STI Academic Center

P. Sanchez Street corner Pat Antonio

Street Sta. Mesa Manila, 1035 Metro Manila

Planning and Coordination

Coordination is not really a separate function of management but in fact it is the essence
of management. Coordination activates each function of management and makes
them effective and purposeful. It helps in achieving harmony among individual efforts for
attaining organizational goals.

An effective Coordination activities and structures can bring a sense of order to the
resulting chaos. Coordination in general may be defined as intentional actions to
harmonize individual responses to maximize impact and achieve synergy. a situation
where the overall effect is greater than the sum of the parts

Two (2) Types Coordination

Internal Co-Ordination: Coordination is internal when it is established

between different departments and units of an organization.

External Co-Ordination: External coordination refers to the coordination between an

organization and its external environment.

Proper Planning is a full-service meetings & events company with a diverse team of
creative professionals producing both virtual and physical events worldwide.

MGMT 1 – Leadership and Planning and Coordination Week No. 10-11 Handout
Teamwork
 STI Academic Center
P. Sanchez Street corner Pat Antonio
Street Sta. Mesa Manila, 1035 Metro Manila

Planning, Organizing and Coordinating

Planning, Organizing and Coordinating involves proactively planning, establishing

priorities and allocating resources. It is expressed by developing and implementing
increasingly complex plans. It also involves monitoring and adjusting work to accomplish
goals and deliver to the organization’s mandate.

Behavioral Scales

Level 1

 Efficiently uses time to completes tasks/projects on time through the routine

planning of own work and organization of resources.
 Keeps appropriate people informed on progress of tasks/projects.

Level 2

 Develops work plans for others considering the team’s objectives, responsibilities,
accountabilities, timelines and resources.
 Prioritizes work of the team in order to meet the team’s objectives.

Level 3

 Organizes and coordinates the allocation of staff, funds, technology, process

and/or facilities.
 Makes plans based on analysis and interpretation of organizational goals.
 Monitors and evaluates the impact of the project on others and effectively
communicates at appropriate stages.

Level 4

Develops operational plans and provides contingencies.

 Establishes measures to assess progress against the plan.

 Adjusts the plan appropriately and takes initiative to follow through rather than wait
for problems to arise.

MGMT 1 – Leadership and Planning and Coordination Week No. 10-11 Handout
Teamwork
 STI Academic Center
P. Sanchez Street corner Pat Antonio
Street Sta. Mesa Manila, 1035 Metro Manila

 Recognizes problems, takes corrective/preventive action and keeps people

informed of plans, progress, and decisions.

Level 5

 Develops and implements efficient work plans for complex projects.

 Demonstrates a strong understanding of the relationships among various
components of large-scale programs that cut across groups, organizing them so
that resources are used most effectively.
 Is prepared for, anticipates, and effectively deals with problems and roadblocks

Level 6

 Demonstrates an in-depth understanding of the relationships both internal and

external to the organization and takes timely, strategic actions in facilitating groups
and diverse areas to work together effectively and accomplish the mandate of the
organization.
 Ensures contingency plans exist for problems and situations that might occur that
could impact achievement of the organization’s strategy

Coordination helps to avoid conflict between individual and organizational goals. It

brings about harmony between the two types of goals by making individuals see how their
jobs contribute to the common goals of the organization. Coordination avoids all
splintering efforts that may destroy the unity of action.

Three (3) types of coordination.

Mutual adjustment

Direct supervision

Standardization

Three types (3) standardization.

 Work processes

MGMT 1 – Leadership and Planning and Coordination Week No. 10-11 Handout
Teamwork
 STI Academic Center
P. Sanchez Street corner Pat Antonio
Street Sta. Mesa Manila, 1035 Metro Manila

 Work outputs
 Worker skills

Coordination by Mutual Adjustment is the joint activity whereby each team member
aims to align his actions so that they fit those actions contributed by the other team
members

Direct Supervision

Achieves coordination by having one person take responsibility for the work of others,
issuing instructions and monitoring their actions. An example is the offensive unit of a
football team. Here, there is marked division of labor and specialization, and the efforts
of the players are coordinating by a quarterback calling specific plays.

If the organization is large enough, one person cannot handle all the members, so multiple
leaders or managers must be used, then the efforts of these people (the managers) are
coordinated by a manager of managers, and so on.

MGMT 1 – Leadership and Planning and Coordination Week No. 10-11 Handout
Teamwork
 STI Academic Center
P. Sanchez Street corner Pat Antonio
Street Sta. Mesa Manila, 1035 Metro Manila

Standardization

A third mechanism of coordination is standardization. Here, the coordination is achieved

"on the drawing board", so to speak, or "at compile-time" if you like, not during the action
or "run-time". The coordination is pre-programmed in one of three ways:

Work Processes. An example is the set of assembly instructions that come with a child's
toy. Here, the manufacturer standardizes the work process of the parent. Often, the
machinery in a factory effectively standardizes work by automatically providing only, say,
blue paint when blue paint is needed, and only red paint when red paint is needed.

Outputs. Standardized outputs means that there are specifications that the product or
work output must meet, but aside from that the worker is free to do as they wish. Stereo
equipment manufacturers have a lot of freedom in designing their products, but the
interface portions of the product (the connections to other stereo devices like CD's,
speakers, tape-recorders, etc.) must be the same as everyone else's, or else it would be
hard to put together a complete system.

Worker Skills. Professional schools, like medical schools, law school, business school,
produce workers that do stuff the same way. How do you treat a staphylococcus infection?
You use one of the following antibiotics. It's a series of recipes that are memorized.
Employers (e.g., hospitals) can rely on these employees (physicians) to do things the
standard way, which allows other employees (e.g., nurses) to coordinate smoothly with
them. When a surgeon and an anesthesiologist meet for the first time in the operating
room, they have no problem working together because by virtue of their training they know
exactly what to expect from each other.

Fitting Coordinating Mechanisms to Tasks

Simple tasks are easily coordinated by mutual adjustment. As organizational work

becomes more complicated, direct supervision tends to be added and takes over as the

MGMT 1 – Leadership and Planning and Coordination Week No. 10-11 Handout
Teamwork
 STI Academic Center
P. Sanchez Street corner Pat Antonio
Street Sta. Mesa Manila, 1035 Metro Manila

primary means of coordination. When things get even more complicated, standardization
of work processes (or, to a lesser extent, of outputs, or of skills) takes over as primary,
but in combination with the other two. Then when things become really complicated,
mutual adjustment tends to become primary again, but in combination with the others.

Causes and Effects of Time and Resource Constraints

Constraints of Work Environment

Undertaking a maritime commissioning requires individuals to spend longer months away

from home and other acclimatized surroundings. At times, this could cause severe
debilitating scenarios when professionals feel the strain of being restricted to the work
environment, getting to them. Such type of working environment leads to frustration and
stress, resulting into conflicts between seafarers.

MGMT 1 – Leadership and Planning and Coordination Week No. 10-11 Handout
Teamwork
 STI Academic Center
P. Sanchez Street corner Pat Antonio
Street Sta. Mesa Manila, 1035 Metro Manila

According to classification, shipping jobs or working at sea has been classified as one of
the ten most dangerous jobs in the world. Although as an outsider it might sound
surprising (considering how people think it as a “glamorous” job), ask a seaman and he
would enumerate various difficulties attached with the job. Careful examination of the
prospective hazards makes one realize that this job is not for the weak hearted, those
who get homesick easily, or those who find it difficult to work in a harsh environment.

In every kind of profession there are a variety of professional hazards to deal with and
person’s ability to perform any job is tested based on his response to these hazards.
Similarly, there are ways to deal with the professional problems faced on ships and one
shouldn’t be discouraged to take up an exciting and rewarding career in merchant
mariner.

Strict physical fitness is of utmost importance as any kind of shipping job is quite enduring
and the hardships that one usually faces cannot be coped without a health condition that
borders impeccability.

Ships are always in a state of motion be it the usual swaying movement or heavy rolling
or pitching. This constant motion leads many to motion sickness which is not a very
simple issue to deal with, even for those with the best sea legs.

MGMT 1 – Leadership and Planning and Coordination Week No. 10-11 Handout
Teamwork
 STI Academic Center
P. Sanchez Street corner Pat Antonio
Street Sta. Mesa Manila, 1035 Metro Manila

Sea voyages expose the ship’s crew to extreme temperature and weather conditions
especially during long journeys spanning many countries or continents. Such long
voyages take the ships to the bitter cold of Alaska or Scandinavia and to the hot and
humid conditions of the tropical region or the Persian Gulf. A seafarer working on ship
should be fit enough to face any kind of weather and work in any kind of environment.

Accidents tend to occur frequently on ships and are a part and parcel of shipping jobs.
The most frequent ones are often related to people falling into the sea, falling onto the
deck, in the engine room, or from any of the ship structures while working. Moreover,
there are large numbers of mechanical and electrical equipment on the ships deck and
the engine room, and they must be used very carefully. With advancement of technology,
ships now have a several machinery systems and tools on board. Seafarers are
thus required to deal with such complex and hazardous machinery on a daily basis.
The physical health of the seaman is at risk all the time because of the extreme toiling
conditions. Long and continuous exposure to direct sunlight or harsh weather while
working on the deck or extremely high temperature and noisy environment in the engine
room can lead to health complications. Long and close exposure to ultraviolet radiation
from the ship’s radar and radio have also been noted as one of the reasons for health
problems in the past. On some ships, the inner cabins and living quarters of the ships are
not very airy and ventilated. They are at times noisy and hot, which is a perfect condition
for the growth of germs and only a truly healthy man with a perfect immune system can
face it.

Although shipping companies take all the care possible for their crew and provides them
with the best of what is available, it is the condition of the sea, the harsh and ever-
changing weather, and continuous working hours, which make shipping jobs difficult.

A shipping job also attracts many psychological problems for those who can’t keep up
with the hectic scheduling and the lifestyles. Adding to them are professional politics
and conflicts that arise between seafarers that make living on board ships more difficult.

MGMT 1 – Leadership and Planning and Coordination Week No. 10-11 Handout
Teamwork
 STI Academic Center
P. Sanchez Street corner Pat Antonio
Street Sta. Mesa Manila, 1035 Metro Manila

Working on ships is difficult but not impossible. Through there are several factors that
leads to physical and psychological stress among seafarers , people working on
ships must take the right attitude to break monotony and improve interpersonal
relationships on ships and work towards keeping their mind and body fit.

Work Pressure

Working aboard a ship requires constant activity on the part of seafarers. At times,
necessity might demand that the seafarers put in extra hours in their allotted free time.
Long working hours, unfriendly working environment, and limited resources are a part of
working on ships. At such situations, any minor verbal discord can result into a major
conflicting confrontation needing to be settled at the earliest.

MGMT 1 – Leadership and Planning and Coordination Week No. 10-11 Handout
Teamwork
 STI Academic Center
P. Sanchez Street corner Pat Antonio
Street Sta. Mesa Manila, 1035 Metro Manila

Work pressure induced conflicts can also stem in case multiple operations are required
to be carried out at the same time and there is a distinct lack of enough working personnel
to carry out all the operations efficiently. While prioritizing the tasks in their order of
urgency, conflicts could arise between the seafarers.

Causes and Effects of Time and Resource Constraints / Work Pressure

Occupational health and safety (OHS) matters at sea is a topical issue for the shipping
industry. It is the consensus, both from the industry and researchers, that there is a deficit
in decent work for the seafaring labor force. Attempts at addressing this deficit rest largely
on global regulatory mechanisms in the form of international conventions promulgated by
the two main bodies with oversight for the industry. These are the International Labour
Organization (ILO)

Causes and Effects of Time and Resource Constraints

and the International Maritime Organization (IMO). These conventions are given effect at
the national level through member State laws and regulations. Despite a proliferation of
conventions, regulations and systems to ensure safety at sea, the outcomes are less than
desired. This is particularly acute for the OHS of seafarers where the evidence continues

MGMT 1 – Leadership and Planning and Coordination Week No. 10-11 Handout
Teamwork
 STI Academic Center
P. Sanchez Street corner Pat Antonio
Street Sta. Mesa Manila, 1035 Metro Manila

to demonstrate that seafarers bear excess risk of ill-health and injuries when compared
with other high-risk land-based industries such as construction.

Causes and Effects of Time and Resource Constraints

Causes of time constraints

 Schedule.
 Project completion.
 Development backlog.
 Labor costs.
 Resource allocation.

Causes and Effects of Time and Resource Constraints

A schedule constraint is a limitation placed on a project schedule that affects the start or
end date of an activity.

Example

A constraint date can be used to restrict the start of an activity to occur no earlier than a
speciCauses and Effects of Time and Resource Constraints

Every project needs to end and that's what Project Completion is all about in the last
phase of the project life cycle. The key activities in project completion are
gathering project records; disseminating information to formalize acceptance of the
product, service, or project; and performing project closure.fied date, rather than allowing
the dates to be determined by the planning process.

Causes and Effects of Time and Resource Constraints

Development Backlog

A backlog is a list of tasks required to support a larger strategic plan. In a

product development context, it contains a prioritized list of items that the team has

MGMT 1 – Leadership and Planning and Coordination Week No. 10-11 Handout
Teamwork
 STI Academic Center
P. Sanchez Street corner Pat Antonio
Street Sta. Mesa Manila, 1035 Metro Manila

agreed to work on next. Typical items on a product backlog include user stories, changes
to existing functionality, and bug fixes.

Causes and Effects of Time and Resource Constraints

The cost of labor is the sum of all wages paid to employees, as well as the cost of
employee benefits and payroll taxes paid by an employer.

Resource allocation is the process of assigning and managing assets in a manner that
supports an organization's strategic goals

See this video ; https://www.youtube.com/watch?v=Qc5L0bcsdHk

Continuation week 11-12

End of 10th – 11th Week

MGMT 1 – Leadership and Planning and Coordination Week No. 10-11 Handout
Teamwork
 STI Academic Center
P. Sanchez Street corner Pat Antonio
Street Sta. Mesa Manila, 1035 Metro Manila

Reference:

https://my.hr.gov.nt.ca/competencies/planning-organizing-and-coordinating

http://www.analytictech.com/mb021/coordination.htm

https://www.marineinsight.com/life-at-sea/challenges-of-a-job-at-sea-difficulties-of-a-shipping-job/

https://www.marineinsight.com/life-at-sea/challenges-of-a-job-at-sea-difficulties-of-a-shipping-job/

https://www.he-alert.org/filemanager/root/site_assets/standalone_article_pdfs_1220-/he01370.pdf

https://www.he-alert.org/filemanager/root/site_assets/standalone_article_pdfs_1220-/he01370.pdf

oogle.com/search?q=Project+completion.&rlz=1C1CHBF_enPH877PH881&oq=Project+completion.&aqs
=chrome..69i57j0i22i30l9.1686j0j7&sourceid=chrome&ie=UTF-8

MGMT 1 – Leadership and Planning and Coordination Week No. 10-11 Handout
Teamwork
 STI Academic Center
P. Sanchez Street corner Pat Antonio
Street Sta. Mesa Manila, 1035 Metro Manila

MGMT 1 – Leadership and Planning and Coordination Week No. 10-11 Handout
Teamwork