Management of Organization Flashcards

1
Q

an organized body of people with a particular purpose

A

Organization

  • from Greek “organon” = “organ”
  • a system/entity that result from people joining together in pursuit of a common cause
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2
Q

a self-contained collection of interacting & interdependent components working toward a common purpose

A

System

  • input -> transformation -> output
  • social system = a group of people
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3
Q

types of organization

A

a. legal
b. hybrid
c. voluntary association
d. secret organization

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4
Q

organizations that are registered

A

Legal organizations

  • legally acknowledged with (or by) the country
  • corporate orgs
  • government orgs
  • NGOs
  • political, educational institutions
  • charities
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5
Q

organizations that operate in both public & private sectors

A

Hybrid organizations

- simultaneously fulfill public duties & develop market activities

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6
Q

a group of volunteers who operate without legal formalities

A

Voluntary associations

- clubs, fraternities

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7
Q

organizations that operate undergroun

A

Secret organizations

  • “illegal organizations”
  • secret societies
  • black markets
  • resistant movements
  • criminal organizations
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8
Q

characteristics of organizational systems

A
  1. Holistic & synergistic
    - interdependent & supportive
  2. Have a primary task
    - duties that are necessary because of the nature of the system’s products/services (dedicated & deliver timely results to patients)
  3. Internal components change & become progressively more specialized
    - adaptation, change, evolution of systems
  4. Operate as open systems
    - receiving & delivering products to the environment (eg. other labs)
  5. Seek a state of stability or equilibrium
    - managers need to direct or influence the team towards the common goal
  6. Must have a mechanism for self-regulation
    - effective feedback network must be in place
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9
Q

functions of organizational systems

A

a. input
b. transformation
c. output

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10
Q

describe input

A
  • EXTERNAL SOURCES in which a system receives instructions or resources
  • needed resources acquired & replaced
  • supplies, knowledge, machines, labor
  • lab: budget, lab requests, reagents, supplies
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11
Q

describe transformation

A
  • the INTERNAL PROCESSING following input
  • inputs converted into products & services
  • lab: tests, equipment, people
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12
Q

describe output

A
  • delivering the FINISHED GOODS, SERVICES to external users

- lab: results, lab wastes

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13
Q

organizational forces shaping the manager’s job

A
  • life cycle of the organization
  • external environment
  • internal culture
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14
Q

life cycle of the organization

A

starting point -> stabilizing period -> termination/begin again

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15
Q

external environment (factors) that shapes the character & capabilities of the institution

A
  • general economic conditions
  • law & regulations
  • national & local customs
  • transportation routes
  • funding sources
  • available work force
  • weather condition
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16
Q

status quo of the organization’s internal culture

A

“we have always done it this way”

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17
Q

organizational structures

A

a. Formal bureaucracy
- officially sanctioned lines of authority assigned by the owners

b. Informal groups
- alliances that form outside the boundaries of the formal bureaucracy
- formed from the allegiance & interaction of people with common interest

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18
Q

identify organizational structure:

  • leaders = appointed
  • followers = recruitment incentives
  • purpose = profit, social goals
  • shared opinions (how things should be done) = organizationally driven
  • performance & commitment expectations = job, task standards
  • sanctions = organizational rewards & punishment policies
A

FORMAL structure

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19
Q

identify organizational structure:

  • leaders = charisma
  • followers = personal attraction
  • purpose = peer motives
  • shared opinions (how things should be done) = social norms
  • performance & commitment expectations = issue-focused
  • sanctions = peer pressure
A

INFORMAL structure

- peer pressure = praise vs. temporary rejection

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20
Q

factors in assessing the structural design of an organization

A
  • design elements & factors
  • appropriate options, design models, strategies
  • delegation of authority
  • formal organizational charts
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21
Q

design elements & factors include..

A

a. tasks to be performed
- main object of attention
- type of equipment, level of automation, nature of the product or service
- what work needs to be performed & the best method for getting the job done

b. people involved
- skills, knowledge of employees
- personal talents, educational levels, personal/cultural background

c. workplace
- total space available, visibility & accessibility of workers, supervisors
- other physical elements that can influence how the company is organized

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22
Q

relationship between people within a group & between the groups themselves

A

Design models, strategies, options

  • essentials for any structural organizational plan
  • 2 broad groups of models:
      • bureaucratic
      • situational
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23
Q

a model that focuses entirely on the relationship between people & rely on the hierarchy’s formal chain of command

A

Bureaucratic model
- there is a clear understanding of who is in charge, who is responsible for specific areas of work

  • basic features introduced by Max Weber
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24
Q

basic features of a bureaucratic model by Max Weber

A
  1. each job has a formally established set of OFFICIAL DUTIES
  2. there is a HEIRARCHY-BASED COC
  3. RULES & REGULATIONS are consistently applied
  4. the system works as its own FORMALISTIC PERSONALITY w/o attachment of human emotions
  5. hiring & firing are based on QUALIFICATIONS & PERFORMANCE
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25
a model that attempts to tailor the organization structure to specific job needs dictated by the work situation
Situational model - looks at both the type of work to be performed & the ability of the staff to work independently - technological model developed by Joan Woodward & associates - - based on the company's type of production process
26
Joan Woodward's situational model
Group 1: small batch & unit production - low technical complexity Group 2: large batch & mass production - moderate technical complexity Group 3: continuous process production - high technical complexity
27
a strategy that grades crucial variables in each unit by grouping them according to the task to be performed, type of personnel needed, & history of each section
Matrix scheme - structural strategies: - - routine = repetitive tasks; needs minimally trained workforce - - engineering = non-repetitive work; requires judgment; performed by professionally prepared staff - - craft = extremely skilled workers; producing unique products -- heuristic (discovery) = wide latitude in investigation; form more obstruct products (eg. research & development)
28
the empowerment of an individual to make commitments & act on behalf of the firm
Authority | - "power", "influence", "knowledge", "control", "appointment", "responsibility"
29
passing of authority & responsibility to someone else
Delegation - manager has to give trust & control to the other person - can be permanent or temporary * fear of delegation - there is lack of confidence (manager or the staff) - managers may see it as a personal threat to their position, or use it as a way of punishing the staff
30
T/F: | all authority is delegated from the employees of the organization to the adminstrators
FALSE | - delegated from the OWNERS to the CHIEF EXECUTIVE OFFICE
31
factors in deciding when, how, & to whom to delegate
- ability of the employee to handle the assignment - time management skills of the manager - nature of tasks
32
types & roles of authority
- line authority - staff authority - functional authority
33
supervisory responsibility is assigned through the formal delegation of authority
Line authority - straight line - 2 forms of line authority in hospital-based labs: - - within the dept. = admin -> dept. head -> supervisors -> staff - - within the institution = hospital admin -> other dept. heads -> lab
34
influence is exerted through the control of support services
Staff authority - provide recommendations to the line manager - set institution-wide policies - provide supportive services indirectly
35
allows specialists to exercise control within the boundaries of their specialty although they are outside the formal organization structure
Functional authority - ex: physician - lab relationship - - doctors are not part of the lab, but they still exercise authority in handling the results
36
a formal written map of the structural plan & authority delegation
Organizational chart - attempts to clarify the bureaucratic relationships between the individuals & work groups - show work responsibilities & reporting relationships - allow leadership to more effectively manage growth or change - allow employees to better understand how their work fits into the organization's overall scheme - improve lines of communication - create a visual employee directory - present other types of info (eg. business entity structures, data hierarchies)
37
tyes of organizational charts
- functional top-down - divisional - matrix - flat
38
reflect traditional business structures
Functional top-down - top to bottom: - - president - - senior managers - - middle managers - - staff
39
reflects companies organized by division or department
Divisional org. chart | - from heads to team members
40
reflects companies where employees are divided into teams by project or product
Matrix org. chart - project/product manager reports to functional division manager - operating using cross-functional groups
41
shows few or no level of management between executives & all other employees
Flat org. chart - empowers self-management & greater decision-making ability for every employee - used by small businesses or organizations
42
forms of organizational chart
a. traditional - tall - flat b. alternative
43
an organizational chart that has many management layers
Tall | - top: president
44
an organizational chart that has few management layers
Flat | - no clear indication between the top managers & their staff
45
cyclical organizational chart
Alternative chart - made to get away from the bureaucratic pyramid style org. charts - focuses on organizational interdependence rather than on segregation & division
46
principles of organizational structure & authority
- departmentalization - decentralization - unity of command - scalar principle - span of control - exception principle
47
grouping together of related activities to make production faster
Departmentalization | - applies the principle of specialization
48
define specialization
- grouping people who are highly trained in a specific area with the specialized workspace & equipment to effectively produce a product or service - first described by Adam Smith (1776, Wealth of Nations)
49
decision-making is done from those who are close to those actually performing the work
Decentralization | - frees upper-level managers to focus on other issues (which only they can deal with)
50
"each individual should only have 1 boss"
Unity of command | - "unity of direction"
51
provide direct vertical link from the BOD to the lowest level worker
Scalar principle | - linear system of authority
52
definable limit to the number of people one person can effectively supervise within the limits of specific work condition
Span of control
53
the manager & staff are able to do their jobs without having to check with a supervisor about every detail
Exception principle | - referring for resolution by a superior = only those things that cannot be solved by employees at their own level
54
Sarah Vining
- current workplace generations are divided into groups based on their birth year - each group has had certain formative influences that helped to determine their attributes
55
people born between 1922-1945
Traditionalists - "the greatest generation" - events: Great Depression, WWII, Korean War - motivations: respect, providing long-term value to the company - communication styles: personal touch, handwritten notes - world view: obedient - age = seniority; advancing through the hierarchy
56
T/F: | for traditionalist workers, employers should provide satisfying work & opportunities to contribute & emphasize stability
TRUE
57
traditionalist workers are..
- dependable - straightforward - tactful - loyal
58
workers are optimistic, competitive, workaholics, team-oriented
Boomers (1946-1964) - events: Vietnam War, Civil Rights struggles, Assassination of JFK, MLK, Jr., Watergate - the sexual generation - - led them to question authority & social institutions - typically fill leadership roles; grew up in a prosperous economy; 2-parent families, only 1 worked - motivation: company loyalty, teamwork, duty - communication styles: whatever is most efficient; phone calls, face-to-face - world view: achievers - - achievement comes after paying one's dues - - sacrifice for success
59
T/F: | for boomer workers, employers should provide them with broad, general goals & not offer feedback
FALSE - employers should provide SPECIFIC GOALS, DEADLINES - put them into mental roles - offer coaching-style feedback
60
Gen. X
- born between 1965-1981 - events: AIDS epidemic, Fall of Berlin, Dot Com Boom, Economic uncertainty - grew up in a world filled with rapid change & without solid traditions - both parents working or are divorced - - children are resilient, independent, but cynical - motivations: diversity, work-life balance, personal/professional interest rather than the company's - communication styles: whatever is most efficient; phone calls, face-to-face - world view: someone who favors diversity, quick to move if employer fails to meet their needs, resistant to change at work if it affects personal lives
61
For Gen X workers, employers should give them _____________ & provide ___________, opportunities for personal development
- immediate feedback | - flexible work arrangements & work balance
62
Gen X workers are..
- flexible - informal - skeptical - independent
63
workers are competitive, civic & open-minded, achievement-oriented
Gen Y: Millennials - early 1980s - early 2000s - events: Columbine, 9/11, Internet & Technology, Economic uncertainty - many grew up in merged families - - confident, social, have fun, but cynical - motivations: responsibility, quality of their manager, unique work experiences - communication styles: IMS, text, e-mails - world view: someone seeking challenge & development, fun & balanced work-life, likely to leave the organization if they don't like change
64
IMS
Instant Messaging Service
65
T/F: for Millennial workers, employers should get to know them personally, manage by results, be flexible on their schedules & work assignments, and provide feedback
TRUE
66
Those born between early 2001-2020
Gen. Z - events: Great Recession - access technology at a young age - expects employers to provide formal training - motivations: diversity, personalization, individuality, creativity - communication styles: IMS, text, social media - world view: self-identified digital device addicts, value independence & individuality, prefer to work with millennial managers, innovative with co-workers, good/adaptable with new tech
67
For Gen Z workers, employers should offer opportunities to work for ___________, provide work-life balance, and allow them to be ____________ & _________
- multiple projects at the same time | - self-directed & be independent
68
Gen Z workers are..
- global - entrepreneurial - progressive - less focused