Agricultural Education 842

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Agricultural Education 842

• Leadership
• and
• Administration

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Review

• Time is a precious and limited resource that
  should be managed wisely.
  
• Recognizing how you spend your time each day is
  the first step in successful time management.
  
• There are several management practices that can
  be employed to help manage time.
  
• You can manage your time by identifying your
  priorities.
  

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Review (cont.)

• Knowing how to overcome time robbers is important
  for effective time management.
  
• Planning for effective meetings help to save time
  for everyone.
  
• Handling paperwork efficiently is important for
  time management.
  
• Knowing how to delegate effectively is important
  for persons with administrative
  responsibilities.
  

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Lesson

• Organization and Staffing

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Objectives

• Describe the two basic organizational design
  principles.
  
• Identify five basic organizing concepts.
• Describe the advantages and disadvantages of job
  specialization.
  
• Examine several alternatives to job
  specialization.

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Objectives (cont.)

• 5. Describe how jobs can be grouped into
  meaningful categories.
  
• 6. Review the need for delegation with
  responsibility and authority.
  
• 7. Analyze how the span of management
  influences administrative effectiveness.
  
• 8. Differentiate between line and staff
  positions.
  
• 9. Describe how organizational culture can be
  influenced by structure.

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Organizational Complexity

• Simple Complex
• (1 person) (1,000s of persons)
• How does the need for a well-defined structure
  change as the size of the organization
  increases?
  

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Organization Structure

• Organizational Design - individuals and groups
  are arranged in an organization with respect to
  the tasks they perform.
  
• Organizational Chart - graphic illustration that
  reflects lines of authority and communication
  within the organization.

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Basic Principles of Organizational Design

• Unity of Command
• Only one person in each organizational unit with
  authority to make certain decisions.
  
• Each employee has only one immediate supervisor
  and reports to only one person.

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Unity of Command

• Prevents confusion
• Improves communication
• Clearly delineates responsibilities
• Avoids conflicting messages and priorities

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Span of Management Supervision or Control

• A limited number of subordinates who can be
  effectively managed in an organization.
  
• Span usually increases in scope further down in
  the organization.

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When should structural changes be made?

• Changes in personnel
• Major operational changes provide opportunities
  for organizational changes

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Identify the five basic organizing concepts.

• Job Specialization creating and designing
  jobs
  
• Grouping Jobs - combining jobs into meaningful
  categories
  
• Delegating Responsibility with Authority
• Establishing Span of Management
• Managing Line and Staff positions

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Advantages and Disadvantages of Job
Specialization.

• Designing or creating jobs to maximize
  efficiency
  
• Identify tasks, procedures, operations performed
  by each employee.
  
• Focus on Job Specialization to improve
  efficiency.
  
• The larger the organization the more need for job
  specialization.
  

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Advantages and Disadvantages

• Disadvantages
• Transaction costs are higher when transferring
  work from specialist to specialist.
  
• Employees may become bored and dissatisfied in
  their work
  
• Employees may not see the big picture goals

• Advantages
• Each employee can become an expert in their job.
• Managers have more control in monitoring.
• Allows the development of specialized tools to
  increase efficiency.

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Alternatives to Job Specialization

• Job Rotation - systematic movement between jobs.
• Job Enlargement - changes the nature and
  responsibility of the jobs by adding activities.
  
• Job Enrichment - employees are given more jobs to
  perform and more discretion in how to perform
  them.

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Grouping Jobs into Meaningful Categories

• Organizing jobs into meaningful categories is
  referred to as departmentalization.
  
• To coordinate and integrate activities to achieve
  organizational goals.
  
• Define logical sets in educational settings.

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Grouping Jobs into Meaningful Categories (cont.)

• Functional Departmentalization
• Allows for increase specialization
• May reduce efficiency of decision making.
• Employees may lose sight of overall mission.
• Product Departmentalization
• Locational Departmentalization

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Grouping Jobs into Meaningful Categories (cont.)

• Customer Departmentalization
• Process or Equipment Departmentalization
• Time Departmentalization
• Mixed Department

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Review the need for delegation with
responsibility and authority

• Delegation- process of assigning tasks and
  responsibilities to subordinates.
  
• Three aspects of delegation
• Responsibility - assigning a task to a
  subordinate.
  
• Authority - granting the subordinate the
  necessary power to complete the task.
  
• Accountability - acknowledging the subordinate is
  obligated to complete the task.

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Barriers to Effective Delegation

• Manager is too disorganized to assign tasks.
• Manager doesnt want to be outdone by a
  subordinate.
  
• Manager afraid the subordinate wont do the job
  as well.
  
• Subordinate may be unwilling or unable to perform
  the task.
  
• Task may be one that should not be delegated.
• Manager unwilling to relinquish control.

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Span of Management

• Decentralization - structure in which power and
  control are systematically delegated to lower
  levels in the organization.
  
• Span of Management - number of subordinates who
  report directly to a manager. Affects the total
  number of relationships within an organization.

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Types of Relationships

• Direct - supervisor over subordinates
• Cross - relationships among subordinates
• Group - relationships between groups of
  subordinates

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Factors that Influence the Span of Management

• Competence of Manager
• Competence of Subordinates
• Staff Assistance
• Activities Performed
• Physical Dispersion
• Performance Standards

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Differentiate between Line and Staff positions

• Line Positions - positions in the direct chain
  of command which the supervisor has direct
  authority and specific responsibility.
  
• Staff Positions - positions which are outside of
  the direct chain of command that are primarily
  advisory or supportive in nature.

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Types of Authority

• Line Authority - right to direct the work of
  others and to require them to conform to
  decisions, rules, policies, and goals.
  
• Functional Authority - special right authorized
  by Top Executive to a staff position based on
  specialized knowledge, expertise, position (e.g.
  Legal Counsel)

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Influence of Structure on Organizational Culture

• Organizational Culture - the shared experiences,
  stories, beliefs, norms, and actions that
  characterize an organization.
  
• Culture has a significant influence on the
  effectiveness and the efficiency of an
  organization.
  
• Organizational Structure also has an influence on
  organizational culture.

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Conclusions

• The two basic principles of organizational design
  are unity of command and span of management.
  
• Five organizing concepts include Job
  Specialization, Grouping Jobs, Delegating
  Authority and Responsibility, Span of Management,
  and Managing Line and Staff Positions
• Multiple advantages and disadvantages with Job
  Specialization.

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Conclusions

• 4. Job Rotation, Job Enlargement, and Job
  Enrichment are alternatives to Job
  Specialization.
  
• 5. Jobs can be grouped by function, product,
  location, customer, process, time, or mixed
  unit.
  
• 6. Delegating responsibility with authority is
  essential for successful organizations.

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Conclusions

• 7. Span of management affects the number of
  layers and relationships in organization.
  
• 8. Line positions are under direct authority of a
  supervisor. Staff positions do not have direct
  supervisory authority.
  
• 9. Organizational structure influences culture.
  Effective communication is important to overcome
  bureaucratic climate.

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Next Week

• Performance Appraisal

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Assignment

• Brody, Chapters 8 9

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Have a good weekend!