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{Basics of Integrated Management System concept of TQM}
Chapter l
the basics of administrative
by
MUNTASAR KAZEM JABBAR
It includes the following topics.
1 - The concept of regulation: -
Regulatory definitions
- process which includes defining tasks and allocation of resources and the creation of interconnected activities for individuals and groups to implement the plans. } {Schermer
- determines the format and manpower activities and the relationships between them through a specific management framework. {Bernard}
- how the arrangement is whereby employees to facilitate achieving the goals agreed by the distribution of powers and responsibilities. "John Gros"
Importance of the regulation:
1 - helps the organization in achieving the main objectives of the community with the best possible efficiency through coordination and good exploitation of the available physical resources.
2 - leads to the creation of the right atmosphere to work and the stability of the workers and urged them to increase their efforts to achieve the objective of the participant.
3 - proper regulation contributes to facilitate communication between individuals and work groups, which leads to the flow of information throughout the organization and to achieve consistency between the working groups in the administration.
4 - helps to create a spirit of cooperation and solidarity between individuals to achieve specific objectives.
5 - helps to take advantage of cutting-edge styles in the performance of work including the benefit of management efficiency in achieving services.
6 - leads to communicate a clear and specific as to achieve the continuing work within the system the various major groups.
7 - confirming the priority of work and orderly and precise among individuals and groups according to objective grounds based on the laws, regulations and instructions in force, in order to prevent personal interpretations improvisational is studied.
8 - the distribution and allocation of resources of the organization in accordance with the priorities and the importance of objectives to be accomplished.
9 - granting authorities and powers in the form that fits the duties and tasks required to be performed by organizational units and individuals in the various administrative levels.
The principles of the organization:
1 - Scope of Supervision:
Intended scope of the supervision of the number of people who manager can supervise personally efficiently and effectively, and no one can say for sure a certain number of subordinates belonging to the manager or one supervisor, but generally defines the scope of (10) to (30) for workers staff, and (3) to (8 ) for workers In normal business administrators (CEO) usually trained individuals to perform specific aspects of their activities in a manner and to pray to their mastery van work requires some sort of control or supervision The routine nature to some extent.
2 - up unit (command unit):
Illustrates this principle need to undergo all subordinate President one and not presidents or more, a person who is forced to please the presidents or the same time for the same job, can not in fact to make every effort, and it becomes a different him, and tries to stall and see which is the greatest influence and possibly the function in a way that makes the other angry president for failing to follow his orders as it should, which alters chaos and common responsibility duplication and conflict within the organization.
3 - Centralized authority and decentralized:
Checks the distribution of administrative authority in organizations for two ways, first way is the central and the second method is decentralized, which means the central concentration of power in the administrative level the top and are resorting to it with a view to strengthening the administrative authority and strengthened with extend their influence and control, and standardization of the body that has the power to it, while the mean decentralization of administrative authority is divided and distributed from the central body
- represented in the senior management level - and other bodies is where the central administrative recent exercise its authority under the supervision and control of the first.
With the large size of the organizations and the expansion of its activities and the spread of its branches becomes difficult for the central body of the organization that dominate the management of branches
The can be delegated authority, while the President can not in any organization to delegate responsibility, have responsibility not delegated, arise from the exercise of the owner responsible authority, and thus be held hostage to power and responsibility presumption of her, and every new regulation, we find proportional to the authority and responsibility.
2- Functional specialization and division of labor :-
The general concept
Known as the division of labor specialization career. Most people can earn a living working in certain jobs, but something that requires the production of many people. Everyone plays a role in the total system work. This is because each individual specializes in play, it may be carpenter, lawyer, doctor, etc.. Specializes workers because the modern system of production based on specialization, ie, that the production of one commodity divided by the number of operations performed by each worker the only specialist.
From the above it is clear that the concept of quality of regulation within the various institutions focuses on the following steps:
1 - Determine the nature of the activities that should be carried out, based on the goals of the organization.
2 - To achieve these activities to specific locations (departments, divisions, units) and individuals assigned the completion of the tasks contained in these activities.
3 - Appointment of director (responsible) for each activity and the appropriate authorities authorized to supervise subordinates and accomplish required.
4 - liaison and coordination between departments, sections and determine the basis of official relations between them.
5 - Provide appropriate means and resources to do the work in the best possible case.
Advantages of the division of labor:
First: Specialization in work is performed to increase production.
When specializes we find that the repetition factor in what role increases the speed, which helps to produce a larger quantity of the product. In other words superiority and speed factor becomes clear and noticeable increase in production. Thus, through the division of labor exploit the extraordinary skills of workers to the hilt.
Second: Practice makes perfect.
Occupation experience makes workers to know the difficulties likely to arise during the work. As an example, we find skilled mechanic as soon as he hears complaint determines holidays and forfeits in the case.
Third: The capacity can be used to the maximum degree.
Useful to each individual to exercise his length of time and focus it because the practice raises efficiency and helps the Group to renewal and innovation.
Fourth: Specialization helps in the speed of performance.
When the process is divided into a number of specialized jobs, less time spent in the implementation as a whole. Working proficiency in play helped him to accomplish in the shortest possible time, and therefore the job is done also in total in less time.
Fifth: optimization of the machines.
If the worker has led all stages of the production of a commodity, will become the servo or only tool used is occupied and the rest of the machinery remain free without work. With all the tools division of labor used because each worker busy instrument belonging to the part that done, everyone of them cut and another sewing .. etc..
3 - Organizational structure:
known as :-
A system of reports and authorities in power relations taking place within the organization.
Explanatory diagram between the circles and Main sections of the organization.
How to Draw Structure:
1 - clarify the functions and senior management at the top of the map such as the Governing Council by the Director-General and the Director of departments, heads of departments, and then the smaller units until the base of the map where there are labor jobs.
2 - Indicates stocks falling to the flow lines of communication from top to bottom to move orders and decisions from the top of the organization to departments and sections at least, and senior management (Council departments or the Director-General) to departments of the middle and lower carrying these lines (downlink) resolutions and directives from the top to the levels at least Organization.
3 - lines emerging from the bottom up clear lines of communication between parts of lower and higher levels is delivering reports and proposals, inquiries, complaints and recommendations from at least departments and divisions of the Supreme destinations so that describes the progress, results and performance deviations.
4 - dashed lines (-) reached between the parts and the advisory bodies and senior management or the Director-General and the various devices.
5 - take that departments at one level a standard format (squares or rectangles) as reflected on one level from top to bottom so that there are bigger departments top of the map and then followed by at least the level of where and so no conflict is sponsored by the lines of communication.
6 - There are small sections find reports directly to the Director General for relevance, public relations, security and legal advisor and research and development department and sometimes the internal audit.
Types of organizational structures:
1 - Executive Structure:
It is the simplest types of organizational structures, a structure that allows a clear line of authority from the highest level to the lowest level, which is not a person in the organization responsible Musharraf or Prime only.
That with the size of the Organization be difficult for the Director of the knowledge of all aspects of work- related in his administration, and then it must be the use of parts of assistants to assist the Executive Director
in the performance of functions more accurate specialized in offering him advice without it have a role in the exercise of power, therefore they are called consultants.
It features a fast decision-making structure and weak escape from responsibility and the need for permanent regulation of managers with high expertise.
2 - Career Structure:
The functional structure aims to provide an opportunity for individuals to reach their maximum functional specialization as possible, where the Director has the authority structure of individuals in all other departments for their performance of functional have is Msiullachm.
3 - Organizational Structure Consultant:
It is known that the consultant an important role in providing opinion and advice in addition to that they have the power to recommend, but not to them at the same time the power of the authority to implement what they see for the other departments, and though the consultant the opportunity to exercise influence through the Chief Executive, who works recommendation despite of his presidency to the official consultant.
And most often turn to counseling organizations due to the urgent need to address some of the details and specify the information required to provide advice and decision-making for some of the difficulties.
Modern organizational structure types:
1 - matrix structures:
Is Bmujtha collection of individuals and equipment on according to the foundations of structures, functional or divisive, highlighting the specificity of this kind of a "project" that are held in locations as far apart or specialty to manufacture certain products, where each project, independent management, a group of divisions and sub- units.
It includes the formation of structures "work teams", where individuals are grouped with certain disciplines of departments and sections of the organization, for the purpose of assigning the completion of the tasks may be permanent or temporary.
2 - the structures of the team:
It includes the formation of structures "work teams", where individuals are grouped with certain disciplines of departments and sections of the organization, for the purpose of assigning the completion of the tasks may be permanent or temporary.
7 - Find the employees' motivation: to help the employees to understand the message the direction of the organization and the link between them and the track of the year.
Criteria for the formulation of the organization's mission: -
1 - Definition of the basic product for the organization (product - service)
2 - Definition of customers and markets and their needs to be met.
3 - technologies: developments that can be used.
4 - Growth and Profitability: The message should reflect the aspirations and profit expansion.
5 - the philosophy of the organization: You must include the culture and values of message management.
6 - social responsibility and public opinion: the products must be reliable and efficient operations.
Standards that affect the formulation of the organization's mission: -
- The history of the organization.
- The capacity of power characteristic of the organization.
- Opportunities and threats facing the organization.
- The availability of resources available to the Organization.
The good properties of the mission: -
1 - acceptable: acceptance of all employees.
2 - Flexible: a balance between flexibility and rigidity and adapt to the environment.
3 - measurable: goals realistically formulated to help on the measurement and fragmentation at shorter intervals.
4 - the same motivation: enthuse staff to achieve goals.
5 - appropriate: goals agrees with the higher levels.
6 - understandable: to be effective and understood by employees of the organization.
7 - unattainable: modest goals are not fully invest the resources nor be too ambitious to some extent is difficult and must be a proper balance between the two extremes.
5 - The impact of technology on the performance of the organization and the administrative
process :-
The concept of technology
Experienced technology like any other concepts to many of the discussions and debate where we find that there are concepts and terminology multi her and the reason for this to differing perspectives and intellectual references scientific zap them every researcher in the definition of technology and often see this controversy rages when sociologists and industrial scientists of regulation study of the various administrative and organizational aspects, It has been defined by some researchers as "all kinds of technical and scientific knowledge and applied that could contribute to providing the means and equipment, machinery and appliances with high efficiency and better performance so as to facilitate the human effort and save time and achieve the organization goals."
Of the above have the quality Important Tips administration responsible for the development of any organization and its mission , which are summarized taking into account the following points:
1 - the needs of consumers: Management must be concerned with the wishes and aspirations of the consumer groups.
2 - techniques: important for management review the relevant technologies and take advantage of them.
3 - Resources: Play the necessary resources play an important role in setting goals and provided.
4 - management philosophy: the values and ideals that sticks out significantly affect the administration set goals.
5 - practices of others: to be guided by a successful work of other organizations.
6 - laws and legislation: the task of the organization's activity when setting goals.
The impact of the use of information technology on organizations
1 - led to an increase in productivity in terms of increased output and reduced costs in organizations through the use of transaction processing software and office automation business and inventory control and production planning and control and reduce the length of time needed to complete the tasks and processes.
2 - to improve the overall quality management through the use of hardware and software that contribute to improving the data collection process, summarize and analyze and reporting necessary in the light.
3 - improving the decision-making process by using programs and decision-making support.
4 - improve the management of knowledge and information by using hardware and software that facilitates the process of collecting, processing, storing and retrieving large amounts of data and information is also working on the development of technical and marketing knowledge, financial and technology used in creating a competitive advantage.
5 - Development of the process of creation and organizational creativity and innovation through the use of available knowledge in various fields has contributed smart and intelligence operations in facilitating the development of goods and services, processes and methods of production and distribution.
6 - to facilitate the process of managing change in organizations through the resulting technological tools to improve the performance of the organization and increase its efficiency and effectiveness in achieving their objectives.
7 - Work on the development of distinctive goods and services and by building new knowledge bases and expert programs.
8 - the development of the organizational structure of the organization and remove the border and the intervals between the units and the various administrative levels, increase coordination and cooperation between the organization and its affiliates in the implementation of the business.
9 - Information Technology working on the development of administrative methods of the organization in line with modern management strategies and leadership change.
The quality of performance of the institution at the center of technology importance in the development of methods of communication between all levels of the organization, taking into account ongoing training and not neglecting ways to communicate traditional necessity in some cases, such as Procedures meetings continued or address the problems in situ in the presence of all those responsible for the process that they are engaged to expand the circle of communication and dissemination of awareness workmass within the institution.
6- decision-making and decision taking:-
Decision-making process: - is the main objective of which is aimed at institutions, to be achieved through administrative processes of different, which is to reach a decision is suitable for the development of the institution or to solve a problem faced by the institution, and take these scientific several stages and means, notably: brainstorming mail, which is where to put forward proposals and ideas randomly without discussing it, and after you have finished this stage, begins meeting analyzing those proposals to clarify its strengths and weaknesses, and then be reached on the proposal appropriate and make adjustments until it reached the resolution best suited, which can institution from carrying out its work the highest degrees of efficiency and effectiveness. Decision-making: a study in management Sociological.
The subject of decision-making and adoption of issues of great importance that ran pal social scientists, especially them sociology, management or psychology or politics, and starts the importance of two main components: a command academic and ordered the community and is the command (academic) in the lack of social studies generally to in-depth studies and detailed information on such a topic, as is the case in the community the importance of the color of the communities for those in charge of order planners communities or implementers with racing communities especially the developing ones to enter into the field of development and modernization, there is a difference between each of the decision-making and decision- taking.
"Thompson" and "Todan " see (a choice between alternatives seem ultimately is (decision-making), but the concept of decision is not limited to the final selection, but it refers also to those activities that lead to that choice) and it must distinguish between the concepts of decision taking and decision-making The latter represents the first stage of the decision-making in the sense that represents the last stage in the decision taking process.
We can define the task of decision-making as a process or method of rational choice between the alternatives available to achieve a particular goal. From this definition it can be concluded the following points:
- That decision-making is through the adoption of several sequential steps constitute a logical way to reach an optimal solution.
- That any position or a general problem with alternative solutions must be identified and analyzed and compared with the guidance specific rules or standards.
- Way discover alternatives and determine the selection rules and choose the best solution depends entirely on the goal or set of goals can be achieved, and the main criterion for measuring the effectiveness of the decision.
Chapter II
leadership skills in the administrative system
It includes the following themes
1 - Leader and Director
Anyone can exercise leadership, but the exercise of this command depends on the size of the authority granted. All the people are exercising leadership on a daily basis, and are not voluntary, "without attention," Some of them around the clock, while others intermittently, for example when dealing with people from another culture, we must have to have the ability to move from one style to another driving patterns, even we are in this case their commanders
Many believe, including some opinion makers and competence, that the leader and the manager are synonymous terms. The same thing is repeated in many of Administrative Studies, at the time it is advisable from her book to distinguish between these two terms, though, such as differentiating between what is required of a leader and what is required by the Director. Although the functions of each of them (the leader and the manager) may eventually aims to achieve one goal, but the method of their work remains mixed. Although some dispute the validity of it, actually refers to the existence of this contrast. Commander political, military and senior owners, religious preacher and heads of trade unions and grassroots organizations and even heads of associations and non-governmental bodies, and others, can not be classified as managers, they are the leaders in their respective locations. It is agreed that the leader who is able to influence others and transmit the enthusiasm in them and motivate them to work to achieve a particular goal. And has fungal ready and special abilities to lead people and influence them and qualities: the enjoyment of good moral character and courage and the ability to innovation, creativity and gain supporters, and has the ability to recognize the image of the company in the minds of others.
The Director is the person responsible for an institution with an entity, and has the authority to issue orders and decisions, in charge of solving problems within his organization, and works in conjunction with his subordinates in a way that allows them to make the most of available resources to achieve the Action Plan 0, and qualities (successful manager):
To be intelligent, vital, decision maker, planned brilliant, believes that working with the team is way shorter to reach the goal, fluent in the communication process, able to coordinate activities within the organization and understanding of the management functions (planning - organization - Implementation - Guidance - Monitoring and Evaluation
We are looking for LED distinct and not managers.
Leadership qualities are not tied to a particular position. Many executives do not enjoy the qualities of leadership, but they are experienced managers. And experience, does not necessarily operate by the
Director commander, but the work of the President or the Director-president or director of a veteran, or experienced.
Nine differences between the leader and the Director
As mentioned {Stephen Rainsmt},
1 - the leader innovates and performs Director
2 - Commander Director initiates and manages
3 - Commander of origin and Image Manager
4 - commander develops and protects and preserves Director
5 - trusts commander and director monitors
6 - infinity commander and director limited outlook outlook
7 - the leader asks: Why and Director asks: How
8 - commander asked the maximum and Director asked the minimum
9 - Commander correct functioning and Director
working properly.
2 - influence, power and skill earn others
Elements of the influential leader:
First / be an educator:
Particularly the impact of events Commander of Education and Commander breeder is to understand the goals and objectives of the Education and stages is summarized as a whole in three things: -
the formation and composition:
Know the configuration process and stages of formation as: development of specific knowledge and behaviors required kinetics appropriate means and intellectual suitable means, in an atmosphere and sentimental appropriate.
Power bonus.
the power of coercion / punishment. the power of the experience.
Power imitate and admiration
3 - Negotiation Skills:-
The (negotiation of the things that We practice constantly, It is a dynamic process that occurs in our daily life situations )
But what is to negotiate ..?
Is a natural behavior of human uses when interacting with its surroundings, a process of communication and ongoing contacts between the two fronts to reach an agreement that meets the interests of both parties. It is a process of dialogue and communication and ongoing communication between two or more parties because there are points of agreement and difference in the common interests.
We live in an age of negotiations, both between individuals and organized groups at large and small
And science of negotiation derives its inevitability of being a director or the only civilized port can be used to address the outstanding negotiating issues between people, The (negotiation) of the things that We practice constantly. So master this art, is very important especially in the field of school administration as to resort to this skill in the completion of the bulk of its work by virtue of correlation function directly in dealing with individuals in the vicinity of the school community and outside and talk shows on the character and behavior and morals of the speaker should be to allocate administrative and teachers to choose for themselves method Optimization of what reflected their personalities from a good example for future generations formulated composition of cognitive and moral influenced curriculum education information and hidden them. Through this research we will see how we can develop our skills in this art through access to the historical development of him and the role of this skill in resolving and addressing the problems of working through analysis of the problem positive and constructive dialogue as one of the alternatives to successful solutions and placed on the ladder of priorities in the opponent's first choice for many of the other alternatives and the duration and then negotiating will put the importance of dialogue in scientific decision-making and logical through which we walk institution school to reach its objective.
4 - Administrative Writing Skills
How do we begin writing reports
o Select the objective of the report.
o Select the recipients of the report. o Select the information and the method necessary to achieve the goal.
o Never write some thoughts on the topic, and see what I wrote.
o concluded the main ideas which you wrote. o Try to put these ideas in the form of sequential
Take into account the display content
o be focused: No deviate from the objectives of the letter or report
o To be coherent: there is a link between its various parts. o to be arranged and coordinated.
o be supported by information and hard facts.
Set certain amount structure report
Constructivist structure is a general description and rationale for the display content, summarizes the subject, in the form of rank, representing a design that will be the drafting of this topic.
The purpose of helping the recipient of the message or the report in its formulation, and his ideas in a logical order, and show the relationships between the various parts, and setting limits study of the subject as well as to assist the recipient to understand and accept what they will.
Characteristics of a good text:
- Consistency: interdependence sections, ordering information, include the meanings toward the goal.
- Brevity: prevent repetition, using the fewest words, do not use the known facts without a goal, and narrative details.
