PCU-TSKI Graduate Studies

Philippine Christian University - ILOILO Extension Program

Center for Graduate Studies in Business and Management and EDUCATION MASTER IN MANAGEMENT (MM) MAJOR IN EDUCATIONAL MANAGEMENT (SECOND TRIMESTER 2011-2012) THIRD SUBJECT: ORGANIZATION & MANAGEMENT

Prepared by:

ELADIO J. JOVERO
Student Division ICT Coordinator DepEd, Division of Iloilo

How can you apply self-organizing planning in your school?

To apply self-organizing planning in a school, the following terms and aspects should be realized first and take into consideration before implementing: I. Definition of Terms

Self-organizing -is the process where a structure or pattern appears in a system without a central authority or external element imposing it through planning.This globally coherent pattern appears from the local interaction of the elements that make up the system, thus the organization is achieved in a way that is parallel (the entire elements act at the same time) and distributed (no element is a central coordinator). Planning -means looking ahead and chalking out future courses of action to be followed. It is a preparatory step. It is a systematic activity which determines when, how and who is going to perform a specific job. Planning is a detailed program regarding future courses of action. It is rightly said Well plan is half done. Therefore planning takes into consideration available & prospective human and physical resources of the organization so as to get effective coordination, contribution & perfect adjustment. It is the basic management function which includes formulation of one or more detailed plans to achieve optimum balance of needs or demands with the available resources. According to Urwick, Planning is a mental predisposition to do things in orderly way, to think before acting and to act in the light of facts rather than guesses. Planning is deciding best alternative among others to perform different managerial functions in order to achieve predetermined goals. According to Koontz &ODonell, Planning is deciding in advance what to do, how to do and who is to do it. Planning bridges the gap between where we are to, where we want to go. It makes possible things to occur which would not otherwise occur.

II.

Establishment of objectives/Vision/Mission/Goal of the School Planning requires a systematic approach.Planning starts with the setting of goals and objectives to be achieved.Objectives provide a rationale for undertaking various activities as well as indicate direction of efforts.Moreover objectives focus the attention of managers on the end results to be achieved.As a matter of fact, objectives provide nucleus to the planning process. Therefore, objectives should be stated in a clear, precise and unambiguous language. Otherwise the activities undertaken are bound to be ineffective.As far as possible, objectives should be stated in quantitative terms. For example, Number of men working, wages were given, units produced, etc. But such an objective cannot be stated in quantitative terms like performance of quality control manager, effectiveness of personnel manager in terms of business. Hence objectives should be practical, acceptable, workable and achievable. For the internal and external stakeholders in school they should be a part of the clear vision, mission, objectives and goals of the school that could promote ownership among the and within the organization.

III.

Establishment of Planning Premises Planning premises are the assumptions about the lively shape of events in future.They serve as a basis of planning.Establishment of planning premises is concerned with determining where one tends to deviate from the actual plans and causes of such deviations.It is to find out what obstacles are there in the way of business during the course of operations as well as in school organization. Establishment of planning premises is concerned to take such steps that avoid these obstacles to a great extent.Planning premises may be internal or external. Internal includes capital investment policy, management labour relations, philosophy of management, etc. Whereas, external includes socio- economic, political and economic changes.Internal premises are controllable whereas external are noncontrollable. This will help to know and identify the boundaries or the scopes and limitations of the school organization as a whole.

IV.

Choice of alternative course of action When forecast are available and premises are established, a number of alternative course of actions have to be considered.For this purpose, each and every alternative will be evaluated by weighing its pros and cons in the light of resources available and requirements of the organization.The merits, demerits as well as the consequences of each alternative must be examined before the choice is being made.After objective and scientific evaluation, the best alternative is chosen.The planners should take help of various quantitative techniques to judge the stability of an alternative. Take Initiatives. To take initiative, develop the following aptitudes: 1. Start new actions or plans without being told. 2. Anticipate situations rather than react to them. 3. Take resourceful and persistent action.

V.

Formulation of derivative plans Derivative plans are the sub plans or secondary plans which help in the achievement of main plan.Secondary plans will flow from the basic plan. These are meant to support and expedite the achievement of basic plans.These detail plans include policies, procedures, rules, program, budgets, schedules, etc. For example, if profit maximization is the main aim of the enterprise, derivative plans will include sales maximization, production maximization, and cost minimization.Derivative plans indicate time schedule and sequence of accomplishing various tasks.Setting resources (internal and external) into an organizational structure to run the school system operations. OPTIMIZING USE OF RESOURCES. Use all grade chairmen personnel. Try to make every job meaningful by matching the right people with the right job. Matching the people with jobs they like to do and do well shows them you think their job is important. When you give your people jobs they have no interest in, they become bored. Rotate or reconstructing the organizational structure your people, because doing the same job day after day gets old. Rotating your people by giving them varied experience and training opportunities. It also ensures you will have people who can do the work if someone is on leave or gets transferred. Use the following guidelines in optimizing use of resources: 1.2.3.4.Analyze the capabilities of individuals and the characteristics or requirements of the job match the people and jobs to get the best performance. Fully use the human resources available to accomplish tasks. Consider the balance between the requirements and work morale.

VI.

Securing Co-operation After the plans have been determined, it is necessary rather advisable to take subordinates or those who have to implement these plans into confidence.The purposes behind taking them into confidence are: y Subordinates may feel motivated since they are involved in decision making process. y The organization may be able to get valuable suggestions and improvement in formulation as well as implementation of plans. y Also the employees will be more interested in the execution of these plans. Setting the culture and tone within the organization, tapping assets and resources to run the system accordingly in contributing each teachers, administrators, pupils and community vision and mission. DELEGATING. Delegating authority to your people is important because it will encourage your subordinates to seek responsibility for managing tasks. Giving

orders may seem like the easiest way to get a job done. However, that is not the best way to motivate an individual to be effective and efficient. When you give an order, give a reason for the order. By explaining, your people will know youre not just making more work for them, but avoiding extra work and making the task easier. Along with assigning a task, you must delegate your authority to carry out the task. Delegating authority works well when you have several jobs going on and cant oversee all jobs at the same time. Someone has to be in charge in every group.

VII.

Follow up/Appraisal of plans After choosing a particular course of action, it is put into action.After the selected plan is implemented, it is important to appraise its effectiveness.This is done on the basis of feedback or information received from departments or persons concerned.This enables the management to correct deviations or modify the plan.This step establishes a link between planning and controlling function.The follow up must go side by side the implementation of plans so that in the light of observations made, future plans can be made more realistic. Supervising or Looking Back/Monitoring- Supervision is the ability of a leader to get a job done, oversee the work process, and coordinate efforts toward task completion. The supervision skill group includes six of the leadership skills: 1. Planning and organizing 2. Optimizing use of resources 3.Delegating4.Monitoring results 5. Rewarding6.Disciplining

To sum up, planning and organizing the job, organization and school or correct a problem, first arrange the activities, people, or materials involved into a sensible order. For example, you might arrange them by priority, sequence, position in the chain of command, or administrative functions. Whatever order you decide to use, plan and organize so that you proceed from the problem to a goal. First you must determine the specific steps you must take to get the job done. List and figure the equipment, time, and manpower needed for thejob. Try to foresee any problems that might arise. Ask yourself, Are time, equipment, or personnel scarce? Do the personnel

assigned have the skills or knowledge to perform the assigned tasks? Next list your plans in their order of importance. What must be done now? What can be left until later? By deciding the order in which you must carry out your plans, you can set up a plan of action. A plan of action lists who will do what tasks at what period. Take time to write down a plan of action. Doing that will help you work around obstacles, such as times your people will be away from the work center. Taking the following steps will allow you toplan for interruptions and still complete the assigned task in the most efficient and effective steps, resources, or obstacles involved in manner. 1. Identify action reaching a goal.

2. Prepare a schedule. 3. Set priorities. These steps will allow you to plan for interruptions and still complete the assigned task in the most efficient and effective manner. I think these functional steps in planning and organizing the school and course of actions are the essentials that the school would really runs smoothly and minimal problems may occur.