Supervision Chapter 3

What has healthcare managers every searching for organizational structures that better meet today's changing environments?

The global economy and the demands of hyper competition

How do people gain access to interpersonal networks and emotional support and friendship to satisfy social needs?

Through informal structures and contacts who can help them better perform their jobs

What happens when each project is under a team leader?

Traditional hierarchy takes a backseat to focus on team activities and project accomplishments

Advantages of divisional structures include:

more flexibility in response to changes improved coordination across functional departments clearer points of responsibility for delivery of services or products expertise focused on specific patients or customers, products, and regions greater ease in changing size by adding or deleting divisions

5 things an organization chart can tell about an organization:

the division of work supervisory relationships communication channels major subunits levels of management

Formal structure defined:

the intended or official structure (shown in an organizational chart)

Tunnel Vision also called

groupitis (strong loyalties focusing on their own teamO)

Organization chart defined:

identifies, by diagram, key positions and job titles within an organization and shows the lines of authority and communication between them

What do savvy organizations do?

identify and capitalize on their informal structures

What does organizing include at its most basic level?

implementing a clear mission, core values, objectives and strategy identifying who is to do what, who is in charge or whom, and how different people and parts of the organization relate to one another

Divisional Structures

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Exploring Recent Developments in Organization Structures

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Format and Informal Structures

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Functional Structures

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Matrix Structures

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The Team Approach

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Understanding Common Organizational Structures

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Power struggles

2 boss system is susceptible to confusion and conflict, especially when functional supervisors and team leaders vie with one another as to who has the ultimate authority for the project

Workers in a matrix structure report to whom?

2 bosses (one within the function and the other within the team)

Why are informal structures very important in in accomplishing large and small tasks?

Because of the complex nature of an organization and the shifting performance demands

Tunnel Vision define:

Divisional structures can encourage a division to focus on its needs and goals rather than the best interests of the organization as a whole (Also happens with functional structures)

What must today's organizations do regarding changes in the workplace?

Effectively and creatively respond

How is The Center for Collaborative Organizations trying to meet it's mission?

It hosts conferences and public workshops as well as published original research papers and a bimonthly newsletter on organizational structures

Confusion and Responsibility Shifting

Focusing too heavily on function groups can create responsibility confusion for issues that actually every group should be accountable for

What must many beginning health care managers first do before creating plans of their own?

Follow longstanding plans and procedures that upper managers or former managers created

Divisional structure defined:

Group together people who... provide the same services work within the same processes serve similar patients are located in the same are or geographical region

Levels of Management

Layers of management from top to bottom are shown

Communication Channels

Lines among positions show formal communication channels

Supervisory Relationships

Lines among positions show who reports yo whom

Who is responsible for carrying out plans?

Managers

What are some example of informal structures?

Meeting for coffee, exercise groups, friendship groups, and more

Priority Confusion

Members of a matrix may have difficulty determining which tasks to complete first and where to focus their energies

Functional Chimneys

Members of a specific functional group develop self centered and narrow viewpoints, become uncooperative with other groups, and lose the ability to focus on the larger picture

What can dynamic managers do?

Mobilize on informal learning opportunities

Major Subunits

Positions reporting to a common manager are identified as a group

Teams defined

The building blocks of today's new and more horizontal organizational forms

What are the disadvantages of the functional structure?

functional chimneys reliance on upper management confusion and responsibility shifting

What happens with people who feel left out of informal structures?

They feel dissatisfied

Vertical Structures

Traditional top down

True of False: When organized in teams you can solve problems more flexibly.

True

True or False: Divisional structures are common in complex organizations that have multiple and differentiated products and services, pursue diversified strategies, and operate in several competitive environments.

True

True or False: In a functional chimney, each function ends up communicating, coordinating, and problem solving up and down its chain of command (like a chimney) without extending sideways.

True

True or False: In a functional structure, if each member does their job then the organization will operate successfully.

True

True or False: In a functional structure, members of each function work within their area of expertise.

True

True or False: Planning usually precedes organizing tasks but the sequence varies based on the needs and culture of the organization.

True

True or False: Teams and teamwork create many problems.

True

True or False: The specific structures vary greatly between health care organizations

True

True or False: Vertical structures are being dismantled for more horizontal structures.

True

True or false: Some organizations follow traditional patterns while others experiment with nontraditional directions.

True

Internal Competition defined:

Unhealthy rivalries can emerge as divisions compete for resources and attention or focus heavily on the performance of their division compared to other divisions within the organization Ex: Awarding divisions for increased productivity can improve attitudes but it can lead them to forget about larger missions and goals of the org as a whole

What takes place as people interact informally throughout the workplace?

Valuable learning and knowledge sharing

Reliance on upper management

When problems occur between functional groups, they are too often referred up to higher levels for resolution rather than being addressed directly at the level of action

Traditional patterns are based on what 3 types of structures?

functional, divisional, and matrix

If you drew an informal structure's informal structure, what would it show?

Who talks to whom and interacts with whom on a regular basis regardless of formal relationships

How is the cafeteria a hotbed for informal learning?

Workers at a variety of levels tends to share ideas, problems, and solutions

What does a matrix structure use?

a permanent cross functional team

How are organization structures described and classified?

formality, function, division, and more

Managers should be flexible enough to do what?

adjust their management duties to suit the situation

What lies behind every formal structure?

an informal structure

What do workers in a matrix structure belong to?

at least 2 formal groups at the same time. (a functional group and a product, program, or project team)

Advantages of team structures

better communication across functions shared responsibility by all team members for meeting performance targets fewer barriers between departments improved morale as people from different parts of an organization get to know one another better improved speed and quality because the teams focus shared knowledge and expertise on specific problems

Generally, what must each any structure do?

both allocate and and assign tasks and provide for the coordination of performance results

Matrix structure defined

combines elements of both functional and divisional structures

Cross Functional Teams

composed of members from different functional areas that can work together on a part time or full time basis depending on organizational needs

Problems caused by teams and teamwork

conflicting loyalties among members to both team and functional assignments issues of time management difficulties with interpersonal relations and group process

What do the lines of informal structures often do?

cut across levels and move from side to side rather than up and down

What three steps fall under organizing?

dividing up the work load, arranging resources, and coordinating activities

What are the major advantages of a functional structure?

efficient use of resources within areas consistent and appropriate task assignments based on expertise high quality technical problem solving in depth training and skill development clear career paths within functions

Horizontal Structures

emphasize integration and cross functional teamwork, often while gaining the advantages of networking through info technology

Team Structures

formally designate and use permanent and temporary teams extensively to accomplish tasks

Tunnel vision happens with which 2 structures?

functional and divisional

Advantages of a matrix structure:

more inter functional cooperation in operations increased flexibility in meeting changing demands better customer service championed by individual project managers better performance accountability through the project managers improved problem solving at the team level where the best info is available improved strategic management, as top managers can focus on broader strategic issues

Functional Structures defined:

people with similar skills and performing similar tasks are grouped together

The division of work

positions and titles show how work responsibilities are assigned

Disadvantages of a matrix structure:

power struggles priority confusion tunnel vision expense

Redundancy defined

reduced efficiencies and increased costs by duplicating resources and efforts across divisions Ex: Requiring a lab tech at 20 clinics locations throughout state rather than a centralized lab facility with 12 full time techs

Disadvantages if divisional structures:

redundancy internal competition tunnel vision

Informal structure defined:

shadow organization made up of unofficial, but often critical working relationships among organizational members

What are some common changes happening in today's workplace?

shorter chains of command, increased delegation, and decentralization

What is the problem with running problems up the management flagpole?

slows decision making and problem solving and can result in loss of competitive advantage

The Center for Collaborative Organizations

started as a student run org. in psychology depart. in North Texas now a dynamic institute with 8 full time staff members and a nationally noted reputation for examining the ways in which companies are organized

What are some useful adaptations?

subsystems, work process evaluations, and teams

What are some disadvantages of informal strictures?

susceptible to rumors carry inaccurate information breed resistance to change divert work efforts from important objectives

Nontraditional patterns emphasize what 3 things?

teams,networks, and boundary less organizations

Organizing defined:

the process of arranging people and other resources to work together to accomplish a goal

Restructuring defined:

the process of changing an organization's structure in an attempt to improve performance

Organization Structure defined:

the system of tasks, workflow, reporting relationships, and communication channels that link the diverse parts of an organization

Expense

the use of formal team leaders in a matrix structure can result in increased personnel costs

What does the organization diagram (chart) depict?

the way the organization is intended to function

What is the intention of a team based approach?

to break down functional chimneys, increase info sharing, and create more effective lateral relationships that improve problem solving and performance

What is the challenge of organizing effectively?

to choose the best form or structure to fit the demands of a given structure

What is the goal of matrix structure?

to combine the advantage of each structure while minimizing disadvantages

What is the mission of The Center for Collaborative Organizations?

to design and implement work systems to maximize collaboration for organizational effectiveness

Controlling

to ensure results

Leading

to inspire effort

Planning

to set the direction

True or false: Organizing and Planning often happen in close conjunction

true

What are health organizations doing in search of greater productivity, improved patient care, and competitive advantage?

trying a variety of new forms and structures

Permanent cross functional teams defined:

used to integrate functional expertise with a divisional focus

What do the cross functional team members do?

work closely together to share functional expertise and information to solve problems in a timely manner