concepts of administration,management.pptx

Administration Concepts

1. CONCEPTS OF ADMINISTRATION Shanavas PH Nursing Tutor Govt school of Nursing

2. Meaning The word administer – latin word Ad + ministare To care for or to look after people to manage affairs

3. Definition Organisation and direction of human and material resources to achieve desired ends ( piffner ) Direction , co ordination and control of many person to achieve some purpose or objective ( LD White ) Administration has to do with getting things done with the accomplishment of defined objectives ( L. Gullik )

4. Nature It is universal Holistic Intangible Continuous and ongoing Goal oriented Social and human Dynamic Creative and innovative

5. Management Process by which a co operative group directs action towards common goals ( joseph messi ) Distinct process consisting of planning ,organising , actuating ,activating ,and controlling performed to determine and accomplish the objectives by the use of people and resource (George )

6. Difference Base Management Administration Main focus Work to be done Formulation of polices ,plans ,progs Function Execution of decision Decision making Concern Implementation Determination Authority Operational authority to implement admin decisions Authority to take up staratergic and policy decision Level of organisation Applicable at lower levels of Mx Applicable at higher levels of Mx Decision making Decision is made who will execute the policies Determine what is to be done and when is to be done Applicability Applicable in pvt sector Applicable of govt sectors Directive activites Direction of human efforts at the operational level Not directly concerned with operational level officials

7. Philosophy Cost effectiveness Execution and control of work plans Delegation of responsibility and authority Human relations and good morale Effective communication Flexibility in certain situation

8. Principles of administration –Finer Principle of oneness Principle of specialism and the whole Principle of hierarchy and regimentation Principle of morale Principle of bureaucracy Principle of self administration

9. Henri Fayol principles Division of work Authority ,responsibility and accountability Discipline Unity of command Unity of direction Subordination Remuneration of personnel Centralisation Scalar chain of command Order Equity Stability of tenure of personnel Initiative Espirit de corps

10. Elements of administration “ POSDCORB “ Planning Organising Staffing Directing Co ordinating Reporting Budgeting

11. Functions – management Co ordinating Planning Organizing Staffing Directing and leading Controlling

12. Importance of administration It is life blood of organization Shoulder of organization There is no substitute of good organization Organization growth by effective and efficient performance Team work Gives new idea Brain of organisation

13. 1. Planning Important for socio economic development Major fundamental element of administration What , when , how ,whom Intellectual process of making decision Aims to achieve a co ordinated and consistent set of operations aimed at desired objectives

14. Definition Process of determining the objectives of administrative effort and devising the mean calculated to achieve them (millet ) Planning is a process of setting formal guidelines and constraints for the behaviour of the firm. ( Assoff )

15. Nature of planning Complete mental picture Rationale , dynamic and integration process Priotus process Selecting and relating facts ,making and using of assumptions Rational ,conscious and deliberate effort Not a static process Comprehensive and integrative process Conscious determination of a future course of actionto achieve the desired results Planning is inevitable at all the levels of administration

16. Importance It attempts to offset uncertainty by foreseeing the future and brining about preparedness for the happening in the future Attention on the objectives or the goals of the organisation and their achievement Leads to economy in operation through the selection of best possible course of action It helps in co ordinating the operations of an organization

17. Principles Purposes Contious process and flexibility Simple ,proper analysis and classification of action Good harmony between with organisation and environment Heirarcheal in nature ,organisation identification Planing should be pervasive activity covering the entire organisation with all its departments Planning must be precise in its objectives scope and nature Provision should be made to use all available resourses Planning should always be documented

18. Characteristics Primacy Continuty Flexibility Unity Precision Pervasiveness

19. Advantages More effective and faster achievements of any organisation Competitive edge to the company Secures and ensures unity of purpose ,direction and effort by focussing attention on objectives Planning minimise cost of performance Planning has unique contribution towards the efficiency of other managerial functions Basis for control in an organisation Serves integral part of POSDCORB

20. Disadvantages It depends upon facts ,and information ,reliable information is not possible Internal inflexibilities and procedures rigidities Time consuming and expensive process Unplanned operation

21. Components Objectives Polices Procedures Programme Budget

22. Steps of planning 1. analysis and understanding of system 2.formulation of operational goals and objectives 3. Establishment of planning premises 4. selection and formulation of the operating plans from alternatives 5. securing participation 6. implementation 7. follow up to proposed course of action 8. Evaluation 9. re analysis and new understanding of the system

23. Types of planning Directional planning Administrative planning operational planning

24. Planning in health services Analysis of health situation Establishment of goals Assessment of resources Fixing priorities Write up formulated plan Programming and implementation Evaluation

25. Planning cycle 1. assessing the planning environment 2. data collection and analysis Stratergy formulation and setting realistic targets Participatory plan formulation Plan authentication and linking the plan with the plan at the near higher level Task adoption and plan implementation Midterm appraisal and making corrections Evaluation and replanning

26. Skills needed for planning Decision making Knowledge Understanding

27. Making effective plan Clear cut objectives Good management information system Support from the top management Participation Sound communication Periodic evaluation Climate for planning

28. Role of administrator in planning Establishing organisational goals and objectives Assess strength ,deficiencies and capabilities Alternate course of action Selecting a plan of action Formulating supportive plan Evaluating the planning process

29. Organisation It is the form of every human association for the attainment of common purpose and the process of relating specific duties or function in a whole

30. Definition It is a system of co operative activites of two or more persons Relationship of individual to individuals and group to groups which are related as to bring about an orderly division of labour

31. Importance Increases managerial efficiency Ensures an optimum use of human efforts through specialisation and also make use of human Places a proportionate and balanced emphasis on various activities Facilitates co ordination Provides scope for training and developing managers Consolidate growth and expansion of institution Creative and innovative ideas to working through adopting human relation approaches Prevents the growth of laggards and otherforms of corrupters Unsound organisation becomes the breeding ground of corruption

32. Principles of organisation Hierarchy Span of control Integration vs disintegration Centralisation vs decentralisation Unity of command Delegation

33. Organisation chart Organogram –graphical representation of the structure of an organisation showing the relationships of the positions or job with in it

34. Characterstics Diagrammatical presentation Line of authority in the organisation Various functions and relationship Channels of communication

35. Advantages Tool of administration Shows at a glance the line of authority and responsibility Serve as a valuable guide to new ones Frame work of personnel classification and evaluation system Significant part in organization structure

36. Limitations Chart shows only the formal relationships and fails to show informal relation within the organisation It shows only the line of the authority It does not shows any flexibility It introduces rigidity in the relationship Faulty organisation chart may cause confusion

37. Types of organisation charts Vertical –from top to bottom Horizontal – from left to right Circular or concentric

38. Organisation chart of hospital

39. Organisational concepts Role Power Status Responsibility Authority Centrality Communication

40. Role of administrator

41. Staffing Staffing is the systematic approach to the problem of selecting ,training ,motivating and retaining professional and non professional personnel in any organisation

42. Components Involving determination of the number and kind of personnel required Recruitment Selection Placement and orientation of employees Transfer and promotion of employees Training and development of employees

43. Objectives of staffing in nursing Provide a professional staff nurse Provide sufficient staff nurse 1:1 in ICU 2:1 in general area Provide sufficient nursing staff Involve all members in staffing Design a staffing plan

44. Staffing process Preparing to recruit Attracting staff Recruitment and selecting staff Staffing pattern

45. Steps in staffing Man power planning Job analysis Recruitment Selection Placement Induction and orientation Training and development Remuneration Performance appraisal Promotion and transfer

46. Recruitment It is a process of securing applicants to fill vacant position It covers both the filling of new and replacement of previously established post which fall vacant

47. Sources Internal External

48. Internal source Internal management

49. External Advertisement Employment exchange and agency Educational institutions Recommendations Casual callers Labor contractors Employment process

50. Problems in selection Quality of performances Staff ratio Ineffective job description Job performance No attention is paid to evaluation

51. Steps in selection Interview by personnel department Pre employment test Interview by department head Accept or reject Medical examination Check for references Issue of appointment order

52. Consideration in staffing Bench marking Regulatory requirements Skill mix Staff support Historical information

53. Factors influencing staffing Client to be served The hospital Policies and composition of medical staff Use of nursing skills Supportive services Administrative polices Clerical assistance Factors inherent in nursing staff Allocation of personnel