The Management Function2

The Management Function
AVIATION 179
SPRING 2008
SJSU

y Management
{ Getting things done through others.
{ Process of directing resources in an efficient and effective
manner toward the accomplishment of organizational goals.
{ A continuous and ongoing effort.
{ Resources = people, money, raw materials, technology,
information.
{ Efficient v. Effective
Appropriate effort directed towards goal & goal met.

y Management Functions
{ Attaining organizational goals.
{ Primary goal should always be the safe and efficient
operation of the airport.
{ Henri Fayol five management functions (c.1917):
Planning
Organizing
Command
Coordination
Control

Henri Fayol
original concept:
Planning
Organizing
Command
Coordination
Control
y How has that
changed today?
{ Planning
{ Organizing
{ Staffing
{ Leading
{ Control

y Managing a complex operation like an airport is
achieved through:
{
{
Planning
Budgeting
y Organizing and staffing focus on achieving the plan

y Doing so required competent leading and controlling

Planning
{
Primary managerial function

Where the airport is headed
Consists of:
| Forecasts
| Projections
| Goals
| Course of Action
| Evaluation
Size & organization of airport dictate who has authority for its
development

Planning
{
Involves the development and implementation of

Mission
Goals
Policies
Strategies
Tactics

Organizational Planning best observed during an
Aircraft/snow emergency
{ Strike
{ Bankruptcy of FBO
{ Failed bond issue
{ Budget cuts
Effective reactions take planning
video
{

Must be willing to plan for the future
Development of large aircraft (B747,
A380) create strain on planning
process.
Changes in technology and demands
create need for airport to make
changes & improvements to airfields
and terminal buildings
Also may result in changes to FARs

Organizing
y Grouping activities and tasks in the most efficient
and effective manner to accomplish the goals and
plans of the organization.

Organizing
{
{
{
{
{
{
Organizational Structure
Channels of Authority
Reporting Relationships
Departmentalization
Division of Labor
Responsibility for use of resources

Airport Organizations dictated by
{
{
{
Governing body
Physical size
Functional control (internal v. external)
y Org Charts help

{ Structure within which management function performed
{ Employees understand position
{ Relationship to other employees
{ How they all fit in the overall structure

y Organizational Structures have three characteristics
{ Complexity
Formalization
Number of depts (differentiation, functional groups)

Adherence to strict rules and procedures
Centralization
Decision makers
Santa Clara County
SJC

Authority (org chart) is power legitimized by the
organization
That authority is inherent in the position not person
Good leadership skills encourage employees to comply
with authority
What are the three main types of organizational
authority?

y Line Authority
{ Direct the work of subordinates

y Line Authority
y Staff Authority
{ Direct work of advisory personnel

y Line Authority
y Staff Authority
{ Direct work of advisory personnel
y Functional Authority
{ Direct those not in direct line of control

What is span of control?
Simple put it the number of people directly reporting to
one manager.
Influenced by several factors:
{
{
{
{
{
{
{
{
Competence level of manager and employees

Physical dispersion of subordinates
Amnt. of non-managerial work in managers job
Degree of necessary interaction
Standardization of work
Task similarity
Incidence of unique problems
Individual preferences for autonomy
The Management Functions

Job Analysis and Design
{
The process of grouping tasks together to form complete jobs

through the creation of a description and specification.
Job Specialization
{
Degree to which a specific job is broken down into smaller

units (traffic control vs. writing parking tickets)

What are the
benefits of
creating highly
specialized jobs?

What are the hazards of
creating highly specialized
jobs?

How can you mitigate some of those problems?
Job Rotation
Job Enlargement
Job Enrichment

Staffing
y Importance of hiring the right
person cant be stressed enough
y Objective is to match applicant with
job requirements not easy (mv)
y Decision maker varies by size of
airport and compartmentalization
y Peer involvement
y What are the advantages and
disadvantages of internal hiring

y
y
y
y
y
y
y
y
y
y
y
y
y
y
y
y
Request to Skyport Office

Form completed and forwarded to HR
HR contacts me to verify
HR places advertisement or generate interview list from previous test
Airport Admin staff review written test
HR vets applicants and creates list of those that meet min qual.
HR sends letter to all applicants with their status and test date
HR holds written exam
HR grades exam
HR generates list based on exam score
HR notifies me eligibility list is available
I download list from website along with application, resume and any supporting documents (we
dont get to see actual test results)
We must interview the top 10 candidates from the list.
Generally offer the job to one of the top ten. Must have explicit reason for not offering the job
to the other nine.
Everything is logged and tracked electronically
Process takes 3-6 months to complete

Training, Development and Retention
y Training addresses a specific skill (CPR, AED)
y Education broader set of capabilities (right now)
y Skills get rusty
y People get board
y Must keep employees interested and current
y A learning organization is one skilled at creating,
acquiring and transferring knowledge
y Quality of work-life:
{
{
Treat employees w/respect and provide growth opportunities

Exercise room, daycare, clean/safe work environment, fair
compensation

Leading
{
{
Directing (Henri Fayol) became Leading

Encourage employee commitment and involvement to achieve
organizational goals
Better results than directing others (authority)

y So what is leading?
{ Balancing the use of authority, power and leadership
y So what is Authority?
{ Organizational right to issue directives
y So what is Power?
{ Measure of a persons ability to get others to do something or
the persons ability to resist having to do something
y So what is Leadership?
{ Use of communication to influence/motivate others to get job
done

y Leading is concerned with maintaining moral among
employees and motivating through influence.

y Leadership uses various strategies and skills to
influence others.
A good manger is not necessarily a good leader and many great leaders are
poor managers

Where does the power to lead come from?
1. Coercive power
1.
Punishment
2. Connection Power
1.
Prospect of advancement
3. Reward Power
1.
Dependence due to limited resources
4. Legitimate Power
1.
Position of authority (org chart)
5. Referent Power
1.
Loyalty
6. Information Power
1.
Fosters ideas others identify with
7. Expert Power
1.
Reputation as an expert
Use dictates employee experience

Control
y Monitoring activity to ensure its to plan
{
{
{
{
Establishment of Standards
Measuring Actual Performance
Comparison of Actual Performance to Standards
Measure deviation between Actual and Standard

3 Levels of Control
y Operational
{
Concrete processes and products or services

Preliminary
Concurrent
After-the-Fact

3 Levels of Control
y Operational
y Organizational
{
Overall design and operations systems of the organization (big

picture)
Bureaucratic
Clan
y Strategic
{ How the organization inter-relates to the environment

Four Basic Control Techniques
y Financial
y Human Resources
y Operations control
y Marketing Techniques

y Financial
{
Most common and include money resource control through:

Budget
| Financial Statements
| Ratio Analysis
| Financial Audits
|
y Human Resources

y Financial
y Human Resources
{
Ensure recruiting, training and retaining good employees
Performance Appraisals
Human Resources Rations

y Financial
y Human Resources
{
Focus on transformation process

Materials Resource Planning
Statistical Quality Control
Programmed Evaluation and Review Technique (PERT)

y Financial
y Human Resources
{
Ensure effective execution of the overall org strategy
Test Marketing
Marketing Ratio Analysis

Information Systems
y Must have access to current, accurate information to
support managers decision-making process!
{
MIS (what does this stand for)
Management Information Systems
DSS
CAD
Decision Support System

Computer-Aided Design
GIS Module 2\gis\DOCS.pdf
Global Information System

y Developing an effective control system requires:
{ Integration with planning
{ Flexibility
{ Accuracy
{ Timely Information
{ Objectivity
{ Economically justified
{ Understandable

y OD
{ Organizational Development
How a total organization functions
or
process of planning and
implementing changes in the
overall capabilities of an enterprise
in order to increase its operating
effectiveness and profitability. It
involves thinking about an
organization as a whole and
planning changes that are
necessary to prepare for the future
growth of the organization

y OD
{ Organizational Development
How a total organization functions
What are some of the reasons for change at an airport?

Political Pressure (State of the County Address)
Community Expectations
Peoples Expectations
Users
Employees
Environment
Regulations
Internal Organizational Motivations

y Kurt Lewin an organization is a
product of two forces: those employees

trying to maintain the status quo and
those employees pushing for change.
y 3-step change process
{ Unfreezing
{ Moving/change period
{ Freezing (refreezing)

y Garry Dessler broke Lewins model into six
stages:
1. Becoming aware of the pressure to change
2. Recognizing need to change
3. Diagnosing the problem/event correctly
4. Planning change to address problem/event
5. Implementing change
6. Reinforcing the change
The Management Processes

Planning for change
y Individual Performance
y Process Performance
y Organization-wide Performance
y TQM
{ Total Quality Management
Popular way to improve processes
Focus employees on constant improvement
Provide training and authority for employees to make changes
Re-engineering
y Big changes to become more efficient
y Start over
y Change processes, not org structure

Managing Organizational Resistance
y People dont like to change for several reason
1.
2.
3.
4.
Not in their self-interest

Dont fully understand the impact or implications
May view the reason for change very different from initiator
Dont want to (low tolerance for change, fear)
y Education!!!
y Involvement
y Covert
y Coercion
The mission of the County of Santa Clara is to build and maintain a healthy and safe community for our residents.
The mission of the Roads and Airports Department is to preserve, operate, and enhance the County's expressways, unincorporated
roads, and three general aviation airports in a safe, timely and cost-effective manner to meet the needs of the traveling public.
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Modesto - Mission Statement

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