Article 0020508/by Adiety

BASIC MANAGING FOR SMALL ORGANIZATION

- PART ONE -

(Based my experience how to training High School student on Management)

I was a trainer for training of basic management in my last High School also some university and college in my town; I began a trainer since still a High School student in 1981.

My experience told that very unique for training in High School, why? One reason is the students in High School still have limits of insight than university student. Some time I thinking very hard on how one or more sub management knowledge should be present accurately until the students understand and following the theory for their implementation in organization.

For example on how I must explain to them the Function of Management and including The Decision Making Technique. Sometime when I training The Decision Making Technique, I ask them about The Function Management which I have told to them before, but I am surprise because they cannot explain exactly about my question, particularly if my question is on what correlation about both the lesson, the student is…so quietly…!

Until someday I have initiate to make one diagram which can explain to student in clearly, the result is very good they understand very well and from other trainer said to me that my explanation bring student can to ride their organization more better.

In this diagram I present two basics management knowledge are Function of Management and The Decision Making, the Diagram may be is not simple but it can be understand if studied in step by step process. The diagram present as follows:

For explanation about on the above Diagram, follow my description:

Function of Management

I give the student more simple “The Function of Management” like “POAC” formulation as Planning – Organizing – Actuating – Controlling only, but I did inform the student that POAC formulation has been more advance with another determinate, and for student I give POAC only for they keep remember on the basic function of management.

In our live also in organization live have a process and the basic process is “Input – Process – Output”. Now I will explain to you step by step as follows:

In the INPUT we can find an action is make a “General Direction” actually is make “Direction Definitely” included what the organization short & long term action and how the quality and quantity of the action, it is a for general action only and not specific action. Specific action will be implementing in the Process. We must know where will be going, and the Direction give us a compass for our organization.

After we make and known very well on the General Action and Direction of organization, we continue go to in side of “The Process” make one action or more action which appropriate with short & long term action included the quality and quantity of the action. In another word is The Process must be follow The Input content.

In the Process we can look that Function of Management working. Planning – Organizing – Actuating and Controlling (POAC) begin to activate.

Planning is first action from function of management and part of “The Special Direction” which has function as “Direction Formulation”, why? Because in the Planning we can make an action or more project in detail with one target is the project must be succeed to implement, so in planning, we must be careful to development of plan. Watch closely in General Action and the detail content also watch at “The Environment” around your organization.

The Environment have two part is Internal Environment (for example: who and how the people in organization, how the financial aspect in organization, Etc.), and the other part is External Environment (for example: weather condition, situation and condition of community, Etc.)

Here some illustration about environment:

Planning it self have 6 (six) activities, this activity call are “5WH”, as follows:

What

When

Where

How

Who

Why

In “WHAT” section, we ask about what the Project needed by you and your organization. You must look the detail of General Direction for make sure that the project will not have deviation than The General Direction!

And then “WHEN” section. After we have made decision on “What”, the next action is ask about when the action will be implementing, in this section we beginning more carefully to decided, for example if internal environment of organization give full support on your plan it is not guarantee that plant will be running well, why? The external environment which not calculated well is possible to make one or more trouble on your implementation of plan.

After we finished with “when” section, we continue to “WHERE” section. In this section we to find and decided the location of event or action. One more again careful you must look the environment and two sections you have decided are What & When section.

What, When and Where Section are completed, we will continue in the next section is “HOW”, in this section you and your organization begin ask about how this project will be implement until succeed. In this section you begin make one or more standard action, rules, the term and condition, polices, etc, as directive on implementation of the project. Without this section we can not bring plan running on the track and can make the project to be failure.

Without any person, the Plan and the project is nothing. Because of that we begin to choice and decided personals “WHO” appropriate with standard you made it in the last section (HOW), certainly on Personal Criteria needed and the detailed Job Descriptions. With this section we hope find personal will be able implement of the Project with fine result.

The last action of Planning is give question to your self and your organization, “WHY” you and your organization plan the project? Please detailed ask begin Why your company choice the project? Until you ask why she or he to be choice for working in this project (asking on Who). Why we must to do? This section used for “feed back control mechanism” that all your section of planning which you made in correctly and not any mistake. It is urgently action for more make sure that your Planning is the best for implementation of the project.

All section of the planning is well done, but it is not completed planning if we do not make THE TIME SCHEDULE. Time schedule is a table which can explain activation and task of the project with limit time (date and time) for each task.

We can used some method for make schedule your project for example is Time Schedule Table (Gantt chart), PERT diagram, etc. But in this article I will used the Time Schedule Table only.

Why we must make the Time Schedule? Because we must explain to anybody especially for all personal which work in the project about when and what action for implement of the project on time. Some time in Time Schedule was included the financial aspect of the project and this act call “The Financial Time Schedule”. Financial Time Schedule for more self explanatory usually presented together with Task Time Schedule because each task will be need financing for running the task. But The Financial Time Schedule used only for internal organization and the project officer, not used for publication.

Here example The Task Time Schedule included The Financial Time Schedule in one Gantt chart.

Based about all on the above, we can image what must to do for formulation of planning. Louis A. Allen has basic activity are:

1. Forecasting
2. Establishing Objectives
3. Programming
4. Scheduling
5. Budgeting
6. Developing Procedure
7. Establishing & interpreting policy

For finishing all Planning of the project and for the best implementation reason, we will make detail description of The Project for internal organization, Officer Project and public.

And for on the above action, we must make “The Project Proposal”. Some people ask about urgencies of the project proposal for implementation of the project because they do understand about detail of the project.

The project proposal needed for organization especially for the officer project, because with the project proposal we get advantage as follows:

1. We can look one more again in all our planning which made, make sure that planning secure to be implement by officer project.

2. The project proposal is the Compass for organization or officer project for implementation of the project, mean is the project proposal as guidance for them in order to the officer project do not running with any deviation from planning, and make the target of implementation not achieve to success.

3. The project proposal will use for explain to publics about the project in details especially for company or bodies which need sponsored the project, etc. In order above purpose, the organization and officer project must be make in detail and carefully, some mistake in development of Project Proposal make under estimate to your organization and the project. Because of that writer book from Indonesia are Aditya Prabhaswara and Peti Savitri (2002) in their book is “Basic Development of Project Proposal” said that “The Project Proposal is Ambassador from the company or organization….”

Furthermore, what The Structure of Project Proposal, explain as follow:

1. Cover
2. Preface
3. Content
4. Summary
5. Organization Profile
6. Detail Project Aspect
7. Project Implementation Aspect
8. Financial Aspect
9. Appendices

And the Pre requirement of the Project Proposal, explain as follows:

1. Detail and clearly
2. Simple
3. Directed
4. Systematic
5. Unities
6. Coherency
7. Self explanatory

After all planning until make the project proposal well done by you and your company, we will immediately in site to implementation of the Project on schedule!

Now, we inside to the next action in functional of management is Operation Functional part of Operational Direction, in this Direction we will find 3 (three) function of management are Organizing, Actuating and Controlling. But in this section we will study Organizing and actuating only, the Controlling will be present on the Part II.

We begin with Organizing.

Organizing is how we can to manage the organization until we can reach out for accomplish the project.

For organizing we will ride the vehicle is The Organization for reach out our target.

Organizing is not activity for the leader from officer project only but for all anybody as call officer project to how they can ride the organization without any delay especially fail to reach out the target of project.

In this section will not discuss more far, but is important to know how anybody to understand with other to ride and reins the organization together.

we would to know how we can to ride and reins the organization in very well, for do that we must understand on The Principle of Organization and in this section we follow with principle from F.W. Harris in “The 13^th The Principle of Organization” as follows:

1. The Principle of Objectives
2. The Principle of Functional Organization
3. The Principle of Balance
4. The Principle of Specialization
5. The Principle of Continuity
6. The Principle of Flexibility
7. The Principle of Simplicity
8. The Principle of Unity Command
9. The Principle of Span of Control
10. The Principle of Supervisory
11. The Principle of Communication
12. The Principle of Coordination
13. The Principle of Effectiveness

NO one Principles on the above we can leave behind us, all Principles must be walking together for organizing of the project, for example no balance if no span of control and no span of control if no supervisory, and no supervisory if no coordination, also no coordination if no communication and no unity command, etc.

In organizing activity we can to make the Structure of organization including the personal needed for running of the project.

Because of that the leader of officer project very important to make the best condition in organization, and always watch the Principle of organization, until all target of the project to be achieve.

In the final study of organizing we begin talk about the leader of the officer project, we can look that the leader begin lead the project. In this section too we will talk about the leader in how she or he lead the officer project, it is mean we will talk about the Actuating.

Actuating as part of Function of Management will give us description on how the leader should lead the officer project team, on the below we begin to know about actuating for the leader:

Actuating is on how the leader begin to leading the team with ordered to them, and running well on their project, until accomplish all task.

The order is part of the principle of Communication (remember on the principle of organization) and the leader must understand in clearly about that and conscious that the officer project is human too like him self. Based on the above the leader will consider that the orders are:

• Given in clearly
• Given step by step
• Given the positively order
• Given to the right man
• Given with the motivation action
• Given with remember in one thing that the order is part of communication.

Based the diagram on the above, Actuating is final action from the functional of management especially in direct Process although one functional of management still working is controlling.

After we finished the all "Process" it is mean the project finished we will continue to make a Report of the Project. Actually we have 2 type reports are "Status Report" and "Final Report".

What is different between "Status Report" and "Final Report"? We will look in table below:

From table above we get a resume that Report is very important for evaluation of the project and not for judgment the leader of project and their officer project.

And for evaluation needed the one Functional of Management is Controlling, and One part from Function of Management is Controlling will be discusses in the part II because have correlation directly with Decision making and the other function of management (planning, organizing and actuating).

And the controlling will be having the best function to evaluate between Input, process and output.

After we understand about all about basic management in part 1, someday we will continue with the Part 2.