Hcs 325 organizational structure presentation

Organizational Structure Outline Worksheet

HCS/325 Version 9

4

University of Phoenix Material

Organizational Structure Outline Worksheet
The Organizational Structure Outline assignment is part of a cumulative assignment. You will complete different sections of this worksheet throughout the course and compile research to assist you with the completion of the Week Five Organizational Structure Presentation assignment.

Consider the following scenario:

You are part of the management team of a large rehabilitation center that provides short-term care rehabilitation services on an inpatient and outpatient basis. Your center is proposing a new addition of long-term care services, and with this expansion, you must hire and train several new employees. Your team will be responsible for developing a presentation to inform your selected audience of the proposed expansion and its effect on the organization.

In Week Two, your team will be responsible for selecting an audience and brainstorming on the Week Two key points to assist you with your Week Five Organizational Structure Presentation. Please note your team will be responsible for completing the outline for each key point in the assigned week.

Click the Assignment Files tab to submit your audience selection and the completed Week Two portion of your outline to your facilitator. ** Submit (1) Worksheet per learning team.

Part A: Determine Your Audience
Your audience selection is due in Week Two. Due in Week Two Only

As a team, identify an audience for your final presentation due in Week Five. Provide a rationale for your audience selection. For example:

· A board of directors

· A new management team following an acquisition or a merger

· Be sure to review the content requirements for the Week 5 presentation. This will help you be creative when choosing your audience.

Write a 75- to 150-word summary discussing your targeted audience and a rationale for your selection.

Click the Assignment Files tab to submit your audience selection to your facilitator for approval.

The audience we have chosen to address in our final presentation are the board of directors of the rehabilitation center. The board of directors are responsible for developing and reviewing the rehabilitation centers mission and strategy. The board of directors have been entrusted by the community and shareholders to ensure the best policies and decisions are made for the rehabilitation center. The board of directors are not direct employees of the rehabilitation center. They are individuals that have been chosen to serve on the board based on their abilities, such as financial advising. The board of directors will ultimately be who will make the final decision regarding the rehabilitation center expanding to offer long-term care services. Therefore, the board of directors of the rehabilitation facility is who we must present our case to.

Part B: Outline Brainstorm: The team will continue to work off of this worksheet week’s 2-5. It is a working document.
Once you have identified an audience as a team, develop an outline to help organize your research and resources for the final presentation in Week Five. Your team will be responsible for completing the outline for each key point(s) in the assigned week. For example, your team will be responsible for completing the brainstorm and resources for “The effects of organizational structure on communication” key point in Week Two.

Review the Week Five Organizational Structure Presentation assignment. *** Very important

Include the following in your outline:

· Brainstorm concepts you will need to discuss to cover the identified key points.

· Identify resources you will use for the presentation. Please note you do not need to provide a resource for each key point.

Key Points

Things to Consider

Brainstorm

Resources

Week Two

The effects of organizational structure on communication

What are appropriate communication methods for managers within the organization?

The appropriate communication methods used for managers within this organization would be having staff meetings, face to face with supervisors on each unit, and putting communications in writing to hand out to everyone within the organization. Effective communication is critical in the health field because a patient’s life may depend on it. Managers may communicate with staff in many ways which includes team meetings, one on one coaching sessions.

1.Preparation

2.Audience

3.Venue

4.Remit

5.Choosing your main points

6.Developing an opening

7.Use of Social Media

8.Website

9. Develop an opening

10. Reach a conclusion

·

What is the importance of these communication methods within the organizational structure?

The importance of this communication methods is to improve the workflow, the interpersonal communications among direct and indirect care staff, and overall productivity by providing employee trust, relationships, clarity and collaboration.

·

What internal and external relationships must be considered?

The internal relationships that must be considered are our internal staff which would be our physicians, nurses, the nursing assistants, the therapist, the Board of Directors and Administrative Staff. The external relationships that must be considered are the patients, their families, the public, and our investors.

Week Three

The steps involved in organizational planning and functions of management

What steps are used to plan and implement change within the organization?

There are many steps that can be used to plan and implement change within an organization. The change must be clearly defined, aligned to goals and determine the possible impacts. Communication is key, develop a communication strategy. This strategy can include meetings, training, involving teams and being open to suggestions. Measuring the change process is also a necessary step to ensure the plan is implemented effectively.

1. Explain the plan

2. Communicate

3. Track the change

4. Implement a support structure

5. Measure the change

How might these steps be applied to the scenario?

Implementing change of plan in an organization needs to be done in a smooth transition and ensure that employees are guided the change journey. Employees should be taken on the change journey, firstly you must determine the most effective means of communication that will bring everyone on board. The communication strategy should include the communication channels and mediums you plan to use. It is also important that your people receive training, to teach the skills and knowledge required to operate efficiently as the change is rolled out. You should also evaluate your change management plan to determine its effectiveness and document any lessons learned.

Explain the administrative process needed to track outcomes and improve quality and safety

What environmental influences related to health care may affect outcomes and quality within the organization?

Some of the environmental influences that can affect outcomes and quality within the organization are service, quality, and resource stewardship. If your patient isn’t happy, this will mean the outcome will score low. Making sure that the patient to staff ratio is met, providing staff with training, schedules, following the proper health care guidelines by State and government standards and very important to communication from both the organization and patients will help improve the outcome.

Cowing, M., Davino-Ramaya, C. M., Ramaya, K., & Szmerekovsky, J. (2009, Fall). Health Care Delivery Performance: Service, Outcomes, and ... Retrieved March 9, 2019, from https://www.ncbi.nlm.nih.gov/pmc/articles/PMC2911834/

University of Phoenix. (2019). Week Three supplement: Introduction to Health Care Management (3rd ed.), Ch.7. Retrieved from University of Phoenix College, HCS/325—Health Care Management course website.

What steps will be taken to evaluate quality and safety?

Quality itself has many different facets that need to work together to achieve an outcome that is wanted. In health care there are different things that quality needs to be a part of, the way the patients are treated, the knowledge of the individuals working on the patients, and every aspect of care an individual’s get. When it comes to safety that is something every business focus on in most cases saying that safety is number one, in health care safety for the patients but also for medical workers. With quality there is CQI which is continuous Quality Improvement that involve the actual workers across the entire organization defined in 5 dimensions; process focus, customer focus, database decision making, employee empowerment and organization-wide impact (University of Phoenix, 2019, Week Three Supplement). There is also the FOCUS model, PDCA, six sigma, and Toyota production system/lean. We will use a flow chart, different graphs and collection of data from many different departments to continuously understand, change and improve the quality of care in many areas. When it comes to safety, we will have a basis of basic safety items and continue to use continuing education for the workers, and have a team to enforce, teach and research ways to continue to improve safety. The team will also work to create a culture of safety so that every time someone enters the facility, they will immediately feel the air of safety, in doing so put the minds of the patients at ease. Finding the areas that need improvement or effects the team the most and creating a plan to decrease that area that is the least safe.

Describe the effects of controls used in health care management

How might financial and human resource control issues affect planning?

The effectiveness of training and development activities of the organization can be assessed by monitoring job-impact indicators. The returns on the investment made on the training activities can also be measured by using quantitative tools like benefit-to-cost ratio, payback period, discounted cash flow, and utility analysis. The attrition levels in an organization can be assessed by using two metrics - employee turnover rate (separation rate) and employee retention rate. These metrics are periodically computed, and the values compared with the industry average and with the past records of the organization. The success of strategic planning is largely dependent on the success of financial planning. Without access to capital, plans cannot be put into action. So, if a company is relying on credit to finance an expansion, and suddenly credit is unavailable due to adverse market conditions, strategic planning will suffer. Likewise, if a company is depending on equity capital to fund its strategic objectives, it may be disappointed if cash is misappropriated, or if due to an emergency the capital must be allocated to more urgent matters.

6. Organization

7. Monitoring

8. Financial planning

Week Four

Strategies and methods needed to influence organizational change and to minimize conflict

What are strategies that might be used to bring about change in the organization?

The strategies that can help promote positive change to our organization would be:

-Initiatives

-Feedback

-Incentives

-Resistance

-Self Evaluation

When setting forth with our initiatives we should incorporate informed perspectives of our other managers plus staff, to ensure our goals are reasonable and the strategies are well-reasoned. We can ask for the feedback of our staff to new policies to help ensure the initiative has its intended effect. We can assess the needs of our staff with the needs of this organization using incentives. “For example, to motivate employees to accept structural changes within the organization, you might explain how the new power hierarchy will improve communication and decrease confusion, as well as create new efficiencies that will decrease everyone’s workload.” (Mack, 2017) To heal with our staff that are resistant, we can meet to discuss their reservations, as well as possible compromises. To encourage change, allow employees to evaluate company policies critically in a constructive manner.

Mack, S. (2017, November 21). What Change Management Strategies Can Be Used for Future Organizational Changes? Retrieved March 16, 2019, from https://smallbusiness.chron.com/change-management-strategies-can-used-future-organizational-changes-35475.html

How might the identified strategies be used to prevent or to minimize conflict?

Although it will be great for employees to feel empowered to address conflict on their own, they need to be able to bring such issues to the notice of the managers. Miscommunication perhaps causes the most workplace conflict. You will have to clarify priorities in other to minimize conflict in an organization, everyone should be clarified on who’s supposed to be doing what so there won’t be confusion. Listening is another way to prevent conflict. Management should encourage employees and managers to listen to each other during a conversation to avoid conflict, hold training sessions on how to listen and communicate more effectively. Some employees start conflict because they want to be heard, you can reduce the potential of that kind of conflict by creating an atmosphere of open communication within your company. Encourage managers and executives to leave their doors open to everyone with an issue. Open and effective communication can be a significant deterrent to workplace conflict.

What strategies might be applied if conflict does arise?

When conflict does arise, there are a few steps that could be made to help resolve the conflict. In a heal care environment it is always important to have open dialog between the peers as well as managers. When an issue is not just between two people, a meeting could be held to talk about the resolution of the issue. Also using teaching and training when issues arise, they can learn from what happened and used them to be able to resolve the conflicts as they are happening. Teaching and training staff on tools to use when a conflict arises that way when they are in the moment, they can defuse the situation. Some ways they can resolve them is recognizing how they are feeling as well as the other individual. They can also make sure they are getting to the root of the issue, so the main problem is getting solved. Managers need to be consistent and make sure the staff is aware of what is expected from them at what rules are applied. That way when they are being a mediator when conflict arises, they know it will be solved in an honest and direct manner.

What is the manager’s role in conflict management?

The managers role in conflict is to listen to everyone Involved and hear their views. No one likes to be wrong, so no one ever wants to hear someone else telling them they are wrong. Of course, you can argue on the one hand that people should be gracious enough to accept that they will not always be right. However, on the other hand, you also cannot expect everyone to be as enlightened about the intricacies of conflict resolution as you. A manager must also collaborate with the team to create conflict resolution protocols. People tend to cooperate with rules when they have a hand in creating the rules. A manager is also a mediator.

Sometimes two individuals in a conflict simply can’t work it out together without the aid of third party. If your workers’ conflict has escalated to the point where outside intervention is necessary, set up a mediation session. Train a staff member. Allow this staffer to sit down with the feuding individuals and assist them in working through their problems in a productive manner. Ask each person to give a little and take a little by arranging a compromise between the two. Ask both members to come to you and talk the problem through with them, presenting potential compromises and allowing them these options. By arranging a compromise instead of just selecting one member’s interests over the other, you can reduce the likelihood that one staff member feels slighted by the way in which the conflict was resolved.

Week Five

The ethical issues considered important in today’s health care organization

Explain how ethical issues may alter the way change is conducted in the organization.

Please Note: Your completed Organizational Structure Outline worksheet is due in Week Five and will be submitted with the Week Five Organizational Structure Presentation assignment.