Nursing Administration Courses PDF

Nursing Administration courses (For 8thsemester- 4th level students) Management functions Management is essential for an organized life and necessary to run all types of organizations. Managing life means getting things done to achieve life‘s objectives and managing a...

Nursing Administration courses (For 8thsemester- 4th level students) Management functions Management is essential for an organized life and necessary to run all types of organizations. Managing life means getting things done to achieve life‘s objectives and managing an organization means getting things done with and through other people to achieve its objectives. There are basically five primary functions of management. These are: 1. Planning 2. Organizing 3. Staffing 4. Directing 5. Controlling. 3  Nursing Administration courses (For 8thsemester- 4th level students) A. Planning Definition of planning: is the process of setting objectives and determining what should be done to accomplish them Or: is deciding in advance what, how, who, when, and where it is to be done. Purposes of planning: 1. To manage by objectives. 2. Provide unity of purpose and direction to the organization. 3. Attain effective control. 4. To deal with uncertainly and change. 5. To improve efficiency. 6. To eliminate duplication of effort. 7. To promote coordination. 8. To minimize the operational cost. 9. Effective utilization of resources. 10.To avoid failure of organization. Principles of planning: 1. It is always based on predetermined objectives. 2. It is a continuous process. 3. It should be done in a time bound manner. 4. It should be pervasive within the entire organization. 5. It utilizes all available resources. 6. It must enable the organization to attain effective control. 7. It must enable the organization to deal with uncertainly and change. 8. It must be precise in its scope and nature. 4  Nursing Administration courses (For 8thsemester- 4th level students) Classification (types) of plan: Process (steps) of planning "seven steps": Planning process involves studying the past, assessing the present and forecasting the future. 1. Analysis and assessment of the system. 2. Formulation organizational goals. 3. Assessment of present organizational potentialities and capabilities. 4. Formulating alternative courses of action. 5. Setting priorities. 6. Implementation. 7. Evaluation of effectiveness of the plan. Elements of planning 1. Vision. It is an image of the desired future. 2. Mission / Purpose. : It's a brief statement identifying the reason that an organization exist as well as its future aim or function. 3. Philosophy. It is a statement of values and beliefs that direct an organization in its attempt to achieve its mission. 5  Nursing Administration courses (For 8thsemester- 4th level students) 4. Values. It is defined as the morale rationale for all business. They are given meaning to the right way to do things. 5. Objectives:. Are the results to be achieved? 6. Policy. Are boundaries or guidelines for decision making and behavior within which personnel can act (e.g. all emergency cases should be accepted in any hospital). 7. Rules. There are single purposes statements which specifically state what must be done or what may not be done. i.e. specific statement to control behaviors. 8. Regulation. Policies that are developed at the middle and first level position in an organization are guidelines for action that apply to only a department. 9. Procedures. Procedures elaborate the steps to be taken to implement a policy or to complete task (direction for action). 10.Standard. Is a descriptive statement of desired level of performance against which the quality of structure process and outcomes can be judged. 11.Budget. It's a plan that provides formal quantitative expression for acquiring and distributing funds over the ensuring time period (generally 1 year). 6  Nursing Administration courses (For 8thsemester- 4th level students) B. Organizing Definition of organizing: It is a process of determining the activities to be performed, grouping these activities into administrative units, and assigning managerial authority and responsibilities to people employed in the organization. Importance of Organizing in an Organization: 1. Benefits of Specialization: Under organizing, the whole work is systematically allocated and divided into different parts. Right man is put at the right job. It increases the efficiency of workers and motivates them to put their best into the work. Repetitive performance of a specific job on a regular basis helps a worker gain experience and gets specialized in that job. As a result, organizing leads to specialization. 2. Clarity in Working Relationships: Organizing helps in establishing working relationship and clearly defines the lines of communication and also specifies who is to report to whom. This further helps in fixation of responsibility and also specifies the dimensions of authority which an individual can exercise. 3. Optimum Utilization of Resources: Organizing provides fuller and efficient use of all human, physical and financial resources. Proper allocation of jobs helps in avoiding overlapping of work and ensures optimum use of resources without any wastage. 4. Adaptation to Changes: Organizing helps business enterprises to adjust to the environmental changes. In order to ensure smooth functioning of the enterprise, organizing suitably modifies the organizational structure and various inter-relationships existing in the enterprise. Moreover, it also provides stability in the enterprise so that it continues to grow and survive in spite of changes. 7  Nursing Administration courses (For 8thsemester- 4th level students) 5. Effective Administration 6. Development of Personnel: Organizing creates structure of an organization. That structure provides a basis or framework for assigning and performing various functions efficiently. Effective delegation allows managers to assign jobs of routine nature to their subordinates. 7. Expansion and Growth: Organizing promotes growth and diversification of an enterprise. It enables the enterprise to take up new challenges e.g. more job positions, departments, new product lines and also new geographical territories etc. for increasing sales and profit. Management Principles of Organizing: The following illustration shows the principles of organizing 8  Nursing Administration courses (For 8thsemester- 4th level students) 1. Work Specialization Also called division of labor, work specialization is the degree to which organizational tasks are divided into separate jobs. Each employee is trained to perform specific tasks related to their specialized function. 2. Authority Authority is the legitimate power assigned to a manager to make decisions, issue orders, and allocate resources on behalf of the organization to achieve organizational objectives. 3. Chain of Command A chain of command is established so that everyone knows whom they should report to and what responsibilities are expected at their level. A chain of command enforces responsibility and accountability. It is based on the two principles of Unity of command and Scalar Principle. 4. Responsibility: Responsibility is defined as the duty or an assignment. A person needs authority to accomplish the assignment, and authority should commensurate to the responsibility. 5. Accountability: Accountability refers to liability or process of answering for what occurs in an ethical and legal sense. 6. Unity of command: Unity of command is represented by the vertical solid line between positions on an organizational chart. Unity of command states that an employee should have one and only one manager or supervisor or reporting authority to whom he is directly accountable to. 7. Delegation Delegation as a process involves establishment of expected outcomes, task assignment, delegation of authority for accomplishing these tasks, and exaction 9  Nursing Administration courses (For 8thsemester- 4th level students) of responsibility for their accomplishment. Delegation leads to empowerment, as employees have the freedom to contribute ideas and do their jobs in the best possible ways. 8. Span of Control Span of control (also referred to as Span of Management) refers to the number of employees who report to one manager. Organizational concepts: (a) Organizational Structure: The system of tasks, workflows, reporting relationships, and communication channels that link together diverse individuals and groups. (b) Organizational Charts: Organizational chart is defined as a diagram that shows the formal organizational relationships, areas of responsibility, persons to whom one is accountable, and channels of communication. (c) Managerial levels: In large organizations, three levels of managers often exist. (d) Centralization versus decentralization: Centralization and decentralization pertain level at which decisions are made. Centralization It refers to the degree of distribution of decision making and action by top management. Decentralization It is a systematic and consistent delegation of authority to the levels where the work is performed. 10  Nursing Administration courses (For 8thsemester- 4th level students) C- Staffing Definition: Staffing is the continuous process of recruiting, evaluating, and hiring employees with appropriate skills for specific positions. It‘s a temporary solution to fill vacant positions for a short period of time. Such employees usually work in factories, offices, warehouses, and other customer service positions. Functions of Staffing 1. The first and foremost function of staffing is to obtain qualified personnel for different jobs position in the organization. 2. In staffing, the right person is recruited for the right jobs, therefore it leads to maximum productivity and higher performance. 3. It helps in promoting the optimum utilization of human resource through various aspects. 4. Job satisfaction and morale of the workers increases through the recruitment of the right person. 5. Staffing helps to ensure better utilization of human resources. 6. It ensures the continuity and growth of the organization, through development managers. Importance of Staffing 1. Efficient Performance of Other Functions For the efficient performance of other functions of management, staffing is its key. 2. Effective Use of Technology and Other Resources What is staffing and technology‘s connection? Well, it is the human factor that is instrumental in the effective utilization of the latest technology, capital, 11  Nursing Administration courses (For 8thsemester- 4th level students) material, etc. the management can ensure the right kinds of personnel by performing the staffing function. 3. Optimum Utilization of Human Resources The wage bill of big concerns is quite high. Also, a huge amount is spent on recruitment, selection, training, and development of employees. 4. Development of Human Capital Another function of staffing is concerned with human capital requirements. Since the management is required to determine in advance the manpower requirements. 5. The Motivation of Human Resources In an organization, the behavior of individuals is influenced by various factors which are involved such as education level, needs, socio-cultural factors, etc. 6. Building Higher Morale The right type of climate should be created for the workers to contribute to the achievement of the organizational objectives. Types of Staffing Staffing refers to the process of finding candidates with suitable skills to fill vacant positions. There are 6 common types of staffing: 1. Temp to hire staffing/Contract-to-hire staffing 12  Nursing Administration courses (For 8thsemester- 4th level students) Temp to hire staffing refers to having an employee work for an organization for a trial period of time. In this type of staffing, businesses like to experiment with various employees to find the most suitable one in the process. 2. Short-term staffing This type of staffing aims to fulfill the immediate business requirements. For example, a business may hire extra workers on a seasonal basis. 3. Long-term staffing When the business requirements require employees to work for at least one year, it can be called long-term staffing. A few reasons for long-term staffing are turnover, retirement, long absences, poor performance, etc. Long-term staffing looks beyond the immediate needs of the business and is more strategic. 4. Direct hire staffing Direct hire staffing can also be referred to as placement hiring. In this type of staffing, organizations hire full-time employees. Since staffing usually refers to temporary hiring, direct hire staffing is a bit different from the traditional staffing. 5. Payroll services staffing Payroll services staffing is a cost-effective type of staffing where the organization selects a worker, but the staffing agency arranges their pay and manages paperwork. 6. Strategic staffing Some businesses perform their staffing activities strategically, meaning that they combine short-term, long-term, direct hire, and other types of staffing to meet the strategic business needs. Steps in Staffing Process The staffing process has eight essential steps, each crucial to building a high- performing workforce. 13  Nursing Administration courses (For 8thsemester- 4th level students) Step 1: Workforce Planning Workforce planning is the foundation of the staffing process. It involves assessing the organization‘s current workforce, identifying future staffing needs, and developing strategies to bridge gaps. Step 2: Job Analysis and Design Once the workforce planning is complete, the next step is to analyze and design the job roles that need to be filled. Job analysis involves gathering information about a job‘s duties, responsibilities, and requirements. Step 3: Recruitment Recruitment is the process of attracting a pool of qualified candidates for the job openings identified in the workforce planning stage. Step 4: Selection The selection step involves evaluating the pool of candidates generated during the recruitment phase and choosing the most suitable individuals for the job. Step 5: Hiring Once the most suitable candidate is identified, the hiring step involves making a job offer and completing the necessary paperwork. 14  Nursing Administration courses (For 8thsemester- 4th level students) Step 6: Onboarding and Training Onboarding and training are critical in helping new hires integrate into the organization and become productive team members. Step 7: Performance Management Performance management is an ongoing process that involves setting goals, providing feedback, and evaluating employees‘ contributions to the organization. Step 8: Retention and Turnover The final step in the staffing process is managing retention and turnover. While some turnover is inevitable, high turnover rates can be costly and disruptive to the organization. Recruitment and Selection in the Staffing Process Recruitment and selection are two critical steps in the staffing process that directly impact the quality of new hires. Let‘s examine these steps and the strategies involved. Recruitment Strategies Effective recruitment strategies are essential for attracting a diverse pool of qualified candidates. Some common recruitment strategies include: 15  Nursing Administration courses (For 8thsemester- 4th level students)  Employee referrals: Encouraging current employees to refer candidates from their professional networks  Job boards and online platforms: Posting job openings on popular job search websites and industry-specific platforms  Social media recruiting: Leveraging social media platforms, such as LinkedIn, to reach out to potential candidates and promote job openings  Campus recruiting: Partnering with universities and colleges to attract fresh talent  Recruitment events: Participating in job fairs, industry conferences, and other events to meet potential candidates in person Selection Methods Once a pool of candidates has been generated through recruitment efforts, the next step is to evaluate and select the most suitable individuals for the job. Some common selection methods include:  Resume screening: Reviewing resumes and applications to identify candidates who meet the minimum job requirements  Interviews: Conducting structured or unstructured interviews to assess candidates‘ skills, experience, and fit with the organization‘s culture  Assessments and tests: Administering job-related assessments, such as personality tests, cognitive ability tests, or technical skill tests, to evaluate candidates‘ potential  Reference checks: Contacting candidates‘ references to verify their work history, skills, and character  Background checks: Conducting background investigations, such as criminal record checks or credit checks, to ensure candidates‘ suitability for the position 16  Nursing Administration courses (For 8thsemester- 4th level students) Factors affecting Staffing: Staffing can be influenced by a variety of factors. Here are some key elements that can affect staffing decisions: 1. Organizational Needs and Goals  Business Strategy: The Company‘s long-term goals and strategies will determine the types of skills and roles needed.  Workload: Fluctuations in workload or project demands can impact the number and type of staff required. 2. Labor Market Conditions  Availability of Talent: The supply of skilled candidates in the job market can influence hiring. In a tight labor market, it may be harder to find qualified candidates.  Economic Conditions: Economic downturns or booms can affect hiring plans and job security. 3. Technology and Automation  Technological Advances: The adoption of new technologies can change staffing needs, as automation may reduce the need for certain roles while creating demand for others.  Skill Requirements: As technology evolves, the demand for employees with specific technical skills increases. 4. Regulatory and Legal Factors  Employment Laws: Compliance with labor laws, health and safety regulations, and anti-discrimination laws can impact staffing practices.  Union Regulations: If the organization is unionized, collective bargaining agreements can affect hiring and staffing decisions. 5. Internal Factors 17  Nursing Administration courses (For 8thsemester- 4th level students)  Employee Turnover: High turnover rates may require more frequent recruitment and training efforts.  Company Culture: The need to fit candidates into the existing company culture can affect hiring decisions. 6. Financial Considerations  Budget Constraints: The organization‘s budget will determine the number of hires and the compensation packages that can be offered.  Compensation and Benefits: Competitive salaries and benefits packages are essential to attract and retain talent. 7. Demographics and Diversity  Workforce Diversity: Efforts to improve diversity and inclusion can influence staffing strategies and recruitment practices.  Aging Workforce: Addressing the needs of an aging workforce and planning for retirement can affect staffing. 8. Strategic Initiatives  Expansion Plans: Opening new locations or expanding into new markets may require additional staffing.  Restructuring: Organizational changes, such as mergers or downsizing, can impact staffing needs. 9. External Environmental Factors  Industry Trends: Changes in industry trends or standards can influence staffing requirements.  Competitive Landscape: Competitive pressures may affect the need for specialized skills or roles. 10. Employee Preferences  Work-Life Balance: The preferences and expectations of current and potential employees regarding work-life balance can impact staffing decisions. 18  Nursing Administration courses (For 8thsemester- 4th level students)  Remote Work: The growing trend of remote work can influence how and where staffing is managed. Components of staffing: A. The staffing pattern: Indicates the number and mix of personnel that should be on duty per each unit per shift, per day. B. The staffing plan: Determines the number of personnel that must be hired to deliver on that staffing pattern. A) The staffing pattern: It is a relatively permanent document based on the daily average requirements for patient care on each unit. It is reviewed at least yearly for modifications required by changes in patient population, care trends, or other factors. Methods of determining the staffing pattern: A. the traditional system: The old system of determining the staff number and mix was based on the number of beds per unit (one nurse per 4 – 6 beds) or on the average census per unit (one nurse per 4 patients). These calculations ignored the fact that one group of patients might need for more care than another group of the same number. In addition, this system shows only the number of hours worked during a day without differentiation between patients or between the various shifts of duty. It does not reflect either the particular needs of patients or the level of care needed. The hours worked include direct nursing care activities and administrative and other activities. The distribution of nurses is based on the administrator‘s opinion of the proportion of care that is needed on each shift. Example: Days 45% of the staff Evenings 35% of the staff Nights 20% of the staff 19  Nursing Administration courses (For 8thsemester- 4th level students) Since this system does not reflect either the particular needs of patients or the nursing tasks to be performed, it is considered useless in providing quality care accepted as a standard. B. The new system: (Patient classification and task quantification). This new system for determining staffing relies on data concerning patient needs during a shift and the nursing tasks to be performed during a shift and not a day as in the old system. The staffing pattern is developed through: 1-A patient classification system that focuses on patient needs. Patients are grouped according to the acuity of their illness and the degree of their dependency on nursing time into care categories: -Intensive care group. -Intermediate care group. -Self-care group. The number of nursing hours required per patient in each category per shift is calculated and converted into an index. 2- A task quantification system that focuses on the nursing tasks to be performed. Each direct care activity, as well as indirect care activities (administrative, dietary, messenger,…), is timed and assigned to a given level of worker and by cumulative count of tasks per level a ratio of staff mix can be established and an index is developed. 3- Using the indices and the following formula, a staffing pattern for each unit for each shift is established: 20  Nursing Administration courses (For 8thsemester- 4th level students) Daily hours of nursing average daily patient Days/year Hours of nursing care Care needed/patient/shift census needed/year Days per year Expected off duty Daily duty Hours of care delivered Days/employee hours/employee by each employee The patient classification system and the task quantification system aim to relate patient needs and nursing tasks to staffing and therefore prove to be more advantages than the old system. Types of staffing patterns: A. Basic and supplementary staff Since both methods used to determine staffing patterns are based on average care requirements, the basic (permanent) staff for each unit will need supplementary staff when demands for care exceed the capabilities of the basic staff. Methods for use of supplementary staff: (1)Borrowing method: this is a common method of borrowing staff from units that have the most to help those who have too little. The problem with this method is that staff often resent being transferred from unit to unit and the head nurse never admits that she/he has more nurses. (2) Float staff: This is a better method for managing the increased staffing needs. A pool of nurses who are permanent workers but do not belong to any special unit are used to fill in for increase in patient care activities or absence among the unit staff. This method helps in day to day variations in work volume. Some nurses like this type of assignment and the chance to work with different types of patients. 21  Nursing Administration courses (For 8thsemester- 4th level students) (3) On call staff: usually on call staff is filled with regular employees who receive extra pay for being on call whether or not they are called. This method is useful in operating room, ICU, and other special care units. B. Variable staffing pattern: It is an alternate to the permanent staffing pattern. This method is not based on the assumptions regarding the average needs of patients but the pattern is determined daily based upon present needs of patients on each unit. The information on patient needs are calculated once or twice a day and are analyzed to give the number and mix of staff needed on each unit and each shift. Thus, the pattern on each unit may change daily. In this method the staff of the entire hospital is centrally distributed each shift. Usually, the calculations are done by the computer based on data collected from the patient classification and task quantification techniques. Although this is a very effective method for staffing it creates dissatisfaction among staff due to frequent change of unit and patients. B. The staffing plan: Is a mathematical calculation of how many nurses of what category (prof. or non prof?) It must be hired in order to deliver the required care on a yearly basis. Methods for calculating the staffing plan: a. Divide the number of days by the number of days actually worked per nurse per year to derive the number of staff required to fill one position for the year. Then calculate the total number of staff needed to fill the different positions for each category for the whole hospital. Example: Calculating the number of persons needed to be hired to fill a single prof. nurse position on a day shift on a given patient care unit: 1. Calculate the actual number of days worked by a professional nurse/year (52weeks). Number of days off (2/w)104 days Number of days (vacation) 20 days 22  Nursing Administration courses (For 8thsemester- 4th level students) Number of days ill (hosp. Policy) 10 days Number of days (holiday) 10 days Actual working days/pro. Nurse/year = 364-144=220 days 2. Number of nurses needed to fill one position of a professional nurse = 364/220=1.65 workers, i.e. you will need 1.65 professional nurses to fill one position. 3. Calculate the total number needed/year for the hospital to fill in the professional nurse‘s position = total number of professional nurses needed for the staffing patterns for all units x 1.65. b. Using the care hours: Hospitals using the patient care hours for developing their staffing pattern, calculate the staffing plan as follows: 1. Calculate patient care hours/unit/shift. 2. Calculate the total number of nursing hours required per year. 3. Calculate the number of staff required to deliver those hours. 4. Calculate the number of positions required to deliver that staff. The final staffing plan should present all personnel who work consistently each week of the year. The main difficulty is in coordinating the rotation of employees among the various units and shifts. Thus, the staffing plan should by base on the scheduling plan to ensure that an equal distribution of staff is achieved. Some hospitals, however, use part time workers to fill in the number of staff needed for coverage of days off and holidays. Other hospitals employ permanent evening and night staff to overcome the problem of rotating staff through the various shifts of duty. A system of shift differential is established to compensate for hours worked in the evening or at night (30% more salary), the same compensation applies to work during holidays. 23  Nursing Administration courses (For 8thsemester- 4th level students) D. Directing Definition of directing: ―It is a continuous task of making contacts with subordinates, training them, giving them orders, leading and motivating them‖. Activities related to directing: 1. Leading: Refers to how to influence the subordinates to get them do what is desired. 2. Motivating: Refers to understanding why the subordinates are or are not willing to do the job, then how to get their cooperation. 3. Communication: Means exchanging information and understanding between he sender and receiver in order to keep on working. Elements of directing:. Delegation.. Supervision. Motivation.. Coordination.. Control. 1. Delegation - Delegation is the process of authorizing a subordinate or peer to perform some portion of one‘s official job duties. - Delegator: Is the person who is giving the direction that is, doing the delegating. - Delegatee: is the individual to whom the tasks are assigned. 24  Nursing Administration courses (For 8thsemester- 4th level students) Reasons to delegate: 1. Cost containment and the use of unlicensed assistive personnel. 2. Time management. 3. Team building. Five rights for effective delegation: 1. Right task. 2. Right circumstances. 3. Right person. 4. Right direction/communication. 5. Right supervision/evaluation. 2. Supervision Definition: It is the process in which the supervisor helps the staff member achieves her own purposes as well as those of the division. Purposes of good supervision: - To provide suitable working conditions. - To promote a spirit of cooperation between employees. - To also concerned with planning, execution and evaluation of work. The main of supervision is the orientation, training and guidance of the individual based upon his needs and development of new skills. Principles of supervision: - It focuses on improvement of the work rather than on upgrading the staff members - It should consider the experience, ability and intelligence of the staff member and the existing situation - It should stimulate the staff to continuous self improvement - It should respect the individuality of the staff member 25  Nursing Administration courses (For 8thsemester- 4th level students) 3. Motivation Definition: It is a force that comes within the individual and depends on the person‘s desire to satisfy some needs. Importance of motivation 1. Improve communication between people. 2. Increase interpersonal relationship between managers and employees. 3. Improve performance and productivity. 4. Improve job satisfaction, self-esteem, and creativity. How to build a motivating climate? Measures to facilitate nurses’ motivation 1. Acts as a role model 2. Develop and maintain good personal relationship and trust 3. Post each nurse where she can work best 4. Use a participation style of leadership 5. Guide, encourage, and support continuously 6. Reward good work 7. Build team work 8. Provide continuing education 9. Be fair and consistent in dealing with all employees 4. Coordination Coordination is the third major leadership activity and includes all activities that enable group members to work together harmoniously. Definition: Coordination is creating harmony among all activities to facilitate the working and success of the unit. 26  Nursing Administration courses (For 8thsemester- 4th level students) Why coordination is used? 1- Coordination is used in order to achieve the hospital objectives in the most economical ways. 2- Coordination help in achieving high quality nursing care. 3- Coordination help in avoiding the unnecessary wastes or over use of nurses, time, effort or equipment and supplies. 27  Nursing Administration courses (For 8thsemester- 4th level students) E. Controlling Definition of Controlling:  A process of monitoring performance and taking action to ensure desired results.  Control is checking current performance against pre-determined standards contained in the plans, with a view to ensure adequate progress and satisfactory performance.  Controlling is the measurement and correction of performance in order to make sure that enterprise objectives and the plans devised to attain them are accomplished. Importance for controlling: 1. Accomplishing Organizational Goals 2. Judging Accuracy of Standards 3. Making efficient use of resources 4. Improving Employee Motivation 5. Ensuring Order and Discipline 6. Facilitating Coordination in Action The control process 1. Establish objectives and standards. 2. Measure actual performance. 3. Compare results with objectives and standards. 4. Take necessary action. 28  Nursing Administration courses (For 8thsemester- 4th level students) Types of Control Systems 1. Preliminary control (Feed-forward) 2. Concurrent control (throughputs) 3. Post-action control (Feedback) 29