Public administration:
Name: Sibgah Chaudhary
Roll No: Huss231107028
Submitted to: Miss Batool Moshin
Program: Bs-International relations
Topic: Functional Elements of administration:
Introduction:
The word “administer” is derived from the latin word “administrate”, means
to care for or to look after people to manage affairs.Administrative means
“serve” the meaning is suggestive enough as it insists on the administrator
to regards himself as servant, not that the master tolook. After, perform all
functions. Administration is the process permeating all collective efforts, be
public or private, civil or military, large scale otherwise, and is that of
universal in nature. It is the cooperative efforts, directed towards the
realization of a consciously laid down objectives, hence it is the center of all
human affairs.
Definition of administration:
Administration is the organisation and direction of human and material
resources to achieve desired objective.
Administration is the direction, coordination and control of many persons to
achieve some purpose or objective.
Definition of management:
Management is art of getting things done through and with people in
formally organized group.
Management is a process by which co-operative group directs action towards
common goals.
Functions of administration:
1. Planning: Defining goals, establishing strategies to achieve goals,
developing plans to integrate and coordinate activities. Planning
means to decide in advance what is to be done. It charts a course of
actions for the future. It is an intellectual process and it aims to
achieve a coordinated and consistent set of operations aimed at
desired objectives.
2. Organizing: Arranging and structuring work to accomplish
organizational goals. Once the objectives have been established
through planning, management concern must turn to developing an
organization that is capable of carrying them out. The management
function of organizing can be defined as, “relating people and things to
each other in such a way that they are all combined and interrelated
into a unit capable of being directed toward the organizational
objectives.”
.Horizontal differentiation (Dividing the organization into operational units
for more effective and efficient performance.) Horizontal differentiation
refers to the number of different units at the same level. This means if the
number of activities which require more specialized skills, the
organization will tend to be more complex. Specialization and
departentation are good examples of such differentiation.
.Vertical differentiation (Establishes the hierarchy and the number of levels
in the organization) Vertical differentiation refers to the number of levels in
the organization. It reflects the depth of the hierarchy in the organization.
This means that increase in hierarchical level enhances complexity in the
organization. In such organization, coordination and communication become
difficult.
3. Staffing: Staffing is the selection, training, motivating and retaining of a
personnel in the organization. Before selection we have to make analysis of
the particular job, which is required in the organization, then comes the
selection of the personnel. It involves manpower planning to have the right
person in the right place and avoid “square peg in the round hole”.
4. Controlling: Controlling Monitoring, comparing and correcting work.
Controlling is determining what is being accomplished and evaluating the
performance and if necessary, applying corrected measures so that the
performance takes place according to plan.
5: Directing: Directing means the issuance of orders, assignments and
instructions that permit the subordinate to understand what is expected of
him, and the guidance and overseeing of the subordinate so that he can
contribute effectively and efficiently to the attainment of organizational
objectives. Directing includes the following activities-
6: Giving orders: The central task in directing is giving orders. The order is
the technical means through which a subordinate understands what is to be
done. To facilitate this there are certain characteristics of good orders which
manager should be aware of:
. The order should be clear, concise and consistent to give sufficient
information to ensure understanding.
. Order should be based on obvious demands of a particular situation, it
seems logical to the subordinates and not just an arbitrary whim of the
manager.
. The tone of the order is very important. The manner in which the manager
delivers the order has a great deal to do with its acceptance by the
subordinate.
. Whenever possible, the reason for the order should be given. A subordinate
will accept an order more readily if he understands the need for it.
. In some instances the manager uses delegation of authority instead of
issuance of orders for avoiding too many specific orders.
. Supervision : Supervision is the activity of the management that is
concerned with the training and discipline of the work force. It includes
follow up to assure the prompt and proper execution of orders.Supervision is
the art of overseeing, watching and directing with authority, the work and
behaviour of other.
. Leading: leadership is the ability to inspire and influence others to
contribute to the attainment of the objectives. Successful leadership is the
result of interaction between the leader and his subordinates in a particular
organizational situation. There are number of styles of leadership that have
been identified such as autocratic, democratic participative leadership. The
continuum of leadership styles, ranges from the completely authoritarian
situation with no subordinate participation to a maximum degree of
democratic leadership, enabling the subordinate to participate in all phases
of the decision making process.
. Motivating: Motivation refers to the way in which the needs (urges,
aspirations, desires) control, direct or explain the behaviour of human
beings. The manager must motivate, or cause, the employee to follow
directives.
. Communication: Communication is the passing of information and
understanding from a sender to receiver. Communication is vital to the
directing function of the management, one way to visualise this importance
is to view the manager on one side of a barrier and the work group on the
other. Communication is the means the manager has of reaching through the
barrier to attain work group activity.
6: Coordinating: It is the act of synchronising people and activities so that
they function smoothly in the attainment of organization objectives.
Coordination is more important in the health services organization, because
functionally they are departmentalized. Different kinds of organization
require different amount of coordination.
7: Reporting and recording: Reports are oral or written exchanges of
information shared between caregivers or workers in a number of ways. A
report summarizes the services of the person, personnel and of the agency.
Reports are written usually daily, weekly, monthly or yearly.
8. Budgeting: Budgeting, though primarily recognized as a device for
controlling, becomes a major part of the planning process in any
organization. It is expressed in financial terms and based on expected
income and expenditure. Budget is the heart of administrative
management. It served as a powerful tool of coordination and
negatively an effective device of eliminating duplicating and wastage.
Planning:
Introduction:
Planning is the foremost function of the nursing management. It is the
foundation of nursing management as the other functions of nursing
management viz. Organizing, staffing, directing andcontrolling. Plan is
commitment to a particular course of action believed necessary to
achieve specific result.
Definition:
According to Oxford dictionary, planning is the act or process of making
plans for something.
Planning is the function of a manager, which involves the selection from
among alternatives for the Enterprise as a whole and each department
within it.
Planning means the determination of what is to be done, how and where it is
to be done, who is to do it and how results are to be evaluated.
Meaning:
Planning means to decide in advance what is to be done. It charts a course
of actions for the future. It is an intellectual process and it aims to achieve a
coordinated and consistent set of operations aimed at desired objectives.
Nature of planning :
On the basis of definitions, the following features can be derived.
1.Planning is a goal oriented process, consisting of various sub-activities and
determines the future course of actions and leads to achievement of the
specific nursing objectives.
2.Planning is basic to all managerial function. It logically precedes the
performance of all other managerial activities. It assists in manpower
planning and designing of training programs for the nursing staff.
3.Planning is futuristic or forward looking It requires forecasting of future
situation in which the nursing organization has to function.
4. It involves selection of suitable course of action. Planning is undertaken at
all levels of nursing organization.
5. It is flexible. As such, an adjustment is needed between the various
factors and planning.
6. It is continuous process, involves various activities including decision-
making and action oriented.
7. Planning is an intellectual process. It involves vision and foresightedness
to decide the things to be done in future and involves the mental faculties by
the nurse managers.
8.Planning process must allow flexibility to meet the new challenges.
Approaches of planning
1. Planning: A rational approach:
The concept of rationality denotes the choice of appropriate means for
achieving stated objectives. Planning as a rational approach tries to fill the
gap between actual status and desired status. The actual and desired status
is usually expressed in terms of objectives that can be achieved by an action
or set of actions.
2. Planning : Open system aapproach:
It indicates that the identification of gap between the current status and
desired status in future and the actions required to bridge the gap is
influenced by environmental factors- political, legal, and technical and other
organizational factors. These factors are dynamic and change with the time.
So. While planning nurse managers have to take into account all the external
and internal environmental factors.
Planning : pervasiveness approach:
Planning being pervasive extends throughout the organization. In hospital
setting, planning is required at all levels of nursing management i.e. at top
level, middle and at the operational level.
Objective of planning:
1. To set the objective : Planning actually starts with the formulation of
objectives and planning action to achieve those objectives. The objectives
are defined in the meaningful and technical terms so that managerial actions
could be possible.
2. To focus on meaningful activities:
Effective planning lays down various courses of action, which are useful to
accomplish the objectives. The chances of unproductive activities are
reduced to a great extent. Planning makes it clear for the nursing personnel
working at different levels as to how their operations can contribute to the
nursing organizational objectives that are in consistent with the objectives of
the hospital.
3. To economize the time and effort and other resource: Planning
at all levels keeps the whole process in order. Money, men, machines
and materials are properly utilized and wastages are minimized. Time
and efforts of the staff working is saved if they know ahead that what
is expected from them.
4. To maintain coordination: Planning is the basis of coordination. With
the help of plans the departments work in harmony and achieve their
respective goals without any failure.
5. To reduce risk and uncertainty: Proper planning is made
considering various environmental factors including the human and
other factors since there is diversity in these factors. There is always a
scope of flexibility or alternatives in good planning that reduces the
risk and uncertainty arising out of them.
6. To ensure proper control: In planning there is a scope to lay down
the methods of performance evaluation, against the laid down
standards and targets. When these are actually measured and
compared with standards gives good control to assure the
accomplishment of objectives as set by the plans.
7. To achieve the organizational effectiveness: The planning states
the objectives within a specific use at a particular time. Thus planning
along with the control measures and ensures that the resources are
utilized as per plan that helps to achieve the organizational
effectiveness. If this is not done, the reasons are explored and various
other measures are re-planned, that helps to improve the
effectiveness of the organization.
8. Planning promotes creativity: Planning is basically the thinking
function of the management. It helps innovative and creative thinking.
Many new ideas come to mind of a nurse manager when she is planning.
Thus planning promotes creativity and innovation.
8. To promote efficiency: Planning determines as to when and how
various tasks are to be performed by different nursing units. This
brings about efficiency in the working of various units. Wastages are
reduced and needless efforts are avoided by advance planning.
Thank you
