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113 Cards in this Set
- Front
- Back
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What is the complacency trap?
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Being carried along by the flow of events
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What are Elliot Jaques findings on long range planning?
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Most people can only handle looking 3 months into the future. A few people can handle one year, and only a very few can handle a twenty year time span.
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What does a strategic plan do?
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Identifies long-term directions for the organization
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What does a vision do?
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It clarifies the purpose of the organization and expresses what it hopes to be in the future
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What does a tactical plan do?
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It helps with implementing part or all of the strategic plan
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What is a functional plan?
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Indicates how different operations within the organization will help advance the overall strategy.
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What are operational plans?
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Identifies short term activities to implement strategic plans
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What is a policy?
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A standing plan that that communicates broad guidelines for decision and actions
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What is a procedure?
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A rule describing actions that are to be taken in specific situations
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What is a budget?
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A single-use plan that commits resources to projects or activities
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What is a zero-based budget?
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Allocates resources as if each budget were brand new
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What is forecasting?
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The process of predicting what will happen in the future
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What is qualitative forecasting?
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Using expert opinions to predict the future
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What is quantitative forecasting?
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Using mathematical models and statistical analyses of historical data and surveys to predict future events
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What is contingency planning?
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Identifies alternative courses of action to take when things go wrong
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What do "trigger points" do?
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Identify when to take alternatives
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What is scenario planning?
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Identifies alternative future scenarios and makes plans to deal with each (it is a long-term version of contingency planning)
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What is benchmarking?
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Using external and internal comparisons to plan for future improvements (learning from the successes of others)
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What are best practices?
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Things people and organizations do that lead to superior performance
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What do staff planners do?
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Help coordinate and energize planning
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What are the steps in the planning process? (MEMORIZE)
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1. Determine the mission/objectives
2. Describe the ideal future state 3. Describe the current state 4. Identify the gap 5. Determine the strategy to get from the current state to the future state |
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What questions does planning answer?
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Who, what, where, when, how
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What is the point of the first planning step?
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Making sure everyone is on the same page
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What is outside-in planning?
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Looking at the outside environment and trying to identify unfulfilled customer needs. Once you have identified them, adjust your internal operations to meet the needs
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What is the inside-out strategy?
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Making a decision that your product/service will be better than others, so you make the product and then go out to try and sell it.
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Why should describe the ideal future state before describing the current state?
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Some organizations are so messed up that describing the current state first can lower morale.
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What is long-range?
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5 years or more
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What is short range?
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1 year or less
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What is intermediate range?
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Somewhere in between long and short range
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What are the two scopes of planning?
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Strategic and operational
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What does the "use" of a plan mean?
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How frequently you will use the plan
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What two "uses" of plans are there?
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Single use and standing use
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What is single use and an example?
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It is used for a single period of time, like planning for the 2014 Olympics
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What is a standing use plan?
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Plans that are designed to be used over and over again like policies and procedures.
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What are the levels of planning?
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Top management and lower management
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What does top management plan?
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Long range, strategic, standing use
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What does lower management plan?
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Short term, operations, single use
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What is organizing?
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The process of arranging people and other resources to work together to accomplish a goal.
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What is the chain of command?
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The unbroken line of authority that vertically links everyone in the organization with higher levels of authority
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What is the "scalar" aspect of the chain of command?
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There should be a clear and unbroken CoC from the lowest person in the organization up to the CEO
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What is the "unity of command" aspect of chain of command?
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Each person should report to only one supervisor
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What does an organization chart depict?
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1. The division and type of work performed
2. The levels of authority 3. Supervisor- direct report relationships 4. The formal lines of communication |
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What is departmentation?
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The process of grouping people and activities together under a common manager
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What is departmentation by function?
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Focus on grouping people together who perform similar or closely related activities
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What are the guidelines for deparmentation by function?
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Seems well suited for smaller, less complex organizations, in stable environments and with company strategies that are stability oriented
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What are the major advantages of departmentation by function? (Don't need to memorize)
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1. Can assign tasks consistent with training of people
2. allows greater specialization in technical areas of expertise 3. supports training and development 4. promotes high-quality technical problem solving 5. provides technical career path for individuals |
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What are the major disadvantages of departmentation by function?
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1. Persons may feel less accountable for total product
2. may get overspecialization 3. may be slow in responding to complex, multifunctional problems 4. Hinders communication across functions |
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What is departmentation by division?
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Focus is on formation of departments based on product, client, territory, or time
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What are the guidelines for use of departmentation by division?
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Better suited for organizations pursuing a strategy of rapid and diversified growth, or when facing an unstable environment requiring quick responses to rapidly changing problems and opportunities
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What is the focus of departmentation by matrix?
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On structure which combines functional and product/project forms. Personnel are assigned (1) to a cross-functional team focusing on a specific project or program, and (2) within a standard functional hierarchy
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What are the guidelines for use for departmentation by matrix?
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Particularly suited to situations that demand high technical product excellence to meet rapidly changing consumer demands and in situations. Seems to work especially well in "frontier" work where task is to develop new, high-tech products.
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What industries is departmentation by matrix most successful?
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Aerospace, electronics, computer, and health care fields
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What is the biggest disadvantage of departmentation by matrix?
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The two-boss system can be frustrating and confusing for workers
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What is span of control?
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The number of people that report directly to one manager
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What are the factors affecting span of control?
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1. number of functions supervised
2. physical proximity of functions supervised 3. complexity of functions supervised 4. required coordination among functions supervised |
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What is the relationship between the number of functions supervised and SoC?
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The more number of functions supervised, the smaller the SoC
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What is the relationship between physical proximity of functions supervised and SoC?
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The greater the physical distance between elements supervised, the small the SoC
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What is the relationship between the complexity of functions supervised and SoC?
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The more complex the functions supervised, the smaller the SoC
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What is the relationship between required coordination among functions supervised and SoC?
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The more the interdependencies among the functions supervised, the small the SoC
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What is on the left side of the continuum of authority? The right side?
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Functional authority; advisory authority
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What is functional authority?
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The line manager must look at what you say as an order and take your advice
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What is advisory authority?
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If you are a staff manager, they can take or leave the advice
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What is an organization structure?
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A system of tasks, reporting relationships, and communication linkages.
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What does an organization chart describe?
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The arrangement of work positions within an organization.
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What is a formal structure?
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The official structure of an organization
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What is informal structure?
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The set of unofficial relationships among an organization's members
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What is a social network analysis?
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Identifies the informal structures and their embedded social relationships that are active in an organization
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What is the functional chimneys problem?
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A lack of communication and coordination across functions
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What is a team structure?
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Uses permanent and temporary cross-functional teams to improve lateral relations
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What is a cross-functional team?
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Brings together members from different functional departments
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What is a project team?
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Convened for a particular task or project and disband once it is completed
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What is a network structure?
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Uses information technologies to link with networks of outside suppliers and service contractors
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What is a strategic alliance?
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A cooperation agreement with another organization to jointly pursue activities of mutual interest
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What is a boundaryless organization?
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Eliminates internal boundaries among subsystems and external boundaries with the external environment
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What is a virtual organization?
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Uses IT and the internet to engage a shifting network of strategic alliances
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What is organizational design?
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The process of creating structures that accomplish mission and objectives
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What is a tall structure?
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Narrow spans of control and many hierarchical levels
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What is a flat structure?
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Wide spans of control and few hierarchical levels
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What is the authority-and-responsibility principle?
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States that authority should equal responsibility when work is delegated from a supervisor to a subordinate
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What is empowerment?
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Allows others to make decisions and exercise discretion in their work
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What is centralization?
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The concentration of authority at the top level of an organization
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What is decentralization?
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The dispersions of authority to make decisions throughout all organization levels
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What is a staff position?
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Provide technical expertise for other parts of the organization
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What are the steps of the controlling process? (MEMORIZE)
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1. Establish performance objectives and standards
2. Measure actual performance 3. Compare actual performance with objectives and standards 4. Take necessary action |
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What is management by exception?
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Process in which you focus your attention on situations where the difference between actual performance and desired performance is substantial
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What happens if an exception is found and the performance is less than the standard?
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You have a problem situation and you should take corrective action
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What happens if an exception is found and the performance is greater than the standard?
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You have an opportunity situation and you should take action to understand why
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What is a preliminary or feed forward control?
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Controls that are taken before the work process begins
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What are concurrent controls?
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Controls taken when the work process is already going on
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What are the two types of concurrent controls?
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Steering controls and yes/no controls
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What is a steering control?
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You let the work process continue
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What is a yes/no control?
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Usually used when safety is a concern, don't allow the work process to continue until you've fixed the problem
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What is a post action/feedback control?
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Occurs after the work process
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What is the difference between external and internal controls?
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All of these examples are external controls, internal control takes places when an individual wants to change something about him or herself
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What is bureaucratic control?
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Influences behavior through authority, policies, procedures, job descriptions, budgets, and day-to-day supervision
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What is clan control?
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Influences behavior through norms and expectations set by the organizational culture
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What is market control?
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Essentially the influence of market competition on the behavior of organizations and their members
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What is an output standard?
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Measures performance results in terms of quantity, quality, cost, or time
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What is an input standard?
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Measures work efforts that go into a performance task
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What is the control equation?
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Need for action = desired performance - actual performance
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What is problem solving?
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A process of identifying a discrepancy between an actual and desired state of affairs and then taking action to resolve the discrepancy.
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What is the difference between problem solvers and problem seekers?
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Problem solvers solve problems once they arise, whereas problem seekers look for problems before they occur
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What are the steps to the problem solving process? (MEMORIZE)
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1. Identify the problem
2. Generate alternative solutions 3. Select a solution 4. Implement the solution 5. Evaluate the results |
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What are the rules for brainstorming?
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1. Want quantity
2. No criticism of ideas 3. "Freewheeling" is welcomed 4. Seek combination and improvement |
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What is factored into an inventory of alternatives?
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Time required, estimated cost, advantages, and disadvantages
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What are the key factors in figuring out who decides?
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1. Where is the knowledge/expertise?
2. How much time is available? 3. How important is group acceptance to implementation? |
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What is management with analytics?
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Involves systematic gathering and processing of data to make it as useful as information
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What is systematic thinking?
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Approaches problems in a rational and analytical fashion
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What is intuitive thinking?
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Approaches problems in a flexible and spontaneous fashion
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What is strategic opportunism?
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Focuses on long-term objectives while being flexible in dealing with short-term problems
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What is a lack-of-participation error?
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Failure to involve in a decision the persons whose support is needed to implement it
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What do spotlight questions do?
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Test the ethics of a decision by exposing it to scrutiny through the eyes of family, community members, and ethical role models
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What are heuristics?
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Strategies for simplifying decision making
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