organization.pptx

Dedicated to diploma level students

1. Specific Objective At the end of the teaching learning session students will be able to : Define the term organization. Enlist the purposes of organization. List out the types of organization . Define organogram / organization structure Enlist the types of organogram . Draw out the organograms of differernt health services in Nepal. Describe the process of organization. Prepared By : RN Srijana Giri

2. Organization Introduction : An organization is usually made up of different individuals with different beliefs, cultural backgrounds, educational qualifications, and experiences. But the best part is despite the disparities in their capabilities; each has to work together to achieve the targeted goal of the organization.   Organization involves putting several things in a logical order. Prepared By : RN Srijana Giri

3. Definition An organization, or  organisation is an entity such as a company, an institution , or an association comprising one or more people and having a particular purpose.   An  organization  is collection of people who work together with a common purpose. Prepared By : RN Srijana Giri

4. Organization management Organization management consists of everything the managers or superiors do to ensure the smooth running of the firm, which also entails creating an enabling environment for the employees to be more efficient in the discharge of their duties. It also involves the proper use of the available resources through adequate planning and control of the working environment. Prepared By : RN Srijana Giri

5. Cont.. The primary focus of any organization is to achieve its objectives . It could be to increase client base, improve business reputation, or have substantial financial returns. But profit is still the primary reason organizations are set up. So, when the business is not making enough profit, it would be difficult to keep the company running. Prepared By : RN Srijana Giri

6. Purpose of organization Specialization Ensure all the necessary activities to be performed Achieve coordination and reduce misconception and mislead Assign authority and responsibility Prepared By : RN Srijana Giri

7. Cont.. Optimum utilization of resources Enhance the welfare and satisfaction of the employee Facilitate growth and diversification Ensure the profit of the organization Assure the product quality and serve excellence Prepared By : RN Srijana Giri

8. Types of organization There are a variety of legal types of organizations including  corporations, governments, non-governmental organizations political organizations  International organizations  Armed forces  Charities  not-for-profit corporations  partnerships cooperatives  educational institutions etc. Prepared By : RN Srijana Giri

9. Type of health organizations Government health organization Non profit organization –NGOs/INGOs Private organization- private hospital, clinics , care centre Academic or Educational Institution- private medical college Prepared By : RN Srijana Giri

10. Organogram / organizational structure An organizational structure is a system that outlines how certain activities are directed in order to achieve the goals of an organization. These activities can include rules, roles, and responsibilities. The organizational structure also determines how information flows between levels within the company. It is a visual diagram of a company that describes what employees do, whom they report to, and how decisions are made across the business.  Prepared By : RN Srijana Giri

11. Importance of Organogram Organogram will give employees more clarity, help manage expectations, enable better decision-making and provide consistency. Organogram also assign authority ,responsibility, organize workflow and make sure important tasks are completed on time. Employees will be more focused on their duties , roles and responsibility therefore promotes productivity. Maintain the order, discipline. Prevent overlapping and duplication of functions. Clarify the location of decision making, recording , reporting and feedback channel. Prepared By : RN Srijana Giri

12. Types of organizational structure Line organization structure . Line and staff organization structure Functional Organization Divisional Organization Matrix Organization Virtual Organization Project Organization Prepared By : RN Srijana Giri

13. Line organization structure Also known as military organization or scalar type of organization. find across small companies . The hierarchical structure clearly defines authority, responsibility, and accountability at each level. Features : Direct vertical relationship which reflect well-defined authority levels in the hierarchical structure. Full freedom to departmental heads Simple operation system No provisions for staff specialists Direct instructions to subordinates  Communication is fast and easy because employees get quick feedback and respond fast. Prepared By : RN Srijana Giri

14. Cont.. Prepared By : RN Srijana Giri Advantages Simple to work Economical and Effective Unity of command Better responsibility Fixed discipline Prompt decision Disadvantages Over reliance Lack of specialization Inadequate communication Lack of coordination Authority leadership

15. Line and staff organization The Line and Staff Organization is a modification of the Line Organization where functional specialists work with line managers to guide and advise them. It is more common in the present day and larger enterprises adopt this type of setup. The staff consists of two categories.- -General Staff: The general staff consists of ordinary employees that assist the top management. These staff aren’t experts. -Specialized Staff: consists of experts that offer services to the organization with roles of advisor, control (as in quality control), or service (such as maintenance).  It uses the expertise of specialists. So the line managers become better in several fields. Prepared By : RN Srijana Giri

16. Characteristics Two types of staff : staff assistants & staff supervisors Two lines of authority: Line authority and staff authority . Division of work Different functional areas with staff specialists attached Power of command remains with the line of executive Staff servers as counselors . Prepared By : RN Srijana Giri

17. Cont.. Advantages Relief to line executives Benefit of specialization Better coordination Benefits of research and development Unity of Action Balanced decsions Disadvanatges Lack of understanding Lack of sound advice Line and staff conflicts Assumption of authority Expensive Staff steals the show. Prepared By : RN Srijana Giri

18. Functional organization functional structure is the most common model found in most organizations. Organizations with such a structure are divided into smaller groups based on specialized functional areas(Tasks divided into functions)such as operations, finance, marketing, Human Resources, IT, etc . Functions performed by specialists Functions overseen by functional heads Functional head enjoy considerable independence Prepared By : RN Srijana Giri

19. Advantages : 1.Operational speed and clarity: - provides greater operational efficiency as employees are functionally grouped based on expertise and shared functions performed. 2. Specialization and department competence: -It allows increased specialization as each group of specialists can operate independently . 3. Scope of expansion 4.Better control Disadvantages : Weakening of common bonds Lack of coordination Delay in decision making E xpertise is limited to a single functional area allowing limited scope for learning and growth. Prepared By : RN Srijana Giri

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21. Divisional Organization Organizational functions grouped into a division Divisional resources to support product line Low impact of divisional failure Prepared By : RN Srijana Giri

22. Advantages Accountability Team culture Responsive to external changes Better strategic decisions by leaders Disadvantages Not a possibility in small organizations Difficulty in integrating divisons Cruel competition Lack of communication Doesn’t get most out od economies of scale Prepared By : RN Srijana Giri

23. Project organization Temporary setup for specific projects Headed by the project manager Dismaintied upon projection completion Works well for projects with clearly defined objectives. Advantages : Easy communication Strong sense of identity Efficient and effective use of resources Prepared By : RN Srijana Giri

24. Cont.. Disadvantages No clear growth path Expensive All specialists dedicated to one single project Prepared By : RN Srijana Giri

25. Grid organization Features This organized to manage multiple dimensions. It provides for reporting levels both horizontally as well as vertically and uses cross-functional teams to contribute to functional expertise. As such employees may belong to a particular functional group but may contribute to a team that supports another program. Focus attention on specific projects Draws personnel from various departments Functional manager responsible for function integrity. promotes motivation among employees and encourages a democratic management style where inputs from team members are sought before managers make decisions. Prepared By : RN Srijana Giri

26. Cont.. Advantages : Efficiently gather people with specialized skills Flexible in nature Motivates personnel engaged in the project Enhances the time, cost and performance . Efficient information exchange and flow as departments work closely together and communicate with each other frequently to solve issues. Disadvantages Violates unity of command Complicated problem coordination Dual authority and communication leads to communication gaps, and division among employees and managers . As reporting is not limited to a single supervisor, employees tend to get confused as to who their direct supervisor is and whose direction to follow resulting indiscipline . Prepared By : RN Srijana Giri

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28. Virtual organization Borderless organization (multinational) located in cyberspace geographically spread teams Electronic communication through ICT (information and communication technology) Complimentary resources works towards goal Advantages : Saves time and travel expenses Quick access to experts Dynamic team members Online communication and reports for swift responses Prepared By : RN Srijana Giri

29. Cont.. Disadvantages Lack of physical interaction Requires increased focus on communiction Security and compliance(command) issue Reputational risks Prepared By : RN Srijana Giri

30. Types of health service orgnaization in Government of Nepal Health post : At VDC level under local government Primary health Care centre (PHCC) : Primary hospital under local government in gaupalika, municipality, sub metropolitan and metropolitan city. Health office, District hospital- At district level under provincials government Prepared By : RN Srijana Giri

31. Cont.. Zonal , Sub regional and regional hospitals under provincial government. Ministry of Social Development/ Provincial Health Directorate : At provincial Level Central Health Institution ( Central hospitals , DoHS , MoHP ): At Federal level Prepared By : RN Srijana Giri

32. Central level organizational structure MOHP(Ministry Of Health And Population) leading government ministry for health Complex structure comprising of : Divisions Departments and centers , Foundations Councils Health directorates/offices Hospitals and health facilities Prepared By : RN Srijana Giri

33. Organogram of MOHP Prepared By : RN Srijana Giri

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41. Organizing process Organizing is the process of maintaining the flow of work and information and grouping activities, identification of authority and responsibility of employee in the organization. The various steps of organizing process are : 1.Determination of objectives 2.Identification of activities 3.Grouping activities 4. Allocation of duties and responsibility 5. Delegation of authority 6. Coordination Prepared By : RN Srijana Giri

42. 1.Determination of objectives In the first step of organizing process, the objective of the enterprises is to be determined. It is the basis of organizing process. without determining objectives , an organizational process will not processed and its will become meaningless. Virtually the organization structure is so designed which could help to accomplish the objectives . Thus the organization should have a clear objective to achieve its goal. Prepared By : RN Srijana Giri

43. 2. Identification of activities The next step in organizing is to identify and determine the activities to be performed in order to achieve the goals. The activities should be identified considering the present and changing environment. The total work of the organization is systematically divided into various activities and sub- activities . It facilitates the assignment of duties and delegation of authority. Prepared By : RN Srijana Giri

44. 3. Grouping Activities after indentifying the necessary activities closely related and similar activities are grouped into divisions and departments. the act of grouping of activities is called departmentation. Activities may be grouped on different bases, Example : function, products, customer etc. Prepared By : RN Srijana Giri

45. 4. Allocation of duties and responsibility The fourth step in organizing process is the assignment of the duties and responsibilities. The assignment of the job should be based on the ability and capacity of the person to be assigned. Organizing has to allocate the duties and responsibilities of the person very carefully so as to achieve the departmental as well as organizational goals. Prepared By : RN Srijana Giri

46. 5. Delegation of authority The delegation of authority is the most important device to ensure the attainment of goals. Under the organizing process, top level management should delegate authority to lower level management. While delegating authority, the responsibility should be delegated too. O therwise , it will be meaningless. So authority and responsibility should be balanced. Prepared By : RN Srijana Giri

47. 6. Coordination In the last step of the organizing process, coordination is given emphasis. For the successful operation of any organization , there should be proper and effective coordination between the activities and efforts of various departments. Prepared By : RN Srijana Giri

48. The Organization Process Chart: Following is a representation of organization process chart. Prepared By : RN Srijana Giri

49. Prepared By : RN Srijana Giri Thank You