Management Of Work Process PDF

MANAGEMENT OF WORK PROCESS By Dr Lee Yee Yong outline What is management? Definition of management, Functions of management Combining project with management = Project Management Importance of Project Management Management There are many definitions of management but conceptually, it is an...

MANAGEMENT OF WORK PROCESS By Dr Lee Yee Yong outline What is management? Definition of management, Functions of management Combining project with management = Project Management Importance of Project Management Management There are many definitions of management but conceptually, it is an organized effort of people aimed at achieving organizational objectives and goals. Management Many management thinkers have defined management in their own ways. For example, Van Fleet and Peterson define management, ‘as a set of activities directed at the efficient and effective utilization of resources in the pursuit of one or more goals.’ Megginson, Mosley and Pietri define management as ‘working with human, financial and physical resources to achieve organizational objectives by performing the planning, organizing, leading and controlling functions‘.  Management Kreitner’s definition of management: ‘Management is a problem solving process of effectively achieving organizational objectives through the efficient use of scarce resources in a changing environment.’ According to F.W. Taylor, ‘Management is an art of knowing what to do, when to do and see that it is done in the best and cheapest way‘. According to Harold Koontz, ‘Management is an art of getting things done through and with the people in formally organized groups. It is an art of creating an environment in which people can perform and individuals and can co-operate towards attainment of group goals.‘ Mary parker Follet, “ The art of getting things done through  Management Good management includes both being effective and efficient. Being effective means doing the appropriate task. Management can be defined in detail in following categories : Management as a Process Management as an Activity Management as a Discipline Management as a Group Management as a Science Management as an Art Management as a Profession  Features of Management Management is an activity concerned with guiding human and physical resources such that organizational goals can be achieved. Nature of management can be highlighted as: Management is Goal-Oriented Management integrates Human, Physical and Financial Resources Management is Continuous Management is all Pervasive Management is a Group Activity Level of Management  Level of Management Top Level of Management It consists of board of directors, chief executive or managing director. The top management is the ultimate source of authority and it manages goals and policies for an enterprise. It devotes more time on planning and coordinating functions. Top management lays down the objectives and broad policies of the enterprise. It issues necessary instructions for preparation of department budgets, procedures, schedules etc. It prepares strategic plans & policies for the enterprise. It appoints the executive for middle level i.e. departmental managers. It controls & coordinates the activities of all the departments. It is also responsible for maintaining a contact with the outside world. It provides guidance and direction. The top management is also responsible towards the shareholders for the performance of the enterprise.  Level of Management Middle Level of Management The branch managers and departmental managers constitute middle level. They are responsible to the top management for the functioning of their department. They devote more time to organizational and directional functions. In small organization, there is only one layer of middle level of management but in big enterprises, there may be senior and junior middle level management. They execute the plans of the organization in accordance with the policies and directives of the top management. They make plans for the sub-units of the organization. They participate in employment & training of lower level management. They interpret and explain policies from top level management to lower level. They are responsible for coordinating the activities within the division or department. It also sends important reports and other important data to top level management. They evaluate performance of junior managers. They are also responsible for inspiring lower level managers towards better performance. Level of Management Lower Level of Management Lower level is also known as supervisory / operative level of management. It consists of supervisors, foreman, section officers, superintendent etc. According to R.C. Davis, “Supervisory management refers to those executives whose work has to be largely with personal oversight and direction of operative employees”. In other words, they are concerned with direction and controlling function of management. Assigning of jobs and tasks to various workers. They guide and instruct workers for day to day activities. They are responsible for the quality as well as quantity of production. They are also entrusted with the responsibility of maintaining good relation in the organization. They communicate workers problems, suggestions, and recommendatory appeals etc to the higher level and higher level goals and objectives to the workers. They help to solve the grievances of the workers. They supervise & guide the sub-ordinates. They are responsible for providing training to the workers. They arrange necessary materials, machines, tools etc for getting the things done. They prepare periodical reports about the performance of the workers. They ensure discipline in the enterprise. They motivate workers. They are the image builders of the enterprise because they are in direct contact with the workers.  Objectives of Management Getting Maximum Results with Minimum Efforts - secure maximum outputs with minimum efforts & resources. Increasing the Efficiency of factors of Production - proper utilization of various factors of production, by reducing spoilage, wastages and breakage of all kinds, (saving of time, effort and money). Maximum Prosperity for Employer & Employees - ensures smooth and coordinated functioning of the enterprise. maximum benefits to the employee in the shape of good working condition, suitable wage system, incentive plans. Human betterment & Social Justice - a tool for the upliftment as well as betterment of the society.  Importance of Management It helps in Achieving Group Goals Optimum Utilization of Resources Reduces Costs Establishes Sound Organization Establishes Equilibrium Essentials for Prosperity of Society Function of Management Function of Management Planning Planning involves choosing tasks that must be performed to attain organizational goals, outlining how the tasks must be performed, and indicating when they should be performed. Planning activity focuses on attaining goals. Managers outline exactly what organizations should do to be successful. Planning is concerned with the success of the organization in the short term as well as in the long term. Planning is a systematic thinking about ways & means for accomplishment of pre-determined goals. Planning is necessary to ensure proper utilization of human & non-human resources. It is all pervasive, it is an intellectual activity and it also helps in avoiding confusion, uncertainties, risks, wastages etc. Function of Management ORGANIZING: Organizing can be thought of as assigning the tasks developed in the planning stages, to various individuals or groups within the organization. Organizing is to create a mechanism to put plans into action. People within the organization are given work assignments that contribute to the company’s goals. Tasks are organized so that the output of each individual contributes to the success of departments, which, in turn, contributes to the success of divisions, which ultimately contributes to the success of the organization. Organizing as a process involves: – Identification of activities. – Classification of grouping of activities. – Assignment of duties. – Delegation of authority and creation of responsibility. – Coordinating authority and responsibility relationships.  Function of Management Leading Skill of influencing people Guiding the activities of organization members in the direction that helps the organization move towards the fulfillment of the goals. The purpose of leading/influencing is to increase productivity. Human-oriented work situations usually generate higher levels of production over the long term than do task oriented work situations because people find the latter type distasteful. Supervision- implies overseeing the work of subordinates by their superiors. It is the act of watching & directing work & workers. Motivation- means inspiring, stimulating or encouraging the sub-ordinates with zeal to work. Positive, negative, monetary, non-monetary incentives may be used for this purpose. Leadership- may be defined as a process by which manager guides and influences the work of subordinates in desired direction. Communications- is the process of passing information, experience, opinion etc from one person to another. It is a bridge of understanding. Coordinating - essence of managership for achieving harmony among individual efforts towards accomplishing group targets.  Function of Management Controlling Controlling is the following roles played by the manager: – Gather information that measures performance – Compare present performance to pre established performance norms. – Determine the next action plan and modifications for meeting the desired performance parameters. Controlling is an ongoing process. Measurement of accomplishment against the standards and correction of deviation if any - ensure that everything occurs in conformities with the standards According to Theo Haimann, “Controlling is the process of checking whether or not proper progress is being made towards the objectives and goals and acting if necessary, to correct any deviation”. According to Koontz & O’Donell “Controlling is the measurement & correction of performance activities of subordinates in order to make sure that the enterprise objectives and plans desired to obtain them as being accomplished”.  Management Skills UNDERSTANDING AND DISPLAYING GOOD MANAGEMENT SKILLS WILL HELP TO POSITION YOU FOR A SUCCESSFUL CAREER AS CIVIL ENGINEER NO MATTER WHAT LEVEL YOU'RE STARTING AT. Motivation Leadership Problem Solving Professionalism Communication Technical Skills Innovation Project management Management Skills Project + Management  Project Management Application of knowledge, skills, tools, and techniques to project activities in order to meet or exceed stakeholder needs and expectations from a project. Meeting or exceeding stakeholder needs and expectations invariably involves balancing competing demands among: – Scope, time, cost and quality – Stakeholders with differing needs and expectations. – Identified requirement (needs) and unidentified requirement (expectations) PMI, USA Project Management Process Projects are composed of processes. A Process is “a series of actions bringing about a result”. Initiating Planning Executing Monitoring and Controlling Closing PMI, USA Project Management Process Initiating Recognizing that a project or phase should begin and committing to do so. During initiation, work with a client brief and brainstorm ideas, define the project, define the project’s goals, and set up the specifications and parameters of the project. Planning Devising and maintaining a workable scheme to accomplish the business need that the project was undertaken to address. During this phase, write out a baseline plan for project. This baseline plan will include things like: schedules, cost, quality, resource lists, tasks and activities, team members, communication, procurement, risk analyses and reporting structures. The plan then needs to be evaluated and approved by project stakeholders (your client, employer, or even in some cases: the government). Project Management Process Executing Coordinating people and other resources to carry out the plan. carrying out the processes which are followed by regular information distribution and team development. Execution means the implementation of your project plan. The execution phase can take the longest of all the processes, depending on the particular project The performance of the project team is crucial during this part of the process. Executing the Plan: Follow the plan you created, assign the tasks to team members and manage and monitor their progress with project management tools. Administrate: Manage the contracts secured in the project. Project Management Process Controlling Ensuring that project objectives are met by monitoring and measuring progress and taking corrective action when necessary controlling the quality of project results, observing significant changes and making necessary adjustments to the project Monitoring and controlling consists of keeping to your schedule, reporting to stakeholders and interested parties, monitoring the budget, and making sure that the execution of the project matches up to the initial plan. The project process also goes back and forth between planning, executing, and monitoring during this phase. Each time there is a discrepancy during the monitoring phase, the plan needs to be altered and re-implemented. Project Management Process Closing Formalizing acceptance of the project or phase and bringing it to an orderly end. when the project nears completion, need to close out all contracts, meet the final project goals, and compile all the final reports and documentation. It is important to document everything before closing the project. Evaluating the project results, as well as your project team, is also important. The project isn’t over once the project goals and objectives have been met. – Scope: Make sure the project deliverables have been Project Management Process The project management process groups are not discrete, one time events; they are overlapping activities which occur at varying levels of intensity throughout each phase of the project Project Management Process The process group interactions also cross phases such that closing one phase provides an input to initiating the next. Repeating the initiation processes at the start of each phase helps to keep the project focused on the business need it was undertaken to address. - help to ensure that the project is halted if the business need no longer exists or if the project is unlikely to satisfy that need. Project management knowledge areas  Project management knowledge areas Project Integration Management- the tasks that hold the overall project together and integrate it into a unified whole. Project Scope Management- project scope must be well- defined and defended throughout the process Project Time Management- divide the project into tasks and create both a schedule (start and finish dates for each task) and budget for each task. Project Cost Management- budget must be established through rigorous estimating techniques and monitored to ensure there are no unnecessary changes Project Quality Management - Planning the quality management process, performing the quality assurance process, controlling the quality process  Project management knowledge areas Project Procurement Management- management and coordination of purchasing activities in a project. Project Human resources Management - acquiring the project team, developing the project team and managing the project team Project Communications Management - develop a communication plan to keep all stakeholders “in the loop” throughout the project and communicate early and often when unexpected issues occur; Management of information dissemination Project Risk management - planning the risk management, identifying risks, performing qualitative and quantitative risk analysis, planning risk responses and controlling risks - to reduce the impacts of risks to the project once they occur.  Why is Project Management Important? projects tend to be complex and multi- faceted, PM - how effective project management can help transform your project from zero to hero every project follows a project life cycle and certain project management steps that bring it from start to finish. Projects are a lot more than simply preparing resources and materials and require a deeper Why is Project Management Important? Clearly defines the plan of the project before it begins Establishes an agreed schedule and plan Creates a base for teamwork Resources are maximized Helps to manage integration Helps to keep control of costs Helps to manage change Quality is continuously managed Knowledge Creates an opportunity for learning Why is Project Management Important? Strategic ensures what is being delivered, is right, and will Alignment deliver real value against the business opportunity. Leaders leadership and direction to hip projects Why is Project Management Important? Clear Focus & ensures there’s a proper Objective plan for executing on strategic goals. s Realistic Project ensures proper expectations are Planning set around what can be delivered, by when, and for how much. Why is Project Management Important? Quality ensures the quality of whatever is being delivered, consistently Control hits the mark. Risk Manageme ensures risks are properly nt managed and mitigated against to avoid becoming issues. Why is Project Management Important? Orderly ensures the right people do the right things, at the right time – it Process ensures proper project process is followed throughout the project lifecycle. Continuo us ensures a project’s progress is tracked and reported properly. Oversight  Why is Project Management Important? Subject Matter someone needs to be able to understand if everyone’s doing Expertise what they should. Managing and Learning from Succes and learns from the successes and Failure failures of the past