Responsibility
The accountability for using authority
Accountability
The obligation to be held responsible for what was expected or what happened that was unexpected
Bureaucracy
Promoted as the most rational structure for large organizations
The management process
- Develop the vision and mission
- Develop strategic plan
- Define the program and identify problems
- Set goals and objectives
- Assign responsibilities and delegate authority
- Allocate resources
- Design controls
- Decision making
- Monitor process and explain variances
- Solve problems along the way
- Appraise performance
Theories of management/organizational models
- Scientific management
- Machine theorists
- Theory X, Y and Z
- Trait theory
Example of scientific management
Time & motion studies
Time & motion studies are described by
Frederick Taylor
Time & Motion studies
- Concept of using time most productively
- time and motion is managed by measuring the length of tasks with a stopwatch and then organizing a sequence of activities so as to minimize extraneous motion and wasted time
Example of when to use time & motion management
The pace of an assembly line and it’s associated tasks
Appeal of time & motion theory
Minimizing wasted time and motion
Professions unlikely to use time and motion studies
- Executive jobs
- Professional jobs
Example of machine theorists
Taylor (Classical theory)
Taylor (Classical Theory)
- Efficiency is the key
- Little attention given to effects on the employee (human factors)
Three major theories describing behavior of individual toward subordinates within an organization
- Theory X (X-rated)
- Theory Y (Yes)
- Theory Z- Ouchi (Zen) (William Ouchi)
Describes Theory X, Y, and Z
Douglas McGregor
Theory X (X-rated)
- average human has dislike of work and will avoid it
- most people must be coerced, controlled, directed and threatened with punishment to get them to put forth adequate effort
- average human prefers to be directed, wishes to avoid responsibility, relatively little ambition, wants security
- historically consistent with earlier attitudes of management and rise of union
Theory Y (Yes)
- more humanistic
- integrates individual and organizational goals
- expenditure of physical and mental effort in work is as natural as play or rest
- external control and threat of punishment not the only means for bringing effort
- commitment to objectives is a function of rewards associated
- average human learns not only to accept but seek responsibility
- capacity to exercise high degree of imagination, ingenuity and creativity in solution of organizational problems widely distributed in population
- conditions of modern industrial life only partially utilize intellectual potential of individuals
- attitude of trust on part of employers
Theory Z (Zen)
- William Ouchi
- most recent theory of management
- Japan
- expects a high degree of loyalty from employees
- management co-sponsors activities and programs extending past work hours
- feeling of family among all parties
- concept of collective decision making
Examples of Trait Theory
- Great Man Theory
- Behavioral/leadership theories
- Max Weber
- Krampitz- Marketing Principles
Beliefs of early trait theorists
- Leaders are born with innate characteristics and abilities that enable them to influence others
- Assumed that learning had no effect on the development of leadership skills
Great man theory
- characteristics of important historical figures and members of royalty who wielded tremendous influence and changed course of history
- no specific traits have been identified
- often used to select persons for advancement or leadership positions
Examples of how trait theory can be expanded to include physical or personality characteristics
- Tall people are seen as leaders more frequently than short
- Men with large heads are considered stronger than those with small heads
- Outspoken persons are viewed as leaders more frequently
Behavior/leadership theory
Indicates that a leaders behavior could influence the outcome of a group
Three patterns/styles of leadership
- Authoritarian
- Democratic
- Laissez-faire
Authoritarian leaders
- paternalistic and considerate of group members or dictatorial and indifferent
- exercise control
- issue orders more often than other types
- make all decisions
- stress differences in personal and group status
- generally guide work smoothly
- have high rates of productivity
- group members have decreased creativity, autonomy and self motivation
Democratic leadership
- lies in the middle of the behavioral continuum
- more flexible than authoritarian and encourages input from group members
Principles of democratic leadership
- Decision making is participative process
- There is a measure of freedom within boundaries
- Individual is responsible for group and self
- Each group member remains an individual
Laissez-faire leadership
- lacks any control when taken to the extreme
- leader is non-directive and passive and allows group members to make decisions with little or no encouragement
- group members with little self motivation can be plagued by apathy, frustration, and inefficiency
- system works well with creative, goal directed, autonomous members
Max Weber
- father of modern sociology
- analyzed social stratification and how it applied to power an bureaucracy
Krampitz Marketing Principles
- The 4 Ps of Marketing
1. Product
2. Price
3. Placement
4. Promotion
5. Efficiency
How “product” applies to OHN
What do nurses do and how do they influence client outcomes
How “price” applies to OHN
How much does nursing care cost
Price for services
How does “placement” apply to OHN
Who uses and buys these services
Are they on-site
How “promotion” applies to OHN
To who does nursing need to market it’s services and what promotes a good nursing product
Factors that promote a good nursing product
- Price
- Quality
- Effectiveness
- Convenience
- Security
- Safety
- Comprehensiveness
- Compassion
How “efficiency” applies to OHN
- How does the OHN promote and market these services to new populations
- How is specialized nursing expertise differentiated, marketed and rewarded
Organizational behavior
Being concerned with the psychology of groups
Organizational structure
Show the relationship among people and positions and delineates hierarchical structures that define authority relationships
Maslow’s Hierarchy of needs
- Physiological
- Safety needs
- Belonging and love needs
- Esteem
- Self-Acutalization
Physiological needs
Food
Water
Sex
Shelter
Safety needs
Security
Belonging and love needs
Acceptance
Friendship
Esteem needs
Self-esteem
Esteem from others
Self-Acutalization
Realizing one’s full potential as a productive creative person
Frederick Herzberg’s motivation-hygiene theory
- has two independent factors (intrinsic and extrinsic factors)
- individual’s relation to his/her work is a basic one
- attitude toward this work can determine the individual’s success or failure
Intrinsic factors
Related to job satisfaction
Extrinsic factors
Associated with dissatisfaction
Examples of intrinsic factors
- Achievement
- Recognition
- The work itself
- Responsibility
- Advancement and growth
Examples of extrinsic factors
- Company policy
- Administration
- Supervision
- Interpersonal relations
- Working conditions
Development of Administrative Theory
- Henry Fayol
- asserted that the activity of management was characterized by 5 (eventually shortened to 4) specific functions
- functions were defined by managers
- add up to functional definition of management
- person considered to be manager not because of title but because work consists of managerial functions
Functions observed by Fayol
- Planning
- Organizing
- Leading
- Controlling
Fayol’s Planning
- 1st managerial function
- Consists of forecasting future events (strategic planning) and determining the most effective future activities for the company
- Includes defining goals, establishing strategy and developing plans to coordinate activities
Fayol’s Organizing
- 2nd managerial function
- consists of the ways in which the organizational structure is established and how authority and responsibility are given to managers
- what tasks are done
Fayol’s Leading
-includes motivating subordinates, directing others, selecting the most effective communication channels and resolving conflicts
Fayol’s Controlling
- function concerns how mangers evaluate performance with the organization in relationship to the plans and goals of the organization
- budgets
- correcting significant deviations
Universalism
-Process approach to management
Includes:
- Planning
- Organizing
- Commanding
- Coordinating
- Controlling
Discipline
Application of punishment for failure to act in accord with the desires of those who possess legitimate authority in the organization
Subordination of the individual
Goal and interests of the organization are more important and therefore take precedence over the personal goals and interests of the individual
Centralization
- Importance of the subordinate is reduced as organizational power and the responsibility for decision making is concentrated in managers
- Managers are responsible for decision making and accountable for decisions
- Subordinates should be delegated responsibility with just enough authority to accomplish the assigned task
Decentralization
- The opposite of centralization
- Decision making is dispersed throughout the organization
- Workers have a voice in governance and feel empowered
- Increased motivation and freedom
- Top management is free from daily administrative activities and can be involved in research and development
Scalar chain
- managers in a company exist in a chain that is scalar (hierarchical)
- authority and responsibility are delegated down the chain of command and become less the lower one goes in the chain of command
- lower level managers have responsibility for informing those seniors in the chain of command of current information regarding task accomplishment
Typical organization structure
- Vertical structure
- Horizontal structure
- Mixed structures
Vertical structures
- clear lines of authority
- power held by few
- centralized
Horizontal structure
- few layers of management
- decentralized
Mixed structures
Centralized plus decentralized
S.W.O.T Analysis
- Internal analysis
S= strengths
W= weaknesses - External analysis
O= opportunities
T= threats
Questions to ask when developing vision/mission statement
- What will your primary products/services be in 5yrs
- What will your primary markets be in 5yrs
- Who will be your primary customers/clients in 5yrs
- What will be your exclusive/differentiating benefit in 5ys
- What will the geographic coverage of your organization be in 5ys
- How big do you see the organization in 5yrs
- What will be your competitive position in 5yrs
- What type of special factors and features will make the future organization a special work experience
- How do your services and products bring value to the company
- How does your business unit assist the company in meeting it’s mission
Benchmark
To obtain information on best practices
Core values and beliefs
- Excellence
- Image
- Reputation
- Customer services
- Communication
- Commitment
- Social responsibility
- Total quality management/ continuous process improvement
Environmental analysis
Factors which affect all organizations, and frequently, the organization or the business unit manager does not have any control over them
Components of environmental analysis
- Social issues
- Political issues
- Technological
- Ecological factors
- Economic factors
- Competitive rivalry
- Substitute availability
Components of internal analysis of strengths
- List what you do well
- List your skills, key competencies, specialized techniques, scientific disciplines and education
- List your strengths in planning, organizing, executing, controlling and evaluating
- List your problem solving and decision making skills (your ability to analyze, define and solve problems)
- List your communication skills (verbal, writing, teaching)
- List how the services you provide can be differentiated from services offered by others
Components of internal analysis of weaknesses
- What could be improved
- What is done poorly
- Are facilities obsolete
- Do you have proper equipment and technology to do your job effectively
- Do you have adequate personnel
- Do others perceive weaknesses that you do not see
- Do your competitors perform the services and products you provide better
- Are you part of the management team and does management seek your advice regarding health issues and benefits
- Do you understand financial management and do you have involvement in the budget preparation process
Components of external analysis of opportunities
- Changes in technology
- Changes in regulations and legislation
- Changes in social patterns, demographics
- Changes in lifestyle
- Health care issues
Components of external analysis of threats
- What obstacles to you face
- Are the required specifications for your job, products or services changing
- Is changing technology threatening your position
- Are you able to document your value to management
- Do you possess the skills, key competencies, and education to further your career within the company or independently
- What is the competition doing and are they doing it better than you
Components of competitive analysis
- Identify current and potential competitors
2. Identify potential moves by competitors
Other factors to address in a strategic planing outline
- Location
- Hours of operation/days of operation
- Accessibility of products and services
- Financial resources and capital
- Management skills
- Distribution system for delivery of products and services
Life cycle/mission strategy for products and services
- Building stage
- Holding stage
- Harvesting stage
- Divesting stage
Building stage
In development or growth stage
Holding stage
- protection of market share and competitive position
- used widely by customers
- cost effective products and services
Harvesting stage
- mature stage
- no new opportunities from product or service
Divesting stage
Has potential or will be liquidated, outsourced or eliminated
Strategic objectives
Long term objectives
Tactical objectives
Short term objectives
Components of a financial plan/budget
- conduct cost benefit, cost effective analysis on products and services
- evaluate the return on investment on products and services
Labor relations
Those dealings between representatives of a company and a union as they negotiate and comply with the provisions of their agreements
Collective bargaining
Management and workers jointly determine the terms and conditions of employment
Labor relations agreement/contract
Mutually accepted terms and conditions are spelled out in writing
Labor legislation
Congressional actions that recognize the rights of workers to form unions and bargain on wages, hours and working mechanisms that encouraged, facilitated and protected these rights
Examples of major labor legislation
- National Labor Relations Act or Wagner Act of 1935 (NLRA)
2. The Labor Management Relations/ Taft-Hartley Act of 1947 (LMRA)
Project management
- The process of planning and managing project tasks and resources, and communicating the progress and results
- Getting the jobs done on time, within budget, and meeting specified goals
Tools for project management
- PERT
- The GANTT chart
- The CPM method
- Time management
- Critical thinking
PERT
Program
Evaluation and
Review
Technique
The GANTT chart
Work breakdown schedule is placed on a bar chart
The CPM method
Critical
Path
Method
-used with PERT
Time management
Managing time most effectively
Components of critical thinking
- Decision making
- Problem solving
- Creativity and vision
