Supervision of Pol-Ch 2, Supervisors Function in Organization, Adminstration and Management Flashcards
two or more persons associated in doing something, there is sort of _____
organization
____ and ___ must be provided so that necessary coordination of human effort can be achieved
direction and control
Such direction is the ESSENCE of the supervisory function.
major portion of the supervisors job may be catergorized into three broad areas
leading
directing
controlling
supervisor also must concern himself with internal conditions of the organization involving both concrete matters such as
environmental working conditions
provisions of equipment
abstract factors, such as morale and esprit de corps
Gulick’s POSDCORB. stands for following activities
Planning organizing staffing directing coordinating reporting budgeting
In planning, standing orders and those that are complicated should be written to reduce ____ and ____
confusion and misinterpretation
Plans relating to standard operating procedures, useful as guides to personnel in such activities as serving warrants, recordings and processing crime or incident reportes
Procedural
plans that are prepared to meet exigencies encountered by police,
Tactical plans
Plans designed to give guidance and direction to personnel in the performance of normal police activities.
operational plans
plans that implement normal operations, such as in recruitment of personnel or public and community relations activities
auxiliary service plans
plans for budget preparation
fiscal plans
plans that consist of set of broad principles that guide personnel in the accomplishment of general organizational objectives
policies
worthwhile as a guide for personnel to apply to all facets of police operations
policy manual
who mandated all police agencies in state implement a policy management system to help officers be aware of the many policies, rules, orders and plans they are responsible to follow
NJ Attorney Generals Office
Movement toward professional accreditation grows, the need for a ready reference of regulations is more important than ever
Commission on Accreditation for Law Enforcement Agencies– requires its members to adopt 38 chapters comprising 446 individual standards.
These plans provide specific guides to conduct and performance
Rules and regulations
This function is a perpetual one
Organizing
the mere change of an organization in itself, however, may cause what?
create problems of coordination and cooperative effort.
___,___ and ___ are proper and necessary staffing functions of each supervisor
recruitement, training and placement
often the best means of staffing departments
informal recruitment by members through personal contacts
___ and ___are most destructive of initiative and industry in an employee
boredom and monotony
perhaps no function of management is more important than that of
coordination of human effort to ensure unity of action not only between individuals but between organizational units
the essential activity of coordination can best be accomplished thru
direct communication
a mechanical means of depicting, by an arrangement of symbols, the relationships that exist among individuals, groups and functions within organization
organizational structure
often called the individual, military or departmental type, is the simplest and perhaps oldest, but it is seldom encountered in its true form in any but the smaller organizations
Straight line organization- authority is definite and absolute.
greatest advantage-utterly simple. Quick decisions can be made in line org. because of the direct line of authority.
disadvantage- supervisory personnel often required to perform duties of specialists because little use is made of the latter for giving advice and counsel to line units
in its pure form is rarely found in present-day organizations except at or near the top level
functional organization-divides responsibility and authority among several specialist.
discipline is difficutl to administer because of multiheaded leadership.
what organization type is successful in task force
functional
most glaring difficulties faced by task forces
incompatible databases and politics
This task force emphasized the importance of having just one executive in charge, with excellent communications among all members
DC Sniper Task Force
Combination of the line and functional types and is found in almost all but very smallest police agencies today.
line and staff organizations
failure to recognize these line and staff relationships is the greatest and most frequent cause of
friction in an organization and one of the most prominent barriers to effective coordination
This structure are established to designate how work is to be divided among various components of establishment.
organizational structures
regardless of what basis is used for this division
the division must be logical and practicable
work that involves divergent ___ or ___ will eventually cause friction and inefficiency if placed within one unit under control of one supervisor.
functions and purposes
by Alford- assigning to each worker the fewest possible kinds of tasks or operations in order to improve the quality and increase the quantity of his work and giving him the highest class of work for whcih his naturla abilities fit him.
the principle of specialization and the law of productivity
what should be practiced in every organization
principle of unity of command..- principle requires that every employee should be under the direct command of but one superior
principle of unity of command applies to those who are commanded, not
to those who command
who stresses “unity of command assures unity of effort by the coordinate action of all forces toward the common goal…
Dept of the Army
adopted from psychologist, refers to the number of persons one individual can supervise effectively
principle of span of attention
The principle has been applied to military and adminstrative organizations as
span of control- relates to number of subordinates who can be supervised effectively by one supervisor
supervisor can effectively reduce his span of control by
delegating work
process of committing an activity to anothers care
principle of delegation
primary cause of crippling bottlenecks that slow or stop effective operations
supervisor who refuse to allow anything to be done except under their direct control
should refrain from delegating only ___ or ___ tasks and should not attempt to delegate away his responsibility of certain basic duties that he should perform
distasteful and onerous
who recommends a radical increase in empowerment of employees when delegating. He uses the “win/win performance agreements”
Stephen Covey.
delegation is done poorly when supervisor allow his subordinates to delegate ___ more quickly than he learns to delegate ___
upward, downward
process of delegation loses its value as a supervisory tool if
follow up inspections are not made to ensure that objectives are accomplished and deadlines are met
exception principle
specifies that head of organization within it should not find it necessary to act personally on each matter coming under his jurisdiction. Rather, he should have to act only on those exceptional matters that require his attention
exception principle is inseparable from principle of delegation
is dependent on the effective application of the delegation function, which will free the superior from a mass of routine detail that might better be disposed of by other below him.
the key to the successful application of the principle
training
one of his most important functions as a supervisor is the training of employees so that they will produce ___.____ and ____
effectively, efficiently, and safely
Much of supervisor’s time is consumed by his control activities embodied in the _______
direction function.
supervisors consumed in the direction function is accomplished by
observation, inspection and follow-up
cooperative effort is the essence of ___
coordination
changing organizational responsibilities will necessitate realignment of workloads so that a ____and ____division of work may be realized
logical and practical
In his planning function, the supervisor must forecast ____ and ____ and prepare plans to meet them.
needs and problems
The division of work involves not only the breaking down of a particular job into components parts but also the recombining of these parts (synthesis) into a completed unit of work. The process of dividing work involves both ______ and ______.
analysis and synthesis.
Anderson and Schwenning state “An incorrect synthesis might lose all the advantage gained by a correct analysis.
Division of Work:
A function of prime importance for the supervisor is constant analysis of the nature of the work performed in his unit for the purpose of determining?
if it is effectively divided between the various units and individuals of the organization
