HUMAN ASPECTS OF ORGANIZING

1. HUMAN ASPECTS OF ORGANIZING Review Steps in Staffing Technical Organizations 1. Human Resource Planning 2. Personnel Selection (effective résumés, employment application, campus interviews, reference checks, plant visits, job offer) 3. Orienting and Training New Employees and Performance Evaluation Nature of Authority Sources of Authority and Power Importance of Status and Culture System of assignment, delegation and accountability Committees and Meetings (Reasons for using, problems, and methods for making them effective) Dr.B.G.Cetiner cetinerg@itu.edu.tr

2. Human Aspects of Organizing Staffing Technical Organization Finding, attracting and keeping personnel of the quantity and quality needed to meet organizational goals A. Human Resource Planning Process of hiring technical professionals 1. Personnel on hand 2. Need: Estimate number of professionals needed (6 months to year) 3. Estimate expected attrition (resignation, transfers and promotions, retirements etc.) 4. Establish need for increase (increase=need-personnel on hand+attrition) 5. New College Hires 6. Experienced Professionals 7. Technician Support 8. Other Sources (outsourcing) Dr.B.G.Cetiner cetinerg@itu.edu.tr

3. Human Aspects of Organizing Hiring Managers Similar plan needed for staffing management positions Most middle and upper level management positions filled by promotions A healthy organization needs large number of first line managers each year Dr.B.G.Cetiner cetinerg@itu.edu.tr

4. Human Aspects of Organizing B. Personnel Selection Essentially a filtering process * Résumés or applications are reviewed * Potential candidates are screened in campus or telephone reviews * References are checked * Company interview and tests if necessary * Starting Salary and Job offer Dr.B.G.Cetiner cetinerg@itu.edu.tr

5. Human Aspects of Organizing Résumé and Cover Letter 1. Name, address and telephone numbers 2. Current Job Position 3. Current and longer term employment objectives 4. Summary of education 5. Employment Experience 6. Publications, presentations and patents 7. Awards and honors 8. Professional Affiliations 9. References (available by request) Writing effective Résumé is an important skill. Dr.B.G.Cetiner cetinerg@itu.edu.tr

6. Human Aspects of Organizing C. Orientation and Training/ Performance Evaluation Orientation and Training Personnel Department’s duty About the work, mission, objectives, quality and safety Performance Evaluation Many techniques. Oldest one is rating technique - Define a table of questions - Give Rating for each row in table from Outstanding to inadequate For example, 1. Knowledge of the work 2. Quality of the work 3. Quantity of the work 4. Attendance and Punctuality 5. Carrying out instructions 6. Overall Evaluation Dr.B.G.Cetiner cetinerg@itu.edu.tr

7. Orders Unacceptable Neutral Zone of indifference (unquestionably acceptable ) Human Aspects of Organizing Nature of Authority Formal Authority Legitimate power, the right, based on one’s position in an organization, to direct the work of activities. Similar approach is in whole society The rights are guaranteed in the constitutions of societies Acceptance Theory of Authority If a directive communication is accepted by one to whom it is addressed, its authority for him is confirmed or established. Why majority of requests are obeyed, or complied with in organizations? Dr.B.G.Cetiner cetinerg@itu.edu.tr

8. Human Aspects of Organizing Sources of Power 1. Legitimate or position power (authority) 2. Reward power, the power to reward others for cooperation 3. Punishment power, stemming from fear of punishment 4. Expert power, stemming from a person’s capability and reputation 5. Referent power, based on an attraction to or identification with another individual that makes the follower want to behave or believe as the other does. Called charisma, a special personal gift for inspiring others. 6. Power through access to important individuals 7. Power obtained through ingratiation or praise 8. Manipulative power 9. Power of persistence or assertiveness 10. Power via coalition The first three are sufficient to obtain adequate response. Power is ability to cause action, politics is the art of obtaining power. Dr.B.G.Cetiner cetinerg@itu.edu.tr

9. Human Aspects of Organizing Status Two Types of Status 1. Functional Status: Derives from one’s type of work or profession 2. Scalar Status: Due to one’s level in the organization. Culture: Collectivity of some practices and habits Try to establish a culture that will be most effective in achieving the goals of the organization Dr.B.G.Cetiner cetinerg@itu.edu.tr

10. Manager Exacts (requires) accountability (responsibility) from Delegates authority to Assigns duties to Subordinate Human Aspects of Organizing Assignment, Delegation and Accountability Authority should be commensurate with responsibility. You cannot delegate responsibility. Dr.B.G.Cetiner cetinerg@itu.edu.tr

11. Human Aspects of Organizing Reasons for Delegation 1. Delegation relieves the manager 2. The subordinate is given a chance to develop his skills 3. Tends to locate decision making closer to work being performed Dr.B.G.Cetiner cetinerg@itu.edu.tr

12. Boss, We have a problem Monkey=Problem Human Aspects of Organizing Barriers to Delegation for Engineers Engineer is trained in a discipline. When he becomes manager he will be responsible for others. He has the responsibility to train his subordinates. Insecure managers load themselves with subordinate’s problems. Problem: Who has got the monkey? Dr.B.G.Cetiner cetinerg@itu.edu.tr

13. Human Aspects of Organizing Barriers to Delegation for Engineers Insecure managers load themselves with subordinate’s problems. Problem: Who has got the monkey? I am busy now. Send me a memo. Monkey=Problem Dr.B.G.Cetiner cetinerg@itu.edu.tr

14. Human Aspects of Organizing Barriers to Delegation for Engineers Insecure managers load themselves with subordinate’s problems. Problem: Who has got the monkey? I am busy now. Send me a memo. Monkey=Problem Dr.B.G.Cetiner cetinerg@itu.edu.tr

15. Human Aspects of Organizing Barriers to Delegation for Engineers Place the monkey on the desk between you and subordinate and figure out together how the next move might be subordinate’s (try to put the monkey back on the shoulder of subordinate). Monkey=Problem Dr.B.G.Cetiner cetinerg@itu.edu.tr

16. Human Aspects of Organizing Decentralization As organizations become larger, it no longer is effective (or even feasible) to make all decisions at the top. Better decisions are possible due to closeness to problem. The dangerous result is loss of control at the top. Effective Balance of Decentralization and Centralized control of key decisions Allocation of Major financial resources have to be central. Dr.B.G.Cetiner cetinerg@itu.edu.tr

17. Probably most maligned but one of the most common forms of organization structure c A committe contains two or more people who are officially designated to meet some specific purpose Found in every type of organizations; small or large, public or private etc. Committee is defined as a group of men who keep minutes but waste hours. So be careful with committees c c c Human Aspects of Organizing Committees and Meetings Committees Dr.B.G.Cetiner cetinerg@itu.edu.tr

18. Policy making and administration c Sharing knowledge and expertise Pooling of authority Representation Securing Cooperation in execution Training of participants c c c c c Human Aspects of Organizing Committees and Meetings Reasons for using Committees Dr.B.G.Cetiner cetinerg@itu.edu.tr

19. Tendency to produce compromise solutions c Committee decisions are inferior Inability of holding one person responsible Usually Delay in solving Problems c c c SOLUTION Treat committee as advisory one and hold responsible someone (usually chairman of committee) Human Aspects of Organizing Committees and Meetings Problems with Committees Dr.B.G.Cetiner cetinerg@itu.edu.tr

20. Committee Purpose and Chair c Committee Size and Memberhip Preparation for the meeting Meeting follow-up Meeting follow-up Conduct of the meeting Group Relations functions 1. Encouraging 2. Expressing group feelings 3. Harmonizing 4. Modifying (according to group) 5. Keeping communication open 6. Evaluating Task functions 1. Initiating (tasks, ideas, or procedures) 2. Information or opinion seeking 3. Information or opinion giving 4. Clarifying (status of discussion) 5. Summarizing 6. Testing for consensus c c c c c c c Human Aspects of Organizing Making Committees Effective Dr.B.G.Cetiner cetinerg@itu.edu.tr