EDO Layyah BZU Layyah
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Transcript of EDO Layyah BZU Layyah
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ON
PRESENTED TO:
MR. MAHOOB SANGHI
PRESENTED BY:
KHIZAR SAEED (MB-09-19)
SOHAIL ZAFAR (MB-09-29)
M. RASHID (MB-09-41)
SAFINA SAHAR (MB-09-31)
NAILA MAJEED (MB-09-30)
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Personal Information of E.D.O Education
Name: Mr. Abdul Rehman
Qualification: M. Phil (EPM)
Age: 49 years
Experience: More than 20 years
Joining in distt. Layyah: 1st May, 2012.
Office timing: 8 AM TO 3 PM
Contact #: 0606-413756
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Planning Function of Management
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 programmed 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 co-ordination, 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.
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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
Sto go. It makes possible things to occur which would not otherwise occur.
Guideline & steps for planning function in education department
Planning function of education department involves following steps and some
suggestions are also described for making plans.
1. Establishment of objectives
a. Planning requires a systematic approach.
b. Planning starts with the setting of goals and objectives to be achieved.
c. Objectives provide a rationale for undertaking various activities as well asindicate direction of efforts.
d. 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.
e. As far as possible, objectives should be stated in quantitative terms.
f. Such goals should be specified in qualitative terms.
g. Hence objectives should be practical, acceptable, workable and
achievable.
2. Establishment of Planning Premises
a. Planning premises are the assumptions about the lively shape of events in
future.
b. They serve as a basis of planning.
c. Establishment of planning premises is concerned with determining where
one tends to deviate from the actual plans and causes of such deviations.
d. Establishment of planning premises is concerned to take such steps that
avoids these obstacles to a great extent.
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e. Planning premises may be internal or external. Internal includes policies,
rules, regulations, management relations, philosophy of management, etc.
Whereas external includes socio- economic, political and economical
changes.
f. Internal premises are controllable whereas external are non- controllable.
3. Choice of alternative course of action
a. When forecast are available and premises are established, a number of
alternative course of actions have to be considered.
b. For this purpose, each and every alternative evaluated.
c. The merits, demerits as well as the consequences of each alternative must
be examined before the choice is being made.
d. After objective and scientific evaluation, the best alternative is chosen.
e. The planners should take help of various quantitative techniques to judge
the stability of an alternative.
4. Formulation of derivative plans
a. Derivative plans are the sub plans or secondary plans which help in the
achievement of main plan.
b. Secondary plans will flow from the basic plan. These are meant to support
and expedite the achievement of basic plans.
c. Derivative plans indicate time schedule and sequence of accomplishing
various tasks.
5. Securing Co-operation
a. After the plans have been determined, it is necessary rather advisable to
take subordinates or those who have to implement these plans into
confidence.
b. The purposes behind taking them into confidence are :-
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i. Subordinates may feel motivated since they are involved in
decision making process.
ii. The organization may be able to get valuable suggestions and
improvement in formulation as well as implementation of plans.
iii. Also the employees will be more interested in the execution of
these plans.
6. Follow up/Appraisal of plans
a. After choosing a particular course of action, it is put into action.
b. After the selected plan is implemented, it is important to appraise its
effectiveness.
c. This is done on the basis of feedback or information received from
departments or persons concerned.
d. This enables the management to correct deviations or modify the plan.
e. This step establishes a link between planning and controlling function.
f. 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.
Organizational structure
An organizational structure consists of activities such as task allocation, coordination and
supervision, which are directed towards the achievement of organizational aims. It can
also be considered as the viewing glass or perspective through which individuals see their
organization and its environment. Organizations are a variant of clustered entities. An
organization can be structured in many different ways, depending on their objectives. The
structure of an organization will determine the modes in which it operates and performs.
Organizational structure allows the expressed allocation of responsibilities for different
functions and processes to different entities such as the branch, department, workgroup
and individual. Organizational structure affects organizational action in two big ways.
First, it provides the foundation on which standard operating procedures and routines rest.
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Second, it determines which individuals get to participate in which decision-making
processes, and thus to what extent their views shape the organizations actions.
Organization structure? Either centralized or decentralized?
Before the district government system education department used centralized decision
making style and at this time this department is using the decentralized decision making
style.
Short term planning
The process of setting smaller, intermediate milestones to achieve within closer time
frames when moving toward an important overall goal. Many business operators will
engage in short term planning that typically covers time frames of less than one year in
order to assist their company in moving gradually toward its longer term goals.
Long term planning
Exercise aimed at formulating a long-term plan, to meet future needs estimated usually
by extrapolation of present or known needs. It begins with the current status and charts
out a path to the projected status, and generally includes short-term (operational or
tactical plans) for achieving interim goals.
Type of planning? Either short term or long term?
Both are used in education department its depending on the situation in some causes they
used short term but in most causes the long term planning is used.
Duties of EDO:
1. Deals with Elementary, Secondary and College Education, Adults Education,
except Professional Education.
2. Grant of scholarship.
3. Promotion of scientific research.
4. Production and distribution of educational and scientific films.
5. Promotion of sports and co-curricular activities.
6. Service matters, except those entrusted to the Services and General 20 District
Government Rules of Business, 2001 Administration Department, Attached
Departments.
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7. Purchase of stores and capital goods for schools and colleges.
8. Establishment of new schools and upgrading of existing schools.
9. Conducting of 5th to 8th class examinations.
10. Identification and formulation of development schemes
11. Formulation of district education budget (development and non-development),
reconciliation of expenditure and audit matters.
12. Surprise inspections of educational institutions.
13. Development of district data base and its up-dating.
14. Matters related to School Councils.
15. Periodic and regular reporting to the Heads of Attached Departments and the
Administrative Department.
16. Postings and transfers within the district, except those falling in the purview of S
& GAD, Attached Departments and Administrative Department (Education
Department).
How you make decision? Rational or intuitive?
E.D.O Education made rational decisions in every place.
How decision is made? Individually or collectively?
Collectively decisions are made because involvement of community is greater in this
sector.
At the time of problem who is responsible? Individual or group?
At the time of any conflict or problem the head of that school will be responsible. And at
the top the EDO himself is responsible.
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Training and development
The official and
ongoing educational activities within an organization designed to enhance the fulfillment
and performance of employees. Training and development programs offered by abusiness might include a variety of educational techniques and programs that can be
attended on a compulsory or voluntary basis by staff.
The need for Training and Development
Before we say that technology is responsible for increased need of training inputs to
employees, it is important to understand that there are other factors too that contribute to
the latter. Training is also necessary for the individual development and progress of the
employee, which motivates him to work for a certain organization apart from just money.
We also require training update employees of the market trends, the change in the
employment policies and other things.
The following are the two biggest factors that contribute to the increased need to training
and development in organizations:
1. Change: The word change encapsulates almost everything. It is one of the biggest
factors that contribute to the need of training and development. There is in fact a
direct relationship between the two. Change leads to the need for training and
development and training and development leads to individual and organizational
change, and the cycle goes on and on..
2. Development: It is again one the strong reasons for training and development
becoming all the more important. Money is not the sole motivator at work and
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this is especially very true for the 21st century. People who work with
organizations seek more than just employment out of their work; they look at
holistic development of self. Spirituality and self awareness for example are
gaining momentum world over. People seek happiness at jobs which may not be
possible unless an individual is aware of the self. At ford, for example, an
individual can enrol himself / herself in a course on self awareness, which
apparently seems inconsequential to ones performance at work but contributes to
the spiritual well being of an individual which is all the more important.
Training - On the Job
With on the job training, employees receive training whilst remaining in the workplace.
The main methods of one-the-job training include
Demonstration / instruction - showing the trainee how to do the job
Coaching - a more intensive method of training that involves a close working relationship
between an experienced employee and the trainee
Job rotation - where the trainee is given several jobs in succession, to gain experience of a
wide range of activities (e.g. a graduate management trainee might spend periods in several
different departments)
Projects - employees join a project team - which gives them exposure to other parts of the
business and allow them to take part in new activities. Most successful project teams are
"multi-disciplinary"
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The advantages and disadvantages of this form of training can be summarized as follows:
Advantages Disadvantages
Generally most cost-effective Employees are actually productive
Opportunity to learn whilst doing Training alongside real
colleagues
A wider range of skills or qualifications can be obtained
Can learn from outside specialists or experts
Employees can be more confident when starting job
Quality depends on ability of trainer and time available
Bad habits might be passed on
Learning environment may not be conducive
Potential disruption to production
More expensive e.g. transport and accommodation
Lost working time and potential output from employee
New employees may still need some induction training
Employees now have new skills/qualifications and may
leave for better jobs
Training - Off the Job
This occurs when employees are taken away from their place of work to be trained.
Common methods of off-the-job training include:
Day release (employee takes time off work to attend a local college or training
centre)
Distance learning / evening classes
Block release courses - which may involve several weeks at a local college
Sandwich courses - where the employee spends a longer period of time at college
(e.g. six months) before returning to work
Sponsored courses in higher education
Self-study, computer-based training
The main advantages and disadvantages of this form of training can be summarised as
follows:
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Advantages
Disadvantages
A wider range of skills or qualifications can beobtained
Can learn from outside specialists or expertsEmployees can be more confident when starting job
More expensive e.g. transport andaccommodation
Lost working time and potential output fromemployee
New employees may still need some inductiontraining
Employees now have new skills/qualificationsand may leave for better jobs
What are your training and development methods?
Two methods are used to train the teachers which are.
1. On the job training
2. Off the job training
Class room lecture
Workshops
On which basis promotions are given either on individual performance or group?
Promotions in education department are given on individual performance and commonlypromotions are given on the basis of seniority.
Leadership Styles
Leadership style is the manner and approach of providing direction, implementing plans,
and motivating people. Kurt Lewin (1939) led a group of researchers to identify different
styles of leadership. This early study has been very influential and established three major
leadership styles. The three major styles of leadership are
Authoritarian or autocratic
Participative or democratic
Delegative or Free Reign
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Although good leaders use all three styles, with one of them normally dominant, bad
leaders tend to stick with one style.
Authoritarian (autocratic)
I want both of you to. . .
This style is used when leaders tell their employees what they want done and how they
want it accomplished, without getting the advice of their followers. Some of the
appropriate conditions to use it is when you have all the information to solve the problem,
you are short on time, and your employees are well motivated.
Some people tend to think of this style as a vehicle for yelling, using demeaning
language, and leading by threats and abusing their power. This is not the authoritarian
style, rather it is an abusive, unprofessional style called bossing people around. It hasno place in a leader's repertoire.
The authoritarian style should normally only be used on rare occasions. If you have the
time and want to gain more commitment and motivation from your employees, then you
should use the participative style.
Participative (democratic)
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Let's work together to solve this. . .
This style involves the leader including one or more employees in the decision making
process (determining what to do and how to do it). However, the leader maintains the
final decision making authority. Using this style is not a sign of weakness, rather it is asign of strength that your employees will respect.
This is normally used when you have part of the information, and your employees have
other parts. Note that a leader is not expected to know everything this is why you
employ knowledgeable and skillful employees. Using this style is of mutual benefit it
allows them to become part of the team and allows you to make better decisions.
Delegative (free reign)
You two take care of the problem while I go. . .
In this style, the leader allows the employees to make the decisions. However, the leader
is still responsible for the decisions that are made. This is used when employees are able
to analyze the situation and determine what needs to be done and how to do it. You
cannot do everything! You must set priorities and delegate certain tasks.
This is not a style to use so that you can blame others when things go wrong, rather this is
a style to be used when you fully trust and confidence in the people below you. Do not be
afraid to use it, however, use it wisely!
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What is your leadership style? Autocratic, democratic, pace setter or delegative?
Leadership style depends on the situation and the psychology of the employees but E.D.O
said that democratic style is best in education sector.
Either job insecurity prevails in your department?
100% job security prevails. Employees are hired on contract basis for 2 years after this
the employees are permanent.
What is boss and employees relationship?
There exist Cordial relationship between boss and employees.
What is reward/ recognition process?
Reward or recognition in education department is given on the basis of different factors
some of these are given below,
Attendce,
Dressing
Attitude
Behavior
Performance etc.
What is current performance of your department?
He said that I am satisfied from the performance of my department and on the basis of
this performance district Layyah education department ranking improved from 28 to 11
in education sector in Punjab.
Communication style? Formal or informal?
mostly formal communication style is used and if the decision is made on the spot the
informal communication style is used.
Low context culture prevails in your department or high context culture?
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High context culture is prevails in the education sector. Values and experiences are share
with other employees.
Current changes
Paper pattern is change similar to NTS test. The
Paper checking system
Computer as compulsory subject
In 2013 all classes will be English medium
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REFERENCES:
Abdul Rehman (EDO Education of Layyah)
http://www.nwlink.com/~donclark/leader/leadstl.html
http://www.tutor2u.net/business/people/training_offthejob.asp
http://www.tutor2u.net/business/people/training_onthejob.asp
http://www.managementstudyguide.com/training-and-development.htm
shttp://www.businessdictionary.com/definition/training-and-development.html