Organizing By D/ Ahlam EL-Shaer Lecture of Nursing Administration Faculty of Nursing - Mansoura University.

Organizing

ByByD/ Ahlam EL-ShaerD/ Ahlam EL-Shaer

Lecture of Nursing Lecture of Nursing AdministrationAdministration

Faculty of Nursing - Mansoura Faculty of Nursing - Mansoura UniversityUniversity

Outlines

– Definition of organizing. Definition of organizing. – Importance of organizing. Importance of organizing. – Basic elements of formal Basic elements of formal

organizingorganizing. . • Centralization and decentralizationCentralization and decentralization..• Delegation of authority and responsibilityDelegation of authority and responsibility..• Span of control or supervisionSpan of control or supervision. . • Division of workDivision of work..• DepartmentationDepartmentation

OrganizingOrganizing isis the process of the process of identifying the work, classifying identifying the work, classifying

activities, assignment of activities, assignment of responsibilities and delegate responsibilities and delegate

authority.authority.

It is theIt is the process of coordinating process of coordinating the work to be done within the the work to be done within the

organization organization

Definition

Importance of organizingImportance of organizing

1.1. Creating relationships that will Creating relationships that will minimize friction.minimize friction.

2.2. Focus on objectives, and facilitate Focus on objectives, and facilitate attaining them.attaining them.

3.3. Cleary define responsibilities and line Cleary define responsibilities and line of authority of all members of staff.of authority of all members of staff.

4.4. Arrangement of positions, and jobs Arrangement of positions, and jobs within the hierarchy.within the hierarchy.

Basic elements of formal Basic elements of formal organizingorganizing

1- Centralization and decentralization.

2- Delegation of authority and responsibility.

3- Span of control or supervision. 4- Division of work.5- Departmentation.

1-Centralization and 1-Centralization and decentralizationdecentralization..

Centralization

is concerned with decision making and action by top management

Advantages of Advantages of centralizationcentralization

1-Power and prestige are provided to the chief executive.

2-Duplication of functions and efforts are minimized.

3-Extensive controlling procedures and practices are not required.

Disadvantages of centralization

The functions that are usually

performed by middle manager are neglected so they become demotivated.

DecentralizationDecentralization

Means systematic and consistent delegation of authority to the levels were the work is performed.

Advantages of Advantages of decentralizationdecentralization1- Raises moral and promotes

interpersonal relationships.2- Brings decision making close to

action.3- Develops managers by allowing

them to manage.4- Coordination improves,

especially for services.

Disadvantages of Disadvantages of decentralizationdecentralization

1- Top administration may not desire decentralization, they may feel it would decrease their status.

2- Increased costs. It requires, more managers and large staff.

3- It may lead to overlapping an duplication of effort.

4- Emergency decisions may not be possible.

5- It may lead to lack of uniformity and lowering of standards in decision making.

2-Delegation of authorities 2-Delegation of authorities and responsibilitiesand responsibilities

1-1- DelegationDelegation

is a is a two-way processtwo-way process by by which responsibility and which responsibility and authority for performing tasks authority for performing tasks is assigned to certain nurse is assigned to certain nurse

The delegation processThe delegation process

1- Analyzing the delegate's job 1- Analyzing the delegate's job

2- Analyzing the subordinate’s job 2- Analyzing the subordinate’s job strengths and strengths and weaknesses weaknesses

3- Determining the specific tasks to be 3- Determining the specific tasks to be delegated delegated

4-Delegating appropriate tasks to the 4-Delegating appropriate tasks to the subordinate.subordinate.

5- Providing feedback and following up5- Providing feedback and following up

Factors affecting Factors affecting delegationdelegation

a. Organization’s size.b. Importance of duty or

decision.c. Task complexity.d. Organizational culture.e. Qualities of subordinates.

Main principles of Main principles of delegationdelegation

- Responsibilities cannot be delegated.

- Avoid dual subordination.- Authority and responsibilities should be equal.

Barriers to delegatingBarriers to delegating- Lack of experience of both - Lack of experience of both delegator and delegatedelegator and delegate..

- Lack of confidence in - Lack of confidence in subordinates.subordinates.

- Failure to delegate authority - Failure to delegate authority that equal with responsibility.that equal with responsibility.

- Fear of being disliked.- Fear of being disliked.

- Refusal to allow mistakes.- Refusal to allow mistakes.

2- Authority Authority is defined as official

power to act. It is the power given by the position to direct the work of others. Manager have the authority

to hire, fire and discipline others

When authority is delegatedWhen authority is delegated, there are two there are two decisions to be madedecisions to be made

1- what areas of authority?2- what will be the limits?

Types of authorityI- ultimate authority It deals with original source , health sector,

ministry of health.

II- Legal authority Hospital director delegates to director of

nursing service to act on behalf of the organization.

III- Operational authority This is giving someone permission to do

certain things. IV- Technical authority It refers to a person who is a recognized

expert in some particular field.

Types of relationshipTypes of relationship

a- Line relation Refers to levels of hierarchy, Line authority

is sometimes called direct operative authority.

It is depicted by a solid line in the organizational chart

b- staff relation Personnel have only the right to advise,

assist, support line authority. It is depicted by a doted line in the

organizational chart.

3-3- ResponsibilityResponsibility

Is the obligation involved when Is the obligation involved when one accepts an assigned taskone accepts an assigned task..

4- Accountability

Refers to liability. The subordinates Refers to liability. The subordinates must be held answerable properly must be held answerable properly carry out their dutiescarry out their duties

The number of subordinates The number of subordinates that can be adequately that can be adequately

supervised by one executivesupervised by one executive

11 - -Narrow span of Narrow span of controlcontrol

22 - -Wide span of controlWide span of control

3- Span of control or supervision

•Advantages Advantages – Close supervision.Close supervision.– Close control.Close control.– Fast communicationFast communication

•DisadvantagesDisadvantages- Many level of management.- Many level of management.– High costs due to many levels.High costs due to many levels.– Excessive distance between Excessive distance between

lowest level and top level.lowest level and top level.

Narrow span of Narrow span of controlcontrol

22 - -Wide span of controlWide span of control

• AdvantagesAdvantages– Superior are forced to delegate.Superior are forced to delegate.– Clear policies must be made.Clear policies must be made.– Subordinates must be carefully selected.Subordinates must be carefully selected.

• DisadvantagesDisadvantages– Danger of superiorDanger of superior’’s loss of control.s loss of control.– Requires exceptional quality of Requires exceptional quality of

managersmanagers..

Factors determining the span of control

1-The competence of both the supervisor and subordinates.

2-Lower level managers have a wider range of span than top level manager.

3-The similarity or dissimilarity of activities being supervised.

4-The incident of new problems in the units.5-The extent of standardized 6-Stability of work nature and complexity of

work

44--Division of workDivision of work

DivisionDivision of work of work mean dividing large mean dividing large task into smaller packages of work to task into smaller packages of work to be distributed among several people.be distributed among several people.

55 - -DepartmentationDepartmentation

Grouping activities Grouping activities into units for the into units for the purpose of administration .It can be purpose of administration .It can be classified by classified by function, product, function, product, geographical, processgeographical, process andand consumerconsumer..