Management & Management Functions PDF

Objectives At the end of this session, you will be able to:  Discuss concept of management  Describe the major elements of management functions  Explain the planning function of management  Explain the organizing function of management  Explain leading and Controll...

Objectives At the end of this session, you will be able to:  Discuss concept of management  Describe the major elements of management functions  Explain the planning function of management  Explain the organizing function of management  Explain leading and Controlling functions of management 1 By Nigus K. November 4, 2024  What is Management? When it is started? 2 By Nigus K. November 4, 2024 Management  Getting things done through people.  The efficient use of resources.  Getting people to work harmoniously together and to make efficient use of resources in order to achieve objectives. 3 By Nigus K. November 4, 2024  What is Management…  It is the process of reaching organizational goals by working with and through people and other organizational resources. Management is the process of designing and maintaining an environment in which individuals working together in groups, efficiently to accomplish selected aims ( Harold Koontz ) The process of planning, organizing, staffing, leading, and controlling the work of organization members and of using all available organizational resources to reach stated organizational goals (George R. Terry ) 4 By Nigus K. November 4, 2024  What is manager? What is manager? A manager is a person who plans, organizes, leads and controls human, financial, and other resources to meet organizational goals. 5 By Nigus K. November 4, 2024  Why do we study management? There are different reasons to study management these are;  It is important for personal life.  Managers are universal: managers walk in all types of organization at all levels  It affects the accomplishment of social, economic, political signal goals  Management is the force that determines whether business, organizations and social institution will serve us as waste our talents and resources. 6 By Nigus K. November 4, 2024 Why do we study and management?  Management is needed to co-ordinate and direct the efforts of individuals groups and the entire organization to achieve desired objectives  Is responsible for the success or failure of an organization. That is, when an organization fails it is because of poor mgt, and when an organization success it is because of good mgt. when ever and whatever there is a group work having stated objectives, mgt is needed to direct and coordinate their efforts.  According to peter Drucker, “management is the organ of the society that is charged with the responsibility of making resources productive.” Without management effort will be 7wasted By Nigus K. November 4, 2024  General reason Convincing reasons: 1. Living the Present 2. Remembering the Past 3. Building the Future 8  Living the Present Organizations have role on consumption of goods and services. Goods: Tangible items used to satisfy human wants. Services: Activities used to satisfy human wants.  We rely on organizations daily for: Food, Clothing, Medical care, etc. 9  Remembering the Past:  Connections to the past history to analyze patterns of human relationship.  Keeping record and value own history and maintaining traditions alive. 10  Building the Future:  Organizations work to move to the desirable future.  New systems, new products, newly emerging diseases, new issues need new management etc. 11  Managerial & Organizational performance Managerial performance measures How efficient and effective a manager is. How well a manager determines and achieves organizational objectives. Organizational performance: measures How efficient & effective an organization is. How well it achieves objectives. What do efficiency and effectiveness refer to? 12  Efficiency and Effectiveness in management Efficiency: The ability to minimize the use of resources in achieving organizational objectives. Doing things right. Effectiveness: The ability to meet organizational objectives; the ability to determine appropriate objectives. Doing the right thing. 13  Efficiency and Effectiveness in Management Efficiency (Means) Effectiveness (Ends) Resource Goal Usage Attainment Low Waste High Attainment Management Strives for: Low Resource Waste (high efficiency) High Goal Attainment (high effectiveness) 14  Efficiency and Effectiveness in management Efficiency: The ability to minimize the use of resources in achieving organizational objectives. Doing things right. Effectiveness: The ability to meet organizational objectives; the ability to determine appropriate objectives. Doing the right thing. 15 By Nigus K. November 4, 2024 16 By Nigus K. November 4, 2024 17  Management skills Three basic types of skills for successful management 1.Technical Skill 2. Human Relation Skill 3. Conceptual Skill 18 By Nigus K. November 4, 2024  1. Technical Skill  The ability to use procedures, techniques and knowledge of a specialized field.  Specialized knowledge and expertise in executing work related techniques and procedures. 2. Human relation skill  The ability to work with people, understand and motivate them as individuals.  Builds cooperation among the team. 19 By Nigus K. November 4, 2024  3. Conceptual skill  Ability to see the organization as a whole.  Analyze how changes in one part of the organization affects the rest of the organization.  understand the relationship of the organization to its environment. 20 By Nigus K. November 4, 2024  Managerial Roles  Managerial roles deal managers' actual behavior.  According to Mintzberg, There are three managerial role categories: 1. Interpersonal role 2. Informational role 3. Decisional role 21  1.Interpersonal Roles The three interpersonal roles managers play are: A. Figurehead - they engage in activities that are ceremonial and symbolic in nature; as a symbol of legal authority, attending ceremonies, signing documents, etc. 22  Interpersonal Roles….. B. Liaison - role involves formal and informal contacts beyond the vertical chain of command (inside and outside). links in horizontal as well as vertical chain of communications C. Influencer/Leader- role includes motivating and leadership. accountable, responsible, and motivator 23 2. Informational Roles There are three informational roles are: A. Monitor - filter, evaluate and choose to act or react to that information. B. Disseminator - involves choosing to disseminate the information; communicating selected information to subordinates. C. Spokesperson - represent and speak on behalf of the organization; communicating selected information to outsiders. 24  3. Decision-Maker Roles There are four decision maker roles: A. Change agent: organizations are internally dynamic and continuously affected by the environment. Entrepreneur: designing and initiating changes within the organization B. Disturbance Handler - They handle both internal and external disturbances. They anticipate disturbances and resolve conflicts. 25  Decision-Maker Roles…… C. Resource allocator - managers decide who gets what based on priority setting. D. Negotiator - managers choose how to interact with their superiors, peers, and subordinates. negotiating with other parties representing organizational interests. 26  Case study: Prime Minister Abiy Ahmed(Dr.), the current Intergovernmental Authority on Development (IGAD) secretariat, was Invited in a meeting to alleviate internal conflicts of south Sudan. On the day he spoke about the green economy mega projects of Ethiopia, as well as the burden of Drought in Ethiopia. Discuss management roles he played? 27 Case study 2: Prisident Sahilework Zewdie was present in the celebration of 2016 Epiphany and she was invited to explain that celebration day for foreigners What management role she played in that day? 28 By Nigus K. November 4, 2024 Case study 3: Jo-Biden the current American president plans to discuss with Prime minster Abiy Ahmed and prime minster Alsisi on Nile dam issue in the next March 2024 What management role he played? 29 By Nigus K. November 4, 2024  Types of Managers Classification by management level First-line (or first/ low level) ,Supervisory mangers: Middle managers: Middle level Top/ senior managers : high level Top Top Managers Managers Middle Managers Middle Managers First-Line Managers First-Line Managers Nonmanagerial Employees Nonmanagerial Employees 30 By Nigus K. November 4, 2024  Types of Managers 1. First-line (or first/ low level) ,Supervisory mangers Responsible for the work of operating and do not supervise other managers Direct non management employees and have authority and responsibility for overseeing a specific type of work and a particular group of workers. First/lowest level of managers in the organizational hierarchy. 31 By Nigus K. November 4, 2024  Types of Managers… 2. Middle managers  Managers in the midrange of the organizational hierarchy  They are responsible for other managers and sometimes for some operating employees  They report to more senior managers 32 By Nigus K. November 4, 2024  Types of Managers… 3.Top managers / senior  Mangers responsible for the overall management of the organization  They establish operating policies and guide the organization’s interaction with its environment.  Small in number Exercise  List types of managers for the three levels by choosing one organization. 33Are there  different By Nigus K. names for a manager? List. November 4, 2024 34 By Nigus K. November 4, 2024  Types of Managers… 1. First-line mangers: Supervisors, School directors, Coaches, Technical supervisor 2.Middle managers: Department heads, Heads of services 3. Top managers: Executive officer, president, vice president, prime minister Different names of manager include executive administrator ,leader, boss, principal, chief, supervisor, senior manager, superintendent, commissioner, overseer, officer, Coach ,President, Executive, Prime minister etc. 35 By Nigus K. November 4, 2024 Type of managers….  The primary differentiation between levels of managers is : The degree of authority  Scope of responsibility Organizational activity. 36 By Nigus K. November 4, 2024  Type of managers…  Common Attributes/features to all managers regardless of their title and level Formally appointed to positions of authority by the organization. Directing work efforts of other subordinates.  Responsible for utilization of organizational resources. Accountable to superiors for work results. 37 By Nigus K. November 4, 2024  Types of managers… The difference is in the scope of activities they oversee.  The primary differentiation between levels of managers is the degree of authority and scope of responsibility and organizational activity. Discussion… Are non-managers,  responsible for utilization of organizational resources?  accountable to superiors for work results? If both are responsible,  What is the difference between managers and non managers? 38 Types of managers… The non managers are not formally appointed to positions of authority by the organization for directing work efforts of others. Classification based on scope of activities: Functional and general manager Functional Manager: Responsible for one organizational functional area/activity e.g. finance General Manager: Responsible for all functional activities e.g. a company 39  2. Management functions Major management functions includes: 1. Planning --------------- Planning 2. Organizing 3. Staffing ---- Implementation 4. Leading(directing , motivating , communicating) 5. Decision making 6. Controlling --------------- Evaluation 40 By Nigus K. November 4, 2024 41 By Nigus K. November 4, 2024  planning 42 By Nigus K. November 4, 2024  BRAIN STORMING “If you don’t know where you are going, no road will get you there”. What does it mean? 43 By Nigus K. November 4, 2024 Objective At the end of the course, the student will be able to: Define planning; Understand the purpose of planning; Understand types of plan; Know the formal planning process; Understand strategies for health planning Acquire planning skills so as to plan and prepare health action plan for HSO or a  PLANNING… Planning Is the process of establishing goals and suitable course of action for achieving these goals is the action you take today to prepare for tomorrow. It is a roadmap to where you intend to go. There may of course be detours, slow-downs, or problems along the way, but generally planning By Nigus K. defines the direction you intend to go. 45 November 4, 2024  Planning… Health planning is the process of defining community health problems, identifying needs and resources, establishing priority goals and setting out the administrative action needed to reach those goals 46 By Nigus K. November 4, 2024  Planning… Attributes of planning Futuristic/ looking ahead  anticipate the future  what is required and how it will be accomplished Decision making determines what is to be done: when, where, how, and for what purpose.  choosing among the alternatives. Resource allocation. Continuous and dynamic/ flexible Why?  because planned activities are affected by internal and external factors. And  need for environment scanning and adaptive changes Taproot 47 for the other elements of managementNovember By Nigus K. process 4, 2024  Planning… Purpose of planning Provides direction Reduces uncertainty Minimizes waste and redundancy Sets the standards for controlling Types of Plans Plans can be classified on different bases or dimensions. The important ones are: Repetitiveness/frequency of use Time dimension, and 48Scope/breadth By Nigus K. dimension November 4, 2024  Planning… Classification of Plans Based on Repetitiveness 1. Standing Plans 2. Single-use Plans Standing Plans Ongoing plans that provide guidance for activities performed repeatedly.  That are followed each time a given situation encountered  Include mission or purpose, goal or objective, strategy, policy, procedure, method, and rule 49 By Nigus K. November 4, 2024  Planning… 2. Single-use Plans A one-time plan specifically designed to meet the need of a unique situation  Are those plans that are not used up once the objective is accomplished  Used only once  Include programs, projects and budgets 50 By Nigus K. November 4, 2024  Planning… Classification of Plans Based on Time 1- Long-range planning  The time may range usually from 5-10 years  Distant future  The development of a plan for accomplishing a goal over a period of several years. 51 By Nigus K. November 4, 2024  Planning… 2. Short-range planning  Complementary of long- range plans  Constitutes the steps towards the implementation of long-range plans  Generally 1 year, sometimes up to 2 years 3. Intermediate-range planning  Ranges between long and short- range plans 52 By Nigus K. November 4, 2024  Planning… Classification of Plans Based on Scope/Breadth 1. Strategic Planning 2. Tactical Planning 3. Operational Planning 1- Strategic Planning: is process of analyzing and deciding on the organization's mission, objectives, major strategies, major resource allocation  Strategic planning is:  performed by top level mangers, mostly long range in its time frame, expressed in relatively non-specific terms 53 By Nigus K. November 4, 2024  type of planning that provide general direction  Planning… 2- Tactical Planning Refers to the process of developing action plans through which strategies are executed Departmental managers in organizations are often involved in tactical planning. Examples are:  Developing annual budget  Choosing specific means of implementing strategic plans  Deciding on course of action Midlevel managers: design and implement programs and policies 54 in their area of responsibility. By Nigus K. November 4, 2024  Planning… 3- Operational Planning Most specific and detailed Concerned with day-to-day activities Short-range and more specific and more detailed. Contains details for carrying out or implementing those plans in day-to-day activities, First line managers: plan in relation to specific operations or activities e.g. scheduling work activity and allocating resource. 55 By Nigus K. November 4, 2024 56 By Nigus K. November 4, 2024  The steps of health planning Situational analysis Priority setting Setting objectives and targets Identifying potential obstacles and limitations Designing the strategies Determining resource allocation Preparing action plan and budget Monitoring and Evaluation 57 By Nigus K. November 4, 2024  SWOT analysis SWOT ANALYSIS: a frame work for selecting strategies SWOT MATRIX Positive Negative Internal Strength Weakness External Opportunity Threat 58 By Nigus K. November 4, 2024  SWOT analysis… Strength: availability of trained human power, good management, good functioning organizational structure, etc Weakness:- poor management, no recording of patient records etc. Opportunity: supportive policy, good administration support, good budget support , government interest, NGO interest, community interest etc. Threats:-poor economic situation, low budgetary support, low By 59 government Nigus K. interest, etc. November 4, 2024  Magnitude of the problem  Look at the prevalence of the problem. Is there a lot of it in your community?  Are a large number of people affected by the problem?  Is the problem widespread in the community?  Severity of the problem  Does the problem lead to serious illness, death or disability?  Feasibility of the intervention  Are you able to solve the problem with the resources you have?  Can the problem be tackled with the resources you have?  Government concern  Do the official people want you to tackle this problem?  Community concern  Does the community really want to deal with the problem? 60 By Nigus K. November 4, 2024  Limitations of planning Lack of accurate information Problems of change Failure of people Internal inflexibilities External inflexibilities Rigidity in planning Time and cost factors 61 By Nigus K. November 4, 2024 62 By Nigus K. November 4, 2024 Thank you !! Plan your work. Work your plan! If you fail to plan You plan to fail!