ASSIGNMENT ONPLANNING, ORGANISING & STAFFING

Submitted by,Sampurna Das

Msc.Nursing 1st year StudentCollege Of Nursing

Medical College & Hospital

INTRODUCTION: POSDCORB is the elements of management. Planning (also called forethought) is the process of  thinking about and organizing the activities required to achieve a desired goal.The planning, organizing, leading, and controlling of human and other resources to achieve organizational goals effectively and efficiently. Staffing is the act of assigning correct job to correct person.

PLANNING “A goal without a plan is just a wish.” ― Antoine de Saint-Exupérys

MEANING OF PLANNING : Planning in its broadest sense , means systematic preparation of action. Planning is the conscious determinationof a further course of action to achieve the desired result.

DEFINITION OF PLANNING:

(a) Haynes & Prassic: Planning is that function of manager in which he decides in advance what he will do. It is a decision-making process of a special kind ,its essence is futurity

(b) L.A.Allen: Planning is a trap laid down to capture the future.(c) Theo Haimann:Planning is informed anticipation of future.

CHARACTERISTICS OF PLANNING:

1. It should be based on a clearly defined objective.2. It should be simple,if it is complex it will lead to misdirected effort & unnecessary expenditure.3. Planning is the foundation of the management.4. Planning is continuous ,it is a never ending activity of a manager.5. Planning is written in specific terms.6. Planning holds out some hope for improved capital allocation decisions.7. Planning is a substitute for the direct control of the demonstralisation crisis.8. Plans are formulated in a precise way & expressedin realistic terms.9. To ensured consistency & unity of action , it is necessary to have unified focus in planning operations.10. Planning activity is not the exclusive prerogative of top management.11. It should provide for a proper analysis & classification of actions.12. It should be flexible : in nursing ,perhaps more than in any other field of works,flexibility is essential &

the plan must be capable of adoption to meet emergencies or changing situation.13. It should use available resources to the utmost:this emphasizes the principles of reality.14. A defined hierarchy is essential for a good planning.

R.C.Davis has described six features of a good plan:-

Plan should have specific objectives. It should have sound rationale behind it. Planning should be made according to needs of future. It should be flexible. It should be establishing. It should be universal,simple & less expensive.

OBJECTIVES:- Objectives are framed to achieve the success of organization. Planning is not possible in the absence of objectives. Following are the objectives for administrative planning:

1. To bring about a unity in the working of organization. 2. To achieve co-ordination in power & efforts of employees working in organization.3. To direct human power towards collective interest.4. To curtail the cost /expenses of organisation.5. To bring about certainty in functions of formulating plans.

ELEMENTS OF PLANNING:- planning consists of several individual plans or components & parts; that bound together in a constant structure of operations. The complete & thorough planning must provide the following elements.

1. OBJECTIVES :this are the ends towards which the activities of the enterprises are aimed. Planning has no meaning if it is not related to certain objectives. The objective should be set very carefully. A good manager must determine:a. Overall & deparmental objectiveb. Short term & longterm objectivesc. Economic & social objective;

So as to make planning effective.

2. POLICIES: A policy is deviced to guide the organisational members to deal with a particular situation in a particular manner.policies are general statement or understanding. Policies are generally those theoretical statement which guide the manager for achievement of objectives.According to R.C.Davis;policies are source of mutual cooperation,co-ordination,self motivation & future planning. A policy has certain characteristics;a. Policy is an expression of intention of top managementb. Policy is seated c. Policy is long-standingd. Policy is developed with the active participation of top managemente. Policy is in writing.

3. PROCEDURE: A procedure is a systematic way of handling regular events. A procedure is a guide to rationale rather than to thinking. They help the management by system of well-conceived procedure,effective delegation & decentralization of authority without loss of control & coordination.

4. PURPOSE: The purpose highlights the nature of planning. It shows what is the future plan & its outcome.5. PROJECTS:A project may be defined as a complex cluster of related activity with a definite objective & a definite

completion time period.6. ADMINISTRATIVE RULES & REGULATIONS: Every organisation attempt to operate in an orderly way by laying

down certain rules. Rules are the simplest & the most specific type of standing plans. They are used for guiding what may or may not be done. A rule demands a specific action. It is more rigid than a policy.

7. STATEGIES: These are plans made in the light of plan of the competitors. The purpose of strategies is to determine & communicate through a system of major objectives & policies. They evaluate its appropriateness & requried certain criteria. These are:1.Internal Consistency 2.Consistency with environment,3. Appropriateness in the light of available resources,4.acceptable degree of risk, 5.appropriate time horizon,6.workability.

8. BUDGET: Budjet is prepared in every organisation.It is pre-estimation of income,expenditure& material resources.9. SCHEDULE: Time schedule should not be ignored in organisation. It affects all the management functions. 10. STANDARDS: The standards are required to control the scheme such as time standards,expenditure standards.

PRINCIPLES OF PLANNING:According to J.C.Danier , following are the principle of planning:-

1. Planning should be base on facts.2. It should be made with suitable extension.3. It ssould be made by suitable person.4. It should be made for a particular time frame in future.5. It should have standards to control the scheme.6. It should be practical not idealistic.7. It should be flexible.8. It should take alternative functional aspects.9. Imapact of main & subsidiary decisions should be judged while planning.10. The planner should see whether the decisions about the implementation of plans have been issued or not.

STEPS OF PLANNING:

1. Determination of objectives2. Finding out various alternatives on the basis of objectives

3. Evaluating merits & demerits of each alternatives4. Selecting best alternative5. Implementing the selected alternative6. Follow up

TYPES OF PLANNING:

1. PHYSICAL PLANNING :It aims at guiding & controlling the development of cities in orderly fashion instead of leading them to grow in a happazard manner.Eg:streety layout,transportation systemof the city,location of public buildings, water supply,lighting & drainage etc.

2. ECONOMIC & SOCIAL PLANNING : Economic planning involes advance determination of the needs of the country or the more essential economic goods& services,over a given period,arranging them into a scheme of properties & contolling both production & consumtion with a view to their fulfilment with that period.

3. ADMINISTRATIVE PLANNING: It is a phase of management & involes drawing up a program of operations in advance & the peovision of the requisite organisation,personnel,material & procedure for carrying it out. Administrative planning embraces problem of organisation ,budgeting,personal procedure,infact all the phases of the “POSDCORB” activities.It includes : A) Goals b) single use plan c) standing plans.

4. COMPREHENSIVE PLANNING : It connects planning or the totality of the economy. It takes into account the aggregate target to be reached by the economy as a whole.

5. PARTIAL PLANNING : to under developed countries, the economy is now divided between the public sector & the private sector.In this context,partial planning could be identified as the planning of the public sector.

6. IMPERATIVE PLANNING: An imperative plan not only cover every branch of activity but embraces many aspect of economic life including volume of output ,crises,employment. It is controlled by the financial organisation & above all by the political authority.

7. INDICATIVE PLANNING :It gives for better scope to the freedom in the economic system as compared with imperative planning.

8. PLANNING BY COMPULSION :It includes whole battery of physical control ,like allocation of raw material to various production unit in industry & agriculture & license for setting up industry.

9. TOTALITARIAN & DEMOCRATIC PLANNING : Totalitarian planning is describes as one where the almighty state or the planning authority imposes a pervading discipline of planning. On the other hand democratic planning is describe as a planning process in which people participate in both formulation & implementation of plan.

10. SECTORAL & SPATIAL PLANNING :Traditionally, plans are broken into sector/primary,secondary,terrytary. Primary sector covers activity like foresty,fishery & mining. Secondary sector covers commerce,trade,transport etc. spatial planning is helpful in geographical,dispersal of the efforts & fruits of planning in a scientific manner.

11. ROLLING PLAN :the concept of rolling plan evolved a five year plan which is rolled on year to year. At the end of the 1st years operations, it is further revised & interrelated with one more year.

12. OPRATIONAL PLAN : Operation plans relate to govt. departments, which provide a systematic shape of the laid down policies in social & economic fields.

ADVANTAGES OF PLANNING:

1. Purposeful & orderly activities2. Visualize future change3. Removal of doubt4. Provision of basis for control5. Encouragement to achievement6. Planning provides direction7. Planning provides a unifying framework

8. Planning is economical9. Planning helps management to adopt & adjust to changing environment10. Planning enhance the behaviour climate11. Planning facilitate control12. Visualization to entirety13. Balancing of utilization of facility14. Helping management of status

DISADVANTAGES OF PLANNING:

1. Limitation of accurate information2. Addition in costs3. Limitation in achievement by psychological barrier4. Restraint on initiative5. Delayed action6. Overdoing tendencies7. Limitations of practical value

Planning is a familiar daily life activities. A plan is a projected coarse of action . it is a very wide spread human behaviour. It is not above a tool of efficient management in the public service. The planning process is a critical element of management. It must be learned by nurse administrator ,because it will not happened by accident. Planning is largely conceptual but its results are clearly visible.The statement of the purpose ormission,philosophy, goals & objectives are all consequence of planning. They set the stage for smooth operations.

ORGANIZING:After objectives & plans have been established, management must then human & physical resources of the firm. They will enable members to carry out the chosen programmes successfully. It establishes the structure, systems & procedures of operation to achieve the objectives.

DEFINITION:

According to Allen organising is the “process of identifying & grouping the work to be performed, defining & delegating to work most effectively together in accomplishing objectives. A sound organization structure is essential for effective & profitable performance. Without proper organisation, there may be duplication of effort , inadequate attention to certain important functions. Unwanted rivalry & friction among personnel & delays in decision making.”

NATURE OF ORGANIZATION:

The following are the important characteristics of organization:

The entire philosophy of organization is centered on the concepts of specialization and division of work. The division of work is assigning responsibility for each organizational component to a specific individual or group thereof. It becomes specialization when the responsibility for a specific task lies with a designated expert in that field. The efforts of the operatives are coordinated to allow the process at hand to function correctly. Certain operatives occupy positions of management at various points in the process to ensure coordination.

Orientation towards goals

Every organization has its own purposes and objectives. Organizing is the function employed to achieve the overall goals of the organization. Organization harmonizes the individual goals of the employees with overall objectives of the firm.

Composition of individuals and groups

Individuals form a group and the groups form an organization. Thus,organization is the composition of individual and groups. Individuals are grouped into departments and their work is coordinated and directed towards organizational goals.

Differentiated functions

The organization divides the entire work and assigns the tasks to individuals in order to achieve the organizational objectives; each one has to perform a different task and tasks of one individual must be coordinated with the tasks of others. Collecting these tasks at the final stage is called integration.

Continuity

An organization is a group of people with a defined relationship in which they work together to achieve the goals of that organization. This relationship does not come to end after completing each task. Organization is a never ending process.

ELEMENTS OF ORGANISING:1. The division of work2. The facilities & working conditions3. The employees

PROCESS OF ORGANISING:1. Identification of activities2. Grouping of activities3. Delegation of authority4. Assignment of duties

PRINCIPLES OF ORGANIZING STRUCTURE:1. unity of objectives2. division of work3. span of control4. scalar principle5. functional definition6. exception principle7. unity of command 8. balance9. efficiency10. flexibility11. continuity12. facilitation of leadership13. parity of authority & control14. coordination

PURPOSE OF ORGANIZATION:Helps to achieve organizational goal

Organization is employed to achieve the overall objectives of business firms. Organization focuses attention of individuals objectives towards overall objectives.

Optimum use of resources

To make optimum use of resources such as men, material, money, machine and method, it is necessary to design an organization properly. Work should be divided and right people should be given right jobs to reduce the wastage of resources in an organization.

To perform managerial function

Planning, Organizing, Staffing, Directing and Controlling cannot be implemented without proper organization.

Facilitates growth and diversification

A good organization structure is essential for expanding business activity. Organization structure determines the input resources needed for expansion of a business activity similarly organization is essential for product diversification such as establishing a new product line.

Importance of organizing:

Facilitates administration Encourages growth & diversification Optimum use of technology Stimulates innovation & technology Encourages good human relations Ensures continuity of enterprise Coordination

STAFFINGSTAFFING:

The managerial function of staffing involes manning the organisational structure through proper & effective selection,appraisal & development of personnel to fill the roles designed in the structure. Staffing refers to the managerial function of determining & improviding the manpower requirement of an enterprise. It consists of a number of subfunctions such as ,manpower planning,recruitment,selection, placement, training,promotion,remuneration,performance, appraisal etc.

MEANING OF STAFFING:

“The term staffing pertains to the number & composition of personnel assigned to work on a unit at agiven ime.”

According to Koontz & Weihrich “The managerial functions of staffing involves manning the organisational structure through proper & effective selection, appraisal estimate & development of personnel to fill the roles designed into the structure.”

NATURE & SIGNIFICANCE OF STAFFING FUNCTIONS:

Staffing function has assumed greater significance these days because of a number of factors. Staffing is a pervasive function of management. Chief executive, middle level manager, all are engaged in performing the staffing function when they participate in selescting, training & evaluating their subordinates. A various reasons which have increased the significance of staffing function of management, are :

1 ) ADVANCEMENT OF TECHNOLOGY: Many significance changes are taking place in technology. In order to make use of the latest technology,the appointment of right type of person is necessary.

2) INCREASED SIZE OF ORGANISATIONS: Advancement in science & technology has given rise to large scale companies employing thousands of workers.the performance of the company depends on the quality & character of the people employed.

3) LONG RANGE NEEDS FOR MANPOWER: In some industries,labour turn over is very high. The management is required to determine the manpower requirement well in advance. It has also to develop the existing personnel for future promotion. The role of staffing function is also increased because of the shortage of clearly good managerial talent in the country.

4) HIGH WAGE BILLS: The outlay of big concerns on its personnel is quite high; management has to spend money on recruitment selection, training, wages & salaries etc. in order to get the optimum output from the personnel, it is essential that the staffing function is perform in an efficient manner. For instance, if right type of persons are not appointed, the management have to pay wages eventhough the quality of work is very low.

5) RECOGNISATION OF HUMAN RELATION: The behaviour of individual has become very complicated. The workers are to be motivated properly by employing financial & non financial incentives to staffs. Right type of atmosphere should also be created for the workers to contribute to the achievement of organisational objectives.

STAFFING PROCESS:

1. Estimating manpower requirement2. Recruitment3. Selection4. Orientation & placement5. Training & development6. Remuneration7. Performance appraisal8. Promotion9. Compensation

FACTORS INFLUENCING STAFFING PATTERNS:

i) Pattern of delivery of servicesii) Standard of nursing careiii) Different type of activities allocated to different categories of personnel. Eg :

professional &practical nursesiv) Size &type of medical staff-How many doctors are coming rounds when

there are many units in the ward.v) Type of common treatment procedure carried out, how frequently to be

done. Eg : long-term care procedures require long time.vi) Physical facilities-each hospital should workout its own staffing pattern from

time to time. It depends on the time saving devices, communications systems in the ward.

Conclusion:

Planning , organising & staffing are the most important elements of management. Perfect management is the base of success. These steps are the key of perfect management. Nurse has to perform a role of collaborator in clinical area & a well administrator in teaching imstitutes & hospital. For performing their actions in these roles perfectly they should learn this apply this.

BIBLIOGRAPHY:

1. http://www.slideshare.net/vinayprateek/ppt-on-organising?related=1 2. http://www.slideshare.net/vinayprateek/ppt-on-organising?related=1 3. http://www.slideshare.net/shubham2491/staffing-12849479?related=1 4. http://en.wikipedia.org/wiki/Staffing 5. http://en.wikipedia.org/wiki/Planning 6. Kumari N, A textbook of management of nursing & education. 1st ed. Jalandhar: P.V.