YA/presesntation20091 Management Functions/Process: Planning, Decision making & problem solving.

YA/presesntation2009YA/presesntation2009 11

Management Management Functions/Process:Functions/Process:

Planning,Planning,

Decision making Decision making & problem solving& problem solving


Management Management Functions/Process:Functions/Process:

1-Planning:1-Planning:

Involves determining Involves determining philosophy goals, objectives, philosophy goals, objectives, policies, procedures rules, policies, procedures rules, and fiscal planning & and fiscal planning & managing changes.managing changes.


22 - -Organization (Organizing)Organization (Organizing)::

Includes establishing the Includes establishing the structure of organization to structure of organization to carry out the plan, determine carry out the plan, determine the most appropriate type of the most appropriate type of patient care delivery system patient care delivery system & grouping activities to meet & grouping activities to meet unit goalsunit goals..


3-Staffing:3-Staffing:Includes recruiting, Includes recruiting, interviewing, hiring, interviewing, hiring, orienting staff, orienting staff, scheduling and staff scheduling and staff development.development.


44--DirectingDirecting::Includes motivating, managing Includes motivating, managing conflict, delegation, conflict, delegation, communication and communication and facilitating collaborationfacilitating collaboration..

55--ControllingControlling::Includes performance Includes performance appraisal, fiscal appraisal, fiscal accountability, quality accountability, quality control, professional and control, professional and collegial control.collegial control.


PlanningPlanning

Is the process of planning Is the process of planning determining in advance the determining in advance the objectives to be accomplished objectives to be accomplished and the means by which these and the means by which these objectives are to be attained.objectives are to be attained.

It is the first function of It is the first function of management and all other management and all other function dependant on planning.function dependant on planning.


It is largely conceptual but the It is largely conceptual but the results of planning are visible.results of planning are visible.

The manager (nurse) needs to be The manager (nurse) needs to be familiar with decision making familiar with decision making process and tool so that he/she process and tool so that he/she can identify the purpose of can identify the purpose of organization, state the organization, state the philosophy, define goals and philosophy, define goals and objectives policies and objectives policies and procedures, prepare budgets to procedures, prepare budgets to implement the plans effectively implement the plans effectively and mange the time.and mange the time.


Planning Process:Planning Process:1- Mission Statement:1- Mission Statement: It is a brief statement It is a brief statement

identifying the reasons that an identifying the reasons that an organization exists as well as organization exists as well as it’s future aim or function.it’s future aim or function.

So, clarification of purpose is So, clarification of purpose is the first priority in planning the first priority in planning because it influences the because it influences the development of organization’s development of organization’s philosophy, goals, objectives, philosophy, goals, objectives, policies, procedures and rules.policies, procedures and rules.


Most nursing services exist Most nursing services exist to provide quality of care to provide quality of care to client, some encourage to client, some encourage teaching and research.teaching and research.

Each especiality area has Each especiality area has it’s own purpose it’s own purpose contributes to the overall contributes to the overall organization and purpose.organization and purpose.


EXEX:: The purpose of in service The purpose of in service education department is to education department is to orient staff to the job and orient staff to the job and provide educational programs to provide educational programs to improve the quality of staff improve the quality of staff work.work.

EXEX:: The purpose of burn unit is The purpose of burn unit is to provide quality-nursing care to provide quality-nursing care to patients suffering from burns.to patients suffering from burns.

- - What is the purpose of What is the purpose of Palestine College of Nursing?Palestine College of Nursing?


2- Philosophy:2- Philosophy: Flows from mission statement.Flows from mission statement. It is a statement of beliefs and It is a statement of beliefs and

values that directs practice.values that directs practice. It should be written, placed in It should be written, placed in

appropriate document and appropriate document and reviewed periodically.reviewed periodically.

There should be a philosophy for There should be a philosophy for the institution and philosophy the institution and philosophy for each department (ICU, lab.)for each department (ICU, lab.)


Benefits of Philosophy:Benefits of Philosophy: Translate writing into practice.Translate writing into practice. Lead to holistic approach in practice Lead to holistic approach in practice

since hospitals are multi-disciplinary since hospitals are multi-disciplinary system.system.

Used as a justification of quality of Used as a justification of quality of service provided.service provided.

Provides framework for development Provides framework for development of nursing care model (functional, of nursing care model (functional, primary, team).primary, team).

Provides a form of control.Provides a form of control. Deals with fundamental long-range Deals with fundamental long-range

goals and value.goals and value.


Example of Nursing Example of Nursing Service PhilosophyService Philosophy::

The philosophy of nursing The philosophy of nursing department at hospital (x) department at hospital (x) is based on respect for is based on respect for individual’s dignity and individual’s dignity and work.work.


We believe that all patients have We believe that all patients have the rights to receive effective the rights to receive effective nursing care. This care is a nursing care. This care is a personal service that is based on personal service that is based on patient’s needs and their clinical patient’s needs and their clinical disease. Recognizing the disease. Recognizing the obligation of nursing to help obligation of nursing to help restore patients to the best restore patients to the best possible state of physical, mental possible state of physical, mental and emotional health to maintain and emotional health to maintain patients sense of spiritual and patients sense of spiritual and social well being.social well being.


3- Goals and objectives:3- Goals and objectives: They state actions for They state actions for

achieving the purpose and achieving the purpose and philosophy.philosophy.

All philosophies must be All philosophies must be translated into specific translated into specific goals and objectives, if they goals and objectives, if they are to result in actions.are to result in actions.

Thus, goals and objectives Thus, goals and objectives operationalize philosophy.operationalize philosophy.


Goals:Goals: Defined as the desired result Defined as the desired result

toward which effort is directed.toward which effort is directed. It is the aim of philosophy.It is the aim of philosophy. It should be:It should be: Specific enough to clearly Specific enough to clearly

delineate the desired end delineate the desired end product.product.

Measurable and realistic.Measurable and realistic. Change over time, so they Change over time, so they

require periodic re-evaluation require periodic re-evaluation and prioritizationand prioritization..


Goal Should be:Goal Should be:SMARTSMART

S:S: SpecificSpecific M:M: Measurable Measurable A:A: Achievable or AttainableAchievable or Attainable R:R: Realistic Realistic T:T: Time poundedTime pounded


Objectives:Objectives: More specific and measurable More specific and measurable

than goals, they identify (HOW) than goals, they identify (HOW) and (WHEN) the goal is to be and (WHEN) the goal is to be accomplished.accomplished.

They invite the individuals to a They invite the individuals to a specific end and are explicit, specific end and are explicit, measurable, observable and measurable, observable and obtainable.obtainable.

One goal is usually have many One goal is usually have many objectives (each is accompanied objectives (each is accompanied by a target completion date).by a target completion date).


Objectives should include:Objectives should include: Who will do the work.Who will do the work. Write the word (To) followed by Write the word (To) followed by

action verb.action verb. Write single key result to be Write single key result to be

achieved.achieved. Write the word (By) and the Write the word (By) and the

date for accomplishment.date for accomplishment. Write the maximum cost in Write the maximum cost in

terms of money or time.terms of money or time.


44 . .Policies and Policies and ProceduresProcedures::

PolicyPolicy:: Defined as broad general Defined as broad general

statement of expected actions that statement of expected actions that serve as guides to managerial serve as guides to managerial decision making or to supervising decision making or to supervising the actions of subordinates.the actions of subordinates.

They are plans reduced to They are plans reduced to statement or instruction that statement or instruction that directs organization in their directs organization in their decision making.decision making.


Polices use purpose, Polices use purpose, philosophy, goals and philosophy, goals and objectives as a guide.objectives as a guide.

It directs individual It directs individual behavior toward behavior toward organization’s mission and organization’s mission and defines broad limits and defines broad limits and desired outcomes of desired outcomes of commonly recurring commonly recurring situations.situations.


It serves as a basis for It serves as a basis for future decision and actions, future decision and actions, help co-ordinate plans, help co-ordinate plans, control performance and control performance and increase consistency of increase consistency of actions by increasing the actions by increasing the possibility that different possibility that different manager will make similar manager will make similar decisions when decisions when independently facing similar independently facing similar situation.situation.


Policy formation is a Policy formation is a continuous process so that continuous process so that should be re-evaluated and re-should be re-evaluated and re-stated as necessary.stated as necessary.

EXEX: annual leave, working : annual leave, working hours, shifts, vacations, hours, shifts, vacations, maternity leave.maternity leave.

It should be written, clear, It should be written, clear, every employee should know every employee should know it. Policy gives feeling of it. Policy gives feeling of fairness.fairness.


Procedures:Procedures: Are plans that have been Are plans that have been

reduced to sequence of steps reduced to sequence of steps of required action.of required action.

Procedures identify process Procedures identify process needed to implement a policy needed to implement a policy and generally found in and generally found in manuals at unit level.manuals at unit level.

Procedure manual provides Procedure manual provides basis for orientation and staff basis for orientation and staff development and ready development and ready reference.reference.


Procedure manual Procedure manual standardized procedure and standardized procedure and equipment and can provide equipment and can provide basis for evaluation.basis for evaluation.

Good procedures reflect Good procedures reflect quality of care.quality of care.

Save times, facilitate Save times, facilitate delegation, reduce cost, and delegation, reduce cost, and increase productivity, increase productivity, provide a mean of control.provide a mean of control.


55 - -Rules & RegulationsRules & Regulations:: Included as part of policy Included as part of policy

and procedure statement.and procedure statement. Rules describe situations Rules describe situations

which allow one choice of which allow one choice of action.action.

Rules are the least flexible Rules are the least flexible part of planning.part of planning.


Decision making and problem Decision making and problem solvingsolving

IntroductionIntroduction

Because managers spend Because managers spend much time making much time making decisions and solving decisions and solving problems, developing skills problems, developing skills in these areas is essential in these areas is essential to increasing effectivenessto increasing effectiveness


Nurse manager is confronted Nurse manager is confronted by a variety of situations. by a variety of situations. Hospital or agency policies Hospital or agency policies provide guidelines for dealing provide guidelines for dealing with routine situations. But with routine situations. But exceptional instance can make exceptional instance can make decisions more difficult and decisions more difficult and require a mature sense of require a mature sense of judgmentjudgment..


DefinitionsDefinitions DecisionDecision : is a solution chosen : is a solution chosen

from among alternatives .from among alternatives . Decision-making Decision-making process : is the process : is the

process of selecting an alternative process of selecting an alternative course of action that will solve a course of action that will solve a problem. problem.

Problem solving:Problem solving: is the process of is the process of taking corrective action in order taking corrective action in order to meet objectives. to meet objectives.


Definition 0f DMDefinition 0f DM

D.M: a complex, cognitive process.D.M: a complex, cognitive process. Choosing from alternatives a Choosing from alternatives a

particular course of actionparticular course of action WEBSTERWEBSTER: To arrive at a solution that : To arrive at a solution that

ends uncertainty.ends uncertainty. Is a choice made between two or more Is a choice made between two or more

available alternativeavailable alternative Both definitions imply that: Both definitions imply that:

uncertainty---choosing one uncertainty---choosing one alternative.alternative.


Problem solvingProblem solving: : is a part of decision making is a part of decision making ( it’s a systemic process that ( it’s a systemic process that focus on analyzing a difficult focus on analyzing a difficult situation) situation)

Problem solving: Always Problem solving: Always involves a decision makinginvolves a decision making


Theoretical approaches to Theoretical approaches to problem- Solving and D.M.problem- Solving and D.M.

[email protected]


Theoretical approaches for problem–Theoretical approaches for problem–solving and DMsolving and DM

How do people become successful problem-How do people become successful problem-solver and solver and decision makerdecision maker

Successful decision-making can be learned Successful decision-making can be learned through life experience ,but not every learns through life experience ,but not every learns to solve problem and judge wisely by this trial to solve problem and judge wisely by this trial and error method because much is left to and error method because much is left to chance.chance.

So ,there should be some process or models to So ,there should be some process or models to be used as a theoretical base for learning and be used as a theoretical base for learning and practice to improve decision _making skills. practice to improve decision _making skills.


The Traditional Problem The Traditional Problem Solving Model, includes 7 Solving Model, includes 7

stepssteps1- Identify the problem1- Identify the problem

2- collecting data2- collecting data

3- explore alternative3- explore alternative

4- evaluate the alternatives4- evaluate the alternatives

5- select the appropriate alternative5- select the appropriate alternative

6- implement the solution6- implement the solution

7- evaluate the results7- evaluate the results


Managerial Decision-Managerial Decision-Making ModelMaking Model::

Include 6 steps:Include 6 steps: Set objective.Set objective. Search for alternatives.Search for alternatives. Evaluate alternative.Evaluate alternative. Choose appropriate one.Choose appropriate one. Implement the alternative.Implement the alternative. Follow up and control.Follow up and control.


The Decision Making The Decision Making ProcessProcess

GatherProblem- Related

Feedback

GatherProblem- Related

Feedback

IdentifyIdentify existingexistingProblemProblem

List List AlternativeAlternative

ProblemProblemSolutionsSolutions

SelectSelectMostMost

beneficialbeneficialAlternativeAlternative

ImplementImplement Chosen Chosen

AlternativeAlternative


((3) The Nursing Process3) The Nursing Process

Includes 4 steps: Includes 4 steps: 1- Assessment.1- Assessment.2-Planning.2-Planning.3- Implementation.3- Implementation.4- Evaluation.4- Evaluation.

[email protected]


Individual variations in D.MIndividual variations in D.M..

If each person receives the If each person receives the same information and uses same information and uses the same scientific the same scientific approach to problem approach to problem solving ,will they makes the solving ,will they makes the same D.?same D.?

[email protected]


People make decision by People make decision by perceiving and evaluation …perceiving and evaluation …they perceive by sensation they perceive by sensation and intuition and they and intuition and they evaluate their perception by evaluate their perception by thinking and feelingthinking and feeling

Other factors that influence Other factors that influence D.M. (value, life D.M. (value, life experience ,preference, risks experience ,preference, risks and way individual think)and way individual think)


Critical element in problem Critical element in problem solving & D.Msolving & D.M..

AA- - Clearly defined Clearly defined objectives, decision objectives, decision makers often go a head in makers often go a head in their problem solving their problem solving process; without first process; without first determining their goal determining their goal which result in poor quality which result in poor quality decisions.decisions.

[email protected]


B- Careful data gathering B- Careful data gathering one must learn how to one must learn how to obtain accurate information obtain accurate information and avoid bias .and avoid bias .

C- Generate many C- Generate many alternatives:alternatives:

Do not limit your choice to Do not limit your choice to tow possible judgments tow possible judgments when there are more options when there are more options available .available .


- Increasing the number of - Increasing the number of people working on a problem people working on a problem will increase the number of will increase the number of alternatives that can be alternatives that can be generated .generated .

- Brain storming: thinks of all - Brain storming: thinks of all possible alternatives even possible alternatives even those that may seem off those that may seem off target .target .


D-Think logically:D-Think logically:- - Draw inference from Draw inference from information.information.

- Careful thinking through the - Careful thinking through the information and information and alternatives.alternatives.

- Faulty logic leads to poor - Faulty logic leads to poor quality decisions.quality decisions.

Critical element in problem solving Critical element in problem solving & D.M. (Cont.,)& D.M. (Cont.,)

[email protected]


E- Choose and act decisively:E- Choose and act decisively:- Many people become - Many people become vulnerable at this point in vulnerable at this point in problem _solving process and problem _solving process and choose to delay acting because choose to delay acting because they lack the courage to do so .they lack the courage to do so .

--

Critical element in problem solving Critical element in problem solving & D.M. (Cont.,)& D.M. (Cont.,)

[email protected]


- - Good decision _makers seem Good decision _makers seem to have some sort of to have some sort of antenna that makes them antenna that makes them particularly sensitive to particularly sensitive to situations than others.situations than others.


Decision Making TechniquesDecision Making TechniquesThe techniques help you to make The techniques help you to make the best decisions possible with the best decisions possible with the information you have available. the information you have available.

With these tools you will be able to With these tools you will be able to map out the likely consequences of map out the likely consequences of decisions, work out the importance decisions, work out the importance of individual factors, and choose of individual factors, and choose the best course of action to take.the best course of action to take.

[email protected]


I.I. Pareto Analysis: Pareto Analysis: Selecting the Selecting the most important changes to make.most important changes to make.

II.II. Plus - Minus - Implications Plus - Minus - Implications (PIM): (PIM): Weighting the Pros and Weighting the Pros and Cons of a decision.Cons of a decision.

III.III. Cost / Benefit Analysis: Cost / Benefit Analysis: is is carried out using only financial carried out using only financial costs and financial benefits. costs and financial benefits.

Decision Making TechniquesDecision Making Techniques

[email protected]

YA/presesntation20091 Management Functions/Process: Planning, Decision making & problem solving.

Documents

philosophy goals

purpose of organization

qualitynursing care

process of planning

quality of care

fiscal planning

quality control

results of planning