1_HSM_for_HO_Unit_1_2_&3_Introduction_to_Management_and_Types_Skills.pptx

Management enables a country to experience a substantial level of economic development

1. Health service Management for Public Health students By Tesfahun Mekene(BSc, MPH) AMU Dep’t of Public Health

2. General Course objectives At the end of the course you will be able to: Identify the basic principles involved in planning and management Perform an Environmental analysis using different mechanisms so as to make planning process more realistic Describe the history of health services in Ethiopia and determinants to Health Define primary health care, and understand its concepts and strategies. 6/18/2023 2 HSM for HO By T.M. 2023

3. Course objectives…. Exercise the way to manage health team Develop a merit-based selection, appointing, managing and leading of human resources Describe basic principles involved in management of resources. Design Organizational change Organize a given health system to perform effectively and efficiently 6/18/2023 3 HSM for HO By T.M. 2023

4. Introduction to Management At the end of this session you will be able to: Define management Explain the importance of Management Identify the difference between Administration and Management Discuss basic concepts and principles in management 6/18/2023 4 HSM for HO By T.M. 2023

5. Ever since people began forming groups to accomplish certain goals that they could not achieve as individuals, managing has been essential to ensure coordination of individuals effort. As the society has to come to rely increasingly on group effort and as many organizations have become large, the task of managers has been rising in importance. 5 Introduction 6/18/2023 HSM for HO By T.M. 2023

6. Management is a critical element in the economic dev’t by bringing together the four factors of production [ men, money, material, and machines ] , Management enables a country to experience a substantial level of economic development. A country with enough capital, manpower and other natural resources can still be poor if it does not have competent managers to combine and coordinate these resources. According to Peter Drucker , “without management a countries resources of production remain resources and never become production”. 6 Introduction … 6/18/2023 HSM for HO By T.M. 2023

7. Management is essential in all organized effort, be it a business activity or any other activity. The definition of management is based on two principles: Commitment to achievement, and The importance of people and other resources. This means that people are the most important resource for getting things done. 7 Introduction … 6/18/2023 HSM for HO By T.M. 2023

8. Management is a process of reaching organizational goals by working with and through people and other organizational resources. It is a process of utilizing efficiently the available resource. The practice of continually shaping organizations. The process of planning, organizing, staffing , leading, and controlling the work of organization members. 8 Introduction … 6/18/2023 HSM for HO By T.M. 2023

9. Importance of Management Management is universal and necessary function . It is essential for all kinds of organizations. This is because every organization requires:- Decision-making Coordination of activities Handling of people and Evaluating the performance directed toward its objectives. 9 HSM for HO By T.M. 2023 6/18/2023

10. Administration and Management Administration : is the over all determination of policies and major objectives; Functionally: It is the laying down of the general purpose of the organization. The framing of its major polices. The formulation of general plan of procedure. The inauguration of broad programme . Approval of specific major projects that fall within the general programme . 10 HSM for HO By T.M. 2023 6/18/2023

11. Administration and Management…. Management: is the active direction of human effort & it is the work that a manager seeks to get results through other people. As a function, administration is determinative and management is essentially executive. Yet the same person may perform both. 11 HSM for HO By T.M. 2023 6/18/2023

12. Administration and Management…. As we go down the hierarchical ladder; The administration function became less and less and The management function more and more. The following figure clearly demonstrates this point. 12 HSM for HO By T.M. 2023 6/18/2023

13. Administration and Management.... Administration President Vice President Schools Department Division Units Management 13 HSM for HO By T.M. 2023 6/18/2023

14. Concepts and Principles of Management 14 HSM for HO By T.M. 2023 6/18/2023

15. Concepts of Management Effectiveness: is the degree to which a stated objective is being achieved. It is something that management tries to improve. 2. Efficiency : is concerned with the balanced use of resources (money, material, human resource, time, space and information). 15 HSM for HO By T.M. 2023 6/18/2023

16. Concepts of Management.... 3. Economy of scarce resources : some, and often many, resources are scarce and costly, thus we have to economize. 4. Work relations : work activities should be designed and structured so as to support each other towards the achievement of objectives. 16 HSM for HO By T.M. 2023 6/18/2023

17. Concepts of Management.... 5. Information : management needs information, it is to make the right decision for action . At the same time, information can easily handicap management, if it is not the right kind at the right time and In the right hands. 17 HSM for HO By T.M. 2023 6/18/2023

18. Principles of Management 1. Management by objectives: management sees that objectives are specified & then that they are achieved. The objective should state: What is to be accomplished How much of it Where it is to be done When it is to be completed. Therefore, a clear statement of objectives makes it possible to evaluate how effective one is in approaching and reaching the objectives. 18 HSM for HO By T.M. 2023 6/18/2023

19. Principles of Management...... 2. Learning from experience: analysis of the results between the objectives and achievement made . - For better performance there should be feedback to learn from the experience gained. 3. Division of labor: management attempts to bring about balance of work among the different people concerned. 19 HSM for HO By T.M. 2023 6/18/2023

20. Principles of Management...... 4. Substitution of resources : often when the resources that are normally used to provide service became scarce or too expensive, different resources may be used to provide the intended results. 20 HSM for HO By T.M. 2023 6/18/2023

21. Principles of Management...... 5. Convergence of work : working relations should contribute to the success of each activity and so to general effectiveness . These working relations of activities are:- the logical relations with each other time relations or sequence spatial relations between activities functional and structural-working relations b/n people 21 HSM for HO By T.M. 2023 6/18/2023

22. Principles of Management...... 6. Functions determine structure : when the work is defined i.e. the function and duties of the individual members of the team are clearly defined and known to all , the working relations (the structure) follow. The exact nature of authority will be clearly delineated on the structure. 7. Delegation: delegation takes place when some body's authority is lent, so as to enable that person to take responsibility when the occasion arises.  22 HSM for HO By T.M. 2023 6/18/2023

23. Principles of Management...... 8. Management by exception In effect this means two things: Do not be overloaded with the routine and unnecessary information, be selective. Make BIG decision first . In short management by exception means selectivity in information and priority in decision 23 HSM for HO By T.M. 2023 6/18/2023

24. Management by exception... 9. Shortest decision-path : This principle deals with issues like: Who should make which decision? When and where? Decision must be made as closely as possible in time and place to the object of decision and to those affected by it . 24 HSM for HO By T.M. 2023 6/18/2023

25. Organization and the need for managers 6/18/2023 25 HSM for HO By T.M. 2023

26. Organization and the need for managers What is organization? An organization is a cooperative social system involving the coordinated efforts of two or more people pursuing a shared purpose. Two or more people who work together in a structured way to achieve a specific goal or set of goals There are formal and informal org/n, in both people are kept together 6/18/2023 26 HSM for HO By T.M. 2023

27. Organization & the need for managers…. Organizations share 4 common characteristics Coordination of efforts Common goal or purpose Division of labor Hierarchy of authority 6/18/2023 HSM for HO By T.M. 2023 27

28. Managers In all organizations managers are essential and it is unthinkable to have organizations without some form management. Because they are: People responsible for directing the effort’s aimed at helping organizations to achieve their goals. People responsible for helping organization members set and reach goals. 6/18/2023 28 HSM for HO By T.M. 2023

29. Levels , Skills & Roles of Managers Managers Are people formally appointed to positions of authority in organizations or systems who: Enable others to do their direct or support work effectively Have responsibility for resource utilization Are accountable for work results 29 HSM for HO By T.M. 2023 6/18/2023

30. Types/ Levels of managers Three levels of managers The primary difference between levels of managers are the degree of authority and the scope of responsibility. 30 HSM for HO By T.M. 2023 6/18/2023

31. 31 Levels of Management HSM for HO By T.M. 2023 6/18/2023

32. Levels of managers…… Top level (senior) managers Have authority over and are responsible for the entire organization i.e. all staff, resources and organizational results Are accountable to the governing body Establish operating policies and guide the organization with its environment It establishes long term goals and oversees the work of middle level management. 32 HSM for HO By T.M. 2023 6/18/2023

33. Levels of managers…… E.g. The CEO [chief executive officer] and/or president and his/her immediate subordinates usually called vice-presidents. Middle-level managers Reporting to senior managers There are numerous middle level managers than top managers Have authority over & responsibility for a specific segments of the organization 33 HSM for HO By T.M. 2023 6/18/2023

34. Levels of managers…… First-level (front line) managers Report to middle-level managers Have authority over & responsibility for overseeing specific work & a particular group of workers 34 HSM for HO By T.M. 2023 6/18/2023

35. Levels of managers…… Supervisors , team leaders and team facilitators who oversees the work of non-management people often called operating employees. They plan for a short term, involving scheduling employees and establishing detailed procedures to perform worker tasks. 35 HSM for HO By T.M. 2023 6/18/2023

36. Management Skills Not everyone can be a manager. Certain skills, or abilities to translate knowledge into action that results in desired performance, are required to help other employees become more productive. 36 HSM for HO By T.M. 2023 6/18/2023

37. Management Skills …. There are three distinct types of skills: Conceptual skill Human relation skill Technical skills 37 HSM for HO By T.M. 2023 6/18/2023

38. Conceptual skills Reflect the mental abilities of managers to visualize the complex interrelationships in a work place . Permits managers to understand how the various factors in particular situations fit together & interact one another Cognitive ability to see the organization as a whole and relationship among its parts 38 HSM for HO By T.M. 2023 6/18/2023

39. Human relations & communication skills Are the abilities of managers to get along well with other people, to understand them, & to motivate & lead them in the work place The ability to motivate, facilitate, coordinate, lead, communicate & resolve conflicts. 39 HSM for HO By T.M. 2023 6/18/2023

40. Human relations….. Some managers are naturally born with great human skills , while others improve their skills through classes or experience. No matter how human skills are acquired, they’re critical for all managers because of the highly interpersonal nature of managerial work. 40 HSM for HO By T.M. 2023 6/18/2023

41. Technical skills Are abilities to use the methods, processes, and techniques of managing It includes: Methods & techniques Specialized knowledge Competent use of tools techniques to solve problems in that specific discipline 41 HSM for HO By T.M. 2023 6/18/2023

42. Technical skills….. Managers acquire these skills initially through formal education and then further develop them through training and job experience. Technical skills are most important at lower levels of management. 42 HSM for HO By T.M. 2023 6/18/2023

43. Managerial Skills and Management Level 43 HSM for HO By T.M. 2023 6/18/2023

44. Managerial Roles Managerial role is the behavioral pattern expected of someone within a functional unit. All mangers have formal authority over their organizational units & derive status out of that position. The work of managers is viewed as a series of three broad categories of roles, 44 HSM for HO By T.M. 2023 6/18/2023

45. Managerial Roles…. Interpersonal role : this role shows the interpersonal contact that a manager does which is vital in his/her daily activities. The interpersonal roles are designated by 1.1. Figurehead : this role symbolizes the legal authority of the manager such as: attending ceremonies, signing documents, etc . 45 HSM for HO By T.M. 2023 6/18/2023

46. Managerial Roles…. 1.2. Leader : a manager motivates subordinates, ensures hiring and training of staff. As a leader, manager creates the environment, works to improve employees performance and reduce conflicts, provides feedback and encourages individual growth. 46 HSM for HO By T.M. 2023 6/18/2023

47. Managerial Roles…. 1.3. Liaison : a manager creates links in horizontal as well as vertical chain of communications that facilitate communication in and out side the organization. 47 HSM for HO By T.M. 2023 6/18/2023

48. 2. Informational role 2 . Informational role : this role is related to communication and information channeling 2.1. Monitor: Managers gather information from their network of contacts, including those established in their liaison roles 48 HSM for HO By T.M. 2023 6/18/2023

49. Informational role….. Seeks and receives wide variety of special information to develop through understanding of the organization & env’t . As a monitor, a manager should constantly monitoring the environment to determine what is going on. He should collect information both directly and indirectly. 49 HSM for HO By T.M. 2023 6/18/2023

50. Informational role….. 2.2. Disseminator Transmits information received from outsiders or subordinates to members of the organization, that would not ordinarily be accessible to them. 50 HSM for HO By T.M. 2023 6/18/2023

51. Informational role….. 2.3. Spokesperson: Transmits to outsiders information about organizations policies, plans, actions, results and serves as an industry expert. 51 HSM for HO By T.M. 2023 6/18/2023

52. 3. Decisional role 3.1. Entrepreneur: Searches organization and its environment for opportunities and initiates projects to bring about change. 52 HSM for HO By T.M. 2023 6/18/2023

53. Entrepreneur role…. Sharing and initiating new ideas or methods that may improve the work units operations. He should implement strategy and review sessions involving improvement. 53 HSM for HO By T.M. 2023 6/18/2023

54. Decisional role…… 3.2. Disturbance handler : Initiates corrective action when organization faces unexpected disputes or crises. 3.3. Resource allocator : Decides on resources and their distribution 54 HSM for HO By T.M. 2023 6/18/2023

55. Decisional role…… 3.4. Negotiator : Represents the organization in major negotiations such as contracts with suppliers, trade-off for resources inside organization and agreements with labor organizations. 55 HSM for HO By T.M. 2023 6/18/2023

56. Managerial Roles 56 HSM for HO By T.M. 2023 6/18/2023

57. The evolution of management theory

58. Management Theories 1 . CLASSICAL MANAGEMENT THEORY It originated during the Industrial Revolution. It has two branches— classical scientific school and classical administrative school . 1.1 Classical scientific school The classical scientific branch arose as a result of a need to increase productivity . HSM for HO By T.M. 2023 58 6/18/2023

59. Classical scientific ……. The basic idea is managers should use and develop standard methods for doing each job, support workers, eliminate interruptions and provide wage incentives. Believed ,increased productivity depended on finding ways to make workers more efficient. Frederick W. Taylor, the father of Scientific Management and the 1st Efficiency Expert. HSM for HO By T.M. 2023 59 6/18/2023

60. 1.2 Classical Administrative School/ Bureaucratic theory The classical administrative branch grew out of the need for guidelines to manage the complex organizations that emerged from the Industrial Revolution. It focused on productivity also. Max Weber embellished the scientific management theory with his bureaucratic theory. The emphasis was on the development of managerial principles rather than work methods. HSM for HO By T.M. 2023 60 6/18/2023

61. Classical Administrative… Max Weber focused on dividing organizations into hierarchies , establishing strong lines of authority and control. Most HSOs are organized along bureaucratic lines. HSM for HO By T.M. 2023 61 6/18/2023

62. 2. BEHAVIORAL MANAGEMENT THEORY Modern-day managers now view employees as individuals, as resources, and as assets to be developed and worked with—not as machines. Focus changed from job to people who perform it. Employees will be given greater autonomy to identify and solve problems. But its major limitation is its complexity . HSM for HO By T.M. 2023 62 6/18/2023

63. 3. Quantitative Management Theory This theory emerged due to the consequence of World War ll. During WW ll , Mathematician, physicists and other scientists joined together to solve military problems. So this theory is a result of the research conducted during World War ll. HSM for HO By T.M. 2023 63 6/18/2023

64. QUANTITATIVE THEORY …… It is the body of management thought that seeks to combine classical management theories and behavioral management science through the use of elaborate mathematical models. Of the three major schools of management, quantitative management theory is the most modern. HSM for HO By T.M. 2023 64 6/18/2023

65. Other approach to management theory SYSTEMS MANAGEMENT THEORY Many of the functional areas of an organization are its subsystems; managers control subsystems. All subsystems interact with each other. Open system view takes organization as a whole and the interrelation ship of its parts. The HSO as an open system that interact with external environment continuously. HSM for HO By T.M. 2023 65 6/18/2023

66. HSM for HO By T.M. 2023 66 Inputs Human resource, materials/supplies Information Conversion Process Outputs Products and services External Environment Systems View of Organizations 6/18/2023

67. Systems View….. The inputs are ; Human resources Materials/supplies Technology Equipments information capital patients Customers HSM for HO By T.M. 2023 67 6/18/2023

68. Systems View……. Conversion [integration] Conversion of inputs to out puts occurs when managers integrates structure, tasks/technology and people in the context of the organizational culture and in response to meeting the needs of internal and external stakeholders. HSM for HO By T.M. 2023 68 6/18/2023

69. Systems View……. Out puts are ; Patient care/customer service Quality out put/out come appropriate costs organizational survival Social responsibility Education/training HSM for HO By T.M. 2023 69 6/18/2023

70. Components of the external environment : General environment Political  Policy making, political institutions Public expectations  Community, interest groups, media,… Ethical /legal issues Economic issues  Suppliers, Clients, share holders,.. Environmental /ecological/ conditions HSM for HO By T.M. 2023 70 6/18/2023

71. Cont …… Health care environment Public policy  regulation, licensure, accreditation Competitors Health care financing Technology Health research and education Public health [sanitation, environmental protection] HSM for HO By T.M. 2023 71 6/18/2023

72. CONTINGENCY MANAGEMENT THEORY Variables, flexibility, and adaptation are ingredients in contingency management. Using the past to predict can be used in contingency thinking. Helps managers to develop fallback positions and think creatively HSM for HO By T.M. 2023 72 6/18/2023

73. QUALITY MANAGEMENT THEORY Kaizen Approach Japanese in origin. Small incremental steps of improvement. Business Process Improvement Change is constant. It will always occur. Setting direction through vision. Rapid and radical changes may be needed. HSM for HO By T.M. 2023 73 6/18/2023