OVERVIEW

OF
ADMINTRATION
&
MANAGEMENT
INTRODUCTION
• Nursing administration is the system of activities directed towards the nursing
care of patients and includes the establishment of over all goals and policies.

• The nursing department constitutes the largest single group of hospital

employees, averaging more than half of the total strength
 MEANING

• "Administration” (Latin word)

• "ad + ministaire",
• - to care for

• - to look after people

• - to manage affairs
 DEFINITION
• Administration is a process of collective and
cooperative effort, directed towards the
realization of a consciously laid down goals &
objectives by any organization.

• Management is a process by which the

cooperative group directs action towards
achievements of the goals.
 DEFINITION OF Administration

• • Administration is the activities of groups of people co-operating to

accomplish common goals -Herbert A. Simon.

• • Administration has to do with getting things done; with the accomplishment

of defined objectives

-Luther Gullick.
 DEFINITION OF Management

• Management may be defined as the art of securing maximum results with a

minimum of effort so as to secure maximum prosperity and happiness for both
employer and employee and give the public the best possible service.

-John Mee.
 CONCEPT OFADMINISTRATION AND
MANAGEMENT

Although these two terms have been defined as separate terms both
administration and management are concerned with attainment of certain pre-
determined objectives.

• i) Administration and management considered as synonymous

• ii) Administration and Management considered as two distinct terms.

 CONCEPT OFADMINISTRATION AND
MANAGEMENT

i) Administration and Management Considered as Synonymous

• This viewpoint holds that all administrators or managers perform the same
managerial functions depending on the levels of management they belong to.

• In an organization two sets of people- one designated as administrators or and

other as managers are never required.

• What we find is that the top-level administrators or managers are engaged in

performing the administrative functions whereas the first level managers are
involved in carrying out the executive functions.
 CONCEPT OFADMINISTRATION AND
MANAGEMENT
ii) Administration and Management Considered as Two Distinct Terms

• This distinction is made

• a) On the basis of the nature of organization

• B) On the basis of the levels of administration!

 CONCEPT OFADMINISTRATION AND
MANAGEMENT
• a) Differentiation Based on the Nature of Organization

• In accordance to this view, 'Administration' should relate to government and

other organizations concerned with social and political goals and 'Management'
should relate to business enterprises concerned with the objective of surplus
generation.

• b) Differentiation Based on the Levels of Administration/Management

• Two schools of thought exist in this regard viz. CBSC School of Thought and the
GOVT School of Thought. Both relate to the levels of administration or
management.
 CONCEPT OFADMINISTRATION AND
MANAGEMENT
All viewpoints state that:
a) Both administration and management are processes.
b) Administrative functions vary according to the levels of administration.
c) There are two broad categories of functions in the process of administration,
•VIZ.:
•The thinking functions
•The doing functions
The thinking functions primarily relate to planning and organizing including
planning and organizing for staffing.
The doing functions relate to staffing, directing, coordinating and controlling
 SIGNIFICANCE AND SCOPE OF
ADMINISTRATION
Significance:

• Administration is the selection, provision and employment of resources for a

purpose - the fulfillment of which is desirable and compulsory.

• Nursing administration is a coordinated system of activities includes

establishment of overall goals and policies.
SIGNIFICANCE AND SCOPE OF ADMINISTRATION
Scope
• Scope of administration is vast and almost limitless covering an arena that is as varied as
multifarious.

• Scope is very wide.

• It is not only restricted to public administration that deals with functionaries.

• It is universal in nature.

• It covers all the areas like schools, hospital, and business etc.

• It is considered as planning, staffing, organizing, coordinating & controlling the resources

available to accomplish the goals.
 MEANING OF IMPORTANT TERMS
• Purpose: Means the reason for which and organization exists or is established;
or the reason for which an activity is undertaken or a process is under way.

• Philosophy: The beliefs, the values which guide the organization in all its
functions are referred to as the philosophy of the organization.

• Goals or Objectives: Goals are the desired outcome or end results of intended
actions (stated in introduction also).
 MEANING OF IMPORTANT TERMS
• Organization: When a group of people work together to achieve common goal
or goals, it is known as an organization

• Concept: Means an idea, an understanding, an overall or general notion about

that which is concrete or abstract.

• Abstract: That which cannot be seen but the effect of which is felt and
perceived. 'Truth', honesty, 'love', are illustrations of what may be called
abstract.
 MEANING OF IMPORTANT TERMS
• Intangible: That which cannot be touched or felt or seen. Its effects only can be
perceived. All that are abstract also are intangibles. Thus 'Light', 'Sound’, 'Electricity',
'Love', 'Truth’,……. 'Administration’, is also intangibles.

• Concrete: That which occupies space, which has a form and can be seen as opposed to
abstract, is concrete. A bed is something concrete.

• Levels of Management: Relate to tiers of management. One of the dictionary meanings

of level is "ascertaining difference in height". In an enterprise this refers to the rank.
Thus the level of management denotes the tier or the rank a person in the role of an
administrator or manager belongs to.
 ELEMENTS OF ADMINISTRATION
• Essentially administration is a combination of purpose and the means of
achievement of that purpose.

• It is both something to be accomplished (purpose) and the whole range of

persons and activities required to bring the purpose to fruition.

• Nursing service administration is a complex of elements in interaction. It

results in output of patients whose health is unavoidably deteriorating,
maintained or improved (purpose) through input of personal and material
resources used in an orderly process of nursing services (means of achieving
the purpose).

• Henri Fayol, a famous French industrialist

 LEVELS OF ADMINISTRATION

• Top Management Level

• Middle Management Level

• First Management or Operating Management Level

 LEVELS OF ADMINISTRATION
Skills required for administrators and managers fall
into three main categories
i) Intellectual skills
ii) Human skills
iii) Technical skills

Intellectual skills will include:

• The thinking skills - both critical and analytical

• Conceptual skills (ability to formulate concepts)

• Decision making skills

 LEVELS OF ADMINISTRATION
Human skills
•Concerned with effective communication, empathy,

•Understanding, building a harmonious interpersonal relationship, developing the

Potentials of each member of the organization according to individual
capabilities, and motivation with objectivities.

Technical skills

•Dexterity, professional skills

•Expertise--Clinical examination of patients

•Administration of injections etc.

 PROCESS AND NATURE OF ADMINISTRATION

Process of Administration

• This comprises a series of interrelated and interdependent functions

• Performed by the administrators and managers for reaching the common

objectives of an organization.

• The administrative process is intellectual, dynamic and creative as well as

continuous.

• It is involving coordination of the efforts of various categories of people within

the organization.
 PROCESS AND NATURE OF ADMINISTRATION
Nature of Administration

• It is related to the process of administration since nature is inherent

in the essential features of the process.

• ie nature draws its tenets (principle/belief) from the essential

features of the administrative process.
 NATURE OF ADMINISTRATION
Universal and Holistic:
• Administration is universal irrespective of the nature of the organization and objectives of the
organization.

• Administration is concerned with realizing the objectives through planning, organizing, staffing,
directing and controlling.

• EXAMPLE : Rendering quality patient care services is the main objective of a hospital whereas
development of the students in the right direction is the chief goal of a school.

• But irrespective of the goals, the process of administration remains common for both these
organizations. Hence its nature is universal
 NATURE OF ADMINISTRATION
Holistic: The process of administration embraces the organization and its
functions in entirely.

• Consider if the hospital in which you are working takes into account only the
planning aspects without bothering to see to the organizing, staffing, or
directing or the controlling aspects what would be resultant effects.
 NATURE OF ADMINISTRATION

• Intangible: Administration is abstract, it cannot be seen but its effect can be

felt. The nature of administration is thus intangible.

• Continuous and Ongoing: Administration continues in an organization, if it stops

it functions, chaos will result in the organization. The cycle of administration
goes on continuously.
 NATURE OF ADMINISTRATION
Goal Oriented:

• Administration always is striving to obtain the laid down goals or objectives of an

organization. The very existence of administration is for this purpose.

• Along with its goal oriented Ness, administration also acts as a coordinating or blending

force. The administrative process coordinates or blends the efforts or the different

categories of organizational members through appropriate direction, sequencing of

interrelated activities and coordination of the physical, material and financial resources,

economizing on time, energy as well as materials for attainment of the organizational

objectives/goals.
 NATURE OF ADMINISTRATION

Social and Human:

• The administrative process basically handles different groups of people who

belong to the organization.

• It strives to motivate the people for the organization, sees to maintenance of

good interpersonal relationship. Job satisfaction.

• This is essentially social and requires human skills

 NATURE OF ADMINISTRATION
• Dynamic: Administration has the elements of flexibility and adaptability and
adjustability rising to the needs and demands of different situations. Hence
administration cannot remain as static.

• Creative or Innovative: To be effective the administrative process gets away

from stereotypes. With the availability of various management tools as a result
of technological advancements and also different management styles available,
administration provides innovation, offers creative ideas to its organizational
teams
 Important Features of the Administrative Process

• Essential interrelationship between the important features and nature of

administration, as both these are inherent in the administrative process.

• Thus, the important features like its nature, are:

i) Goal Orientation: The entire process is for realizing the goals or objectives of an
enterprise.
Important Features of the Administrative Process

• 1. Depicts the Nature of Job: The process determines the nature of job to be
carried out by managers in order to fulfill the pre-determined goals of the
organization.

• 2.Continuity: The process is ongoing and continuous as the very nature of

administration is so, which you have seen in the previous paragraphs.
3.Existence of Sequence in Management Functions: The nature of administration demands this
element of interrelationship and sequence of managerial functions.

Example :Nursing Students' Hostel.

• Maintenance of student' mental health and morale is one of the pre-determined objectives
here. Planning, which is the first function, has been done for fulfilling this objective which
entails decisions on the following:
Existence of Sequence in Management Functions:

• Number of visitors to be allowed per student

• Days when the visitors may come to visit them

• Time for visiting hours.

• Waiting Place for student' visitors

• Arrangement for unforeseen emergencies for the visitors, if and when

such situations arise.
4.Organizing: In which you have to estimate the number of persons and other equipment

required; the function which follows organizing is staffing where you recruit the staff and assign

them to carry out this responsibility.

Interrelationship:

• All administrative functions are interrelated.

• None of these functions take place in isolation or in parts.

• Administration is an integrative process consisting of different functions, each of which may be

considered as a subprocess.

• The administrative functions include planning, organizing, staffing, directing, coordinating and

controlling.
Setting
Objectives
5.Applicability of one Function to Another:

• We have listed the administrative functions in the previous paragraph. You will
find that these functions are applicable to one another.

• For example planning which is an administrative function has to be organized

and directed properly. Organizing and directing, which are the second and third
functions of administration are to be planned.

• Again staffing and controlling are the two other functions that constitute the
administrative process, and yet the staffing function has to be controlled.
6.Common to all Organization: The administrative process is common to all
organizations irrespective of the purpose for which the organization is
established.

• This feature is related to the universal nature of administration.

6.Providing Framework for Guidance:
• This process serves as an effective framework for observing, the intricacies
and complexities of the process and offers an opportunity to the students
and practitioners of management and administration to evolve newer
guidelines for better administration.
 EFFECTIVE ADMINISTRATION AND MANAGEMENT

• The primary need for any organization is to achieve its

objectives in a desired manner, for which administration has
to be effective.

• Effective administration not only helps in doing so but also

provides the required satisfaction to the employees as well
as to the management as the targets are fulfilled

• Positive image is built and a sense of pride develops in the

minds of all concerned.
• Knowledge Inputs:

• The administrator must have the knowledge of the work of his/her subordinates as well as

other equipment/machine and also the relevant procedures, regulations that are to be

followed. He/she must provide them the basic inputs and not only provide but practice

them himself/herself.

• This will enable him/her to be an effective leader and planning and controlling of work will

be more effective.

• Knowledge of Organizational Policies and Rules:

• The administrator/supervisor must be familiar with the rules, policies of the organization

and he/she must also know about his/her authority and responsibility.

• He/she also must acquaint himself/herself with the principles of management, functions of

management and apply these acquired qualities in day-to-day administration.

 Leadership Skill
• "An administrator must be a good Leader"

• Building subordinates & promoting harmonious relationships among them

• Constant counseling, encouraging and motivating them to do work in a better way,

• Maintaining personal rapport with them are qualities of a good leader.

• He/she should stand "TALL" among others and must command respect from the
subordinates.

• One must first practice and then preach or do it both simultaneously.

• Any official or subordinate wants to see a "Hero" in his /her leader and any lack of the
above qualities will bring down this 'Hero Worship’ which will affect the work considerably.
 Communication Skill

• An administrator should be a good listener and a good communicator in general.

• important?

• To understand the views, share thoughts with others; it is very important to listen to others.

• It is also important to tell the subordinates in clear terms as to what an administrator expects out
of him/ her.

• Now this communication can be effective only when it is communicated to the others clearly so
that the subordinates can understand the same properly and take appropriate action accordingly.

• Issuing orders, writing letter, preparing notes are all a part of communication.

• Taking on the telephone instructions

• The communication skill should be utilized for both downward and upward communication.
 Technical Skill

• Sufficient knowledge of operations of various equipment/ machines used in a

unit helps in identifying problems and taking corrective measures.

• EX: Basic knowledge of photocopier machine operation and maintenance may

enable the administrator to look into the immediate problems before the
matter is reported to the company for rectification / servicing.

• Having technical knowledge also helps in understanding the output of the

equipment and its appropriate application
 Human Relation Skill

• "Get along well with all" - perhaps this one line every administrator must
remember always. e.g. With subordinates, peers and seniors.

• All persons working in the division! section! Unit shall be shown concern for
their welfare and well being.

• Adoption of a cooperative attitude, encouraging effective interpersonal

relationships, motivating employees and inculcating in them the idea and
advantages of group ethics/dynamics are some of the skills that are part of
human relations.

• To get things done rather than do it always himself is the most important
 Public Relations and Image Building

• The "Image" reflects the functions of the organization and the capabilities of
the functionaries too.

• Because if the functions can bring optimum result, the organization benefits
and a strong and positive image is built up through public relations exercise.

• Public Relations help in developing trust and cooperation, & favorable image
Development of Systems and Routines
• Once a unit is established, it becomes imperative to establish certain systems
and routine for administering the unit.

• This process involves, manpower planning, recruitment, appointment and

placement of officials.

• Each individual should have to a responsibilities and he/she should function

within the parameters of these systems and procedures.
 SAFEGUARDING THE ASSETS OF THE ESTABLISHMENT

• It is not enough to acquire the building, furniture, office equipment, monitors

etc. but it is also important to safeguard these items.

• Thus a proper maintenance has to be evolved for safeguarding them.

• There should be a proper accounting and indexing procedure for materials

coming in/going out so that nothing is lost and everything is safeguarded.
• Procedures of writing of any loss, if necessary may also have to be
devised.

• It is not enough to simply buy them but to properly deploy them,

monitor their use and maintain them.

• Records towards the same have to be kept updated

 Management of Personnel

• This is the primary function of any administration; because it is this area around
which the entire administration revolves; the personnel alone in an
organization help in gains and losses and these "HUMAN BEINGS" only either
help in achieving the objectives of the organization or hinder their
achievement.

• Management of personnel is concerned with proper utilization of manpower.

• Personnel management includes planning, recruiting, training and developing,

organizing and controlling the officials in such a way that the enterprise may
make the optimum utilization of their services.
 Practice of Participative Management
• Participative management is a method of institutional direction that is
characterized by the distribution of responsibility and authority throughout all
layers of organizational hierarchy

• Participation requires the understanding and support of many levels of people

in the organization

• In the process of participatory management, professional nurses are involved in

making decisions that affect them and in setting their own work standards.

• Participative management leads to high productivity in an organization.

• In this type of arrangement both the workers and management thrash out their
problems across the table. Both the parties are able to express their views

explicitly, suggest and discuss working methods freely.

 Proper Instruction and Enforcement of Rules and Regulations

• The administrator must be decisive and should be able to cope with all kinds of
situation.

• Any delay on the part of him/her to enforce rules and regulations shall reflect
badly on him/her and effectiveness will be reduced to a large extent.

• Providing clear instruction, interpreting rules in a proper way and enforcing

them without any prejudice or choice is essential.
 Result Oriented Ness

• A good administrator or manager must be effective.

• This means he/she should be result oriented and shall be able to perform and
produce results within the time schedule and in a cost effective manner.
 Development of Capable Workforce

• A good administrator must be able to cultivate and develop a second line of leadership in
the organization.

• Capable and able person should be encouraged to more responsibilities and make decisions
so 'that they can take up supervisory jobs in the future.

• Tapping of potential persons and providing them with guidance shall be expected of an
administrator.

• He/she should be in a position to develop a situation of such nature that in his/her absence
the work shall not come to a stand still but continue without any break or problem.

• This will also be a reflection of him/her as a good administrator or otherwise.