Management Concepts for Youth Development Programs

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Management Concepts for Youth Development Programs

• AGR EDUC 643
• March 31, 2005

Dr. Theresa M. Ferrari
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Acquiring the Ability to Manage by Merging Theory
Practice
Acquiring ability to manage
Theory
Practice
(adapted from Kreitner, 2001, p. 28)
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Youth Program Management
Youth
Program
Management
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Management

• Definition
• Process of working with and through others
• To achieve organizational objectives
• In a changing environment
• Balancing effectiveness and efficiency
• To make the most of limited resources
• (Kreitner, 2001, p. 5)

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Basic Management Functions

• Planning
• Decision Making
• Organizing
• Staffing
• Communicating
• Motivating
• Leading
• Controlling
• (Kreitner, 2001, pp. 16-18)

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Findings from Quern Rauner

• Managers interviewed believed benefits of
  investing in administrative services did not
  outweigh the costs.
  
• Time and resources devoted to fundraising
  represented their biggest burden.
  
• Majority were
• uncomfortable with the
• business part of their job.
• Source Quern Rauner, 1998

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Challenges Discussed in Quern Rauner

• Funding
• Staffing
• Governance

Source Quern Rauner, 1998
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If you dont know where youre going . . .

• . . . any road will get you there.
• Alice in Wonderland

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Planning

• The process of determining organization
  objectives and selecting a future course of
  action for their accomplishment.
  
• Considered the primary management function.
• (Kreitner, 2001, p. 166)

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Plans

• What, when, and how things
• should be accomplished in view of the
  organizations capabilities and the environments
  uncertainties.
  
• Big picture - Broad
• Vision, mission
• Goals and objectives
• Details - Narrow
• Operational plans or tactics for accomplishing a
  specific goal

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Classifying Types of Plans

• Time period
• short vs. long range
• Frequency of use
• standing vs. single use
• Focus on ends or means
• strategic vs. administrative (operational)

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Strategic Planning

• Defines overall character, mission, and direction
  of the organization.

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Administrative or Operational Planning

• Focuses on how activities will be carried out.
• On time
• With available resources
• Inner directed and designed to support programs.

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Decision Making

• Selecting from among alternatives.
• Is a key activity at all levels of management.
• Decisions range from repetitive to complex
• Repetitive decisions are aided by policies,
  procedures, and rules.
  
• Other situations are ill-defined,
• complex, non-repetitive, and
• need flexible thinking.

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Decision Making Process

• Define the problem.
• Analyze the problem
• Develop alternative solutions.
• Evaluate alternatives.
• Select the best solution.
• Implement.
• Evaluate.

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Organizing

• Objectives of organizing include the division,
  coordination, and control of tasks and the flow
  of information within the organization.

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Organizing

• Involves grouping of activities necessary to
  attain established organizational objectives.
  
• Establishes relationships the process by which
  employees and their jobs are related to each
  other.
  
• Establishes an internal framework for executing
  plans of the organization.
  
• Assembles resources and specifies when, where,
  and how they are to be used.

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Organizational Structure

• Necessary if two or more people are involved.
• Basic Concepts
• Work specialization
• Departmentalization
• Span of management
• Delegation
• Coordination

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Departmentalization

• Grouping jobs under the authority of a single
  manager, according to some rational basis, for
  the purposes of planning, coordination, and
  control.
• Number of different jobs
• Size and complexity of organization

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Span of Management

• Number of individuals directly supervised.
• Limit to the number of subordinates an individual
  can manage effectively.
  
• Flat wide span, few levels
• Tall narrow span, many levels

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Organizational Chart

• Diagram of an organizations official positions
  and lines of authority
  
• Vertical chain of command (coordination)
• Horizontal division of labor (specialization)
• Unity Principle
• Reporting to a single supervisor

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Organizational Culture

• Collection of shared beliefs, values, rituals,
  stories, myths, and specialized language that
  foster a feeling of community
  
• among organization
• members.

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Staffing

• The process of assuring that competent employees
  are selected, developed, and rewarded for
  accomplishing organizational objectives.
  
• The right people in the
• right jobs at the right time.
• (Kreitner, 2001, p. 350)

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Communicating

• Process of transmitting information and
  understanding between two or more people.
  
• Two-way process
• Takes many forms

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Communicating

• Importance
• Process
• Types
• Barriers

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Motivating

• Giving purpose and direction to behavior.
• Influences job performance
• Multiple motivational factors

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Leading

• The process of inducing individuals or groups to
  assist willingly and harmoniously in
  accomplishing organizational objectives.
  

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Leadership

• There are many leadership styles.
• Match style and situation.
• Leadership is not limited to one individual.

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Three Competencies of Leadership

• Diagnosing
• Cognitive competency
• Adapting
• Behavioral competency
• Communicating
• Process competency
• (Hersey Blanchard, 1993)

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Controlling

• The process of assuring the efficient
  accomplishment of organizational objectives.
  
• Establishing performance standards based on
  objectives
  
• Measuring and reporting
• actual performance
• Comparing the two
• Taking corrective action when necessary

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Management Skills

• Technical
• Ability to use tools, techniques, specialized
  knowledge to carry out a method, process, or
  procedure.
  
• Human
• Ability to build positive relationships, solve
  human relations problems, build acceptance of
  co-workers.
  
• Conceptual
• Ability to see organization as a whole to solve
  problems in a way that benefits the entire
  organization.

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Summary
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Preparing for Next Weeks Class

• Reading (Topic Youth Development)
• Divide into groups.
• Each group reads one of the assigned readings.
• Summarize and report on in class next week (April
  7).
  
• Groups for Assignment 1