Roles and Functions in
Organizing
Assist. Prof. Dr. Hala Aiash
Planning and Development Management
2020
Organizing
♠ Organizing is the second managerial function,
having planned, the manager must now organize so
that personnel can accomplish the plan with
efficiency and effectiveness.
♠ Organizing activities include grouping people and
activities and placing essential people where they
will be most useful.
Dr.Hala Aiash / M&LN 2
Organizational structure
♠ Definition: an organization is a collection of
people working together under division of labor
and a hierarchy of authority to achieve a
common goal.
♠ The organizational structure should provide an
effective work system, a system of
communication identity to individuals and to the
organization…. and should consequently foster
job satisfaction.
♠ Systems have input, processes, outputs and
outcomes, with ongoing feedback among these
various parts.
Dr.Hala Aiash / M&LN 3
Organizational structure
♠ Agencies contain both formal and informal
structures.
♠ Formal structure appears on the organization chart.
♠ It can be diagramed to show the relationships among
people and their positions.
♠ A formal structure describes position, task
responsibility and relationship.
Dr.Hala Aiash / M&LN 4
Organizational structure………….
♠ Informal structure comprises personal and
social relationship that don't appear on the
organization chart (it is based on personal
relationship rather than positional authority).
♠ Informal authority is not commanded
through organizational assignment. It comes
from the followers natural respect for a
colleagues knowledge and abilities.
Dr.Hala Aiash / M&LN 5
Organizational Concepts
Organizational Charts: is a drawing that show how the
parts of an organization are linked, it depicts the
formal organization at relationship, area of
responsibility, persons whom one is accountable, and
channels of communication. ((Fig. 12.1)
Dr.Hala Aiash / M&LN 6
Organizational Concepts………..
♠Span of control (management): is the number of people
reporting to any manager represents the managers' span
of control and determines the number of interactions
expected of him or her.
Accountability- it is an agreement to accept the
consequences of your actions.
Responsibility- The duty to carry out an assignment or
conduct a certain activity.
♠ Authority: is the official power to act. Given by the
organization to direct the work of others.
Dr.Hala Aiash / M&LN 7
Management Levels?
1. Top level 2.Middle level 3. First line
management management management
Dr.Hala Aiash / M&LN 8
Dr.Hala Aiash / M&LN 9
Types of normal organizational structures:
Most nursing departments utilize one of
the following structural patterns:
1. Line organization
2. Functional structure
3. Dual Structure
4. Self-contained unit structure
Dr.Hala Aiash / M&LN 10
1. Line organization:
Most common structure in large health care facilities.
Line positions can be shown either horizontal or
vertical unbroken line
A. Horizontal unbroken line:
Represents communication between individual with
similar spheres of responsibility and power but
different functions
Dr.Hala Aiash / M&LN 11
1-Line organization
B. Vertical unbroken line:
♠ represents communication between
individuals with different positions.
♠ Those having the greatest decision-making
and authority are located at the top, and those
with the least at the bottom.
Dr.Hala Aiash / M&LN 12
1-Line organization
C. Dotted or broken lines:
♠ Represent staff position.
♠ These positions are advisory…... a staff member
provides information and assistance to the manager
but has limited authority.
♠ These positions provides for specialization that
would be impossible for any one manager to achieve
alone.
Dr.Hala Aiash / M&LN 13
2. Functional structure
♠ Employees are group in departments by
task.
♠ Similar task in the same group … similar
group in the same departments … and
similar departments report to the same
manager.
♠ All nursing task are under nursing service
and the same is true for other functional
areas.
Dr.Hala Aiash / M&LN 14
2-Functional structure…..
Manager
Nursing Dietary Pharmacy
Dr.Hala Aiash / M&LN 15
2. Functional structure
Advantages:
♠ Use resources efficiently.
♠ Do not duplicate tasks.
♠ Simplify training because common tasks are
grouped together.
Disadvantages:
♠ Coordination across function is poor and
difficult.
♠ Response time is slower
Dr.Hala Aiash / M&LN 16
3. Dual Structure:
♠ Separates technical and administrative
responsibilities.
♠ It has one hierarchy for technical professionals who
make technical decisions and control technical
matters and another administrative hierarchy for
supervisory management who make decisions about
issues such as personnel and budget.
Advantages: Give equal status to technical and
administrative managers
Dr.Hala Aiash / M&LN 17
4. Self contained unit structure:
♠ All functions needs to produce a product or
service are grouped together in an
autonomous division.
♠ Large health care organizations that acquire
a smaller clinic may operate it as a self-
contained unit.
Dr.Hala Aiash / M&LN 18
4-Self contained unit structure…
Manager
Burn
CCU
Unit
Pharm. Nursing Dietary Nursing Dietary Pharm.
Dr.Hala Aiash / M&LN 19
4. Self contained unit structure…………
Advantages:
♠ High client satisfaction can be achieved (save
time).
♠ High coordination across function occurs
(employee collaborate with other unit
functions to meet unit goals and reduce
conflict).
Disadvantages:
♠ Each service line is independent has its own
nursing staff and compete with other
service lines.
Dr.Hala Aiash / M&LN 20
How to keep organized ?
Every plan should be flexible enough to allow for
changes if the need arise, So if rearrangement of
duties become necessary, you need to evaluate the
situation, change as a little possible in order to
minimize confusion and chance for error.
Dr.Hala Aiash / M&LN 21
Help your team to keep organized by:
♠ Giving each person time and opportunity to
plan the work.
♠ Have all necessary supplies available.
♠ Avoid interrupting your team except
emergency.
♠ Encourage and help each member to improve
his work habit.
♠ Help team to evaluate their work.
Dr.Hala Aiash / M&LN 22
Help your team to keep organized by:
♠ Evaluate the effectiveness of you plan.
♠ Decide whether the work had been completed on
time.
♠ Determine if your patients are satisfied with the care
are received.
♠ Determine your team member's satisfaction.
Dr.Hala Aiash / M&LN 23
Organizing and delivery of Nursing
Care:
♠ Nursing care delivery system refers to the
manner in which nursing care is organized and
provided.
♠ Effective delivery of nursing care promotes
efficiency in an organization through high
productivity and adequate staffing.
♠ Effective delivery of nursing care helps in
increasing job satisfaction.
♠ The type of patient's care delivery system used
reflecting the organization structure,
philosophy, it also depends on nursing staffing.
Dr.Hala Aiash / M&LN 24
Types of nursing care delivery systems:
A. Case Method:
♠ Involves one-to-one nurse patient ratio.
♠ One nurse is responsible for caring for one patient
and providing all the care required.
♠ The responsible nurse reports to the head nurse.
♠ Although this approach is expensive, it continues to
be used in critical care units.
Dr.Hala Aiash / M&LN 25
Registered Registered Registered
Nurse Nurse Nurse
8-hour shift 8-hour shift 8-hour shift
Patient Care
The registered nurse plans,
organizes, and performs all care
Total Patient Care (Case Method) Delivery
Dr.Hala Aiash / M&LN 26
A. 1. Case Method………….
Advantages:
♠ Based on holistic philosophy of nursing.
♠ The nurse is fully responsible about the patient and gives
him full accountability.
♠ Direct contact with the patient.
♠ Continuity of patient's care.
♠ Good nurse-patient relationship.
♠ Allow the nurse to coordinate patient's care (authority).
Disadvantages:
♠ Lack of educational development.
♠ Very expensive.
Dr.Hala Aiash / M&LN 27
B. Functional Method:
♠ Fragmented approach, focuses on task and
procedure.
♠ Tasks are assigned to various personal based on
complexity and required skills.
♠ Each staff is responsible only for assigned task
…. One nurse for medication …. Another one
for dressing …. Another one for vital signs ….
♠ The charge nurse is responsible for
coordinating the activities and report to the
nurse manager.
Dr.Hala Aiash / M&LN 28
B. Functional Method………
Advantages:
♠ Based on task-oriented philosophy of nursing.
♠ Not expensive in comparison with case method.
♠ Efficient because tasks are completed in reasonable
amount of time.
♠ Staffs do only what they are able to do and trained to
do.
♠ Helpful in critical shortage of nurses / emergency.
Dr.Hala Aiash / M&LN 29
Nurse Manager
LPN RN Nurse Aide Nurse Aide
PO Meds Assessments Vital signs Hygiene
Treatments Care Plans Hygiene Stocking
Assigned Patient Group
Functional Nursing Care Delivery Model
Dr.Hala Aiash / M&LN 30
B. Functional Method………..
Disadvantages:
♠ Fragmented nursing care.
♠ Patients do not know their nurses.
♠ Nurses do not have enough time to communicate with
patients.
♠ There is a little time for psychological care.
♠ Deals with patients in a mechanistic way rather than
humanistic.
♠ Poor job satisfaction.
♠ Reflects bureaucracy and centralized organ.
Dr.Hala Aiash / M&LN 31
C. Team Method
♠ Based on group philosophy.
♠ Reflect decentralization…attempt to support goal
action through group action.
♠ The team leader is responsible for managing the
care of group.
♠ Working with the team leader various qualified
personnel, they report to the team leader, who then
report to the head nurse.
♠ The team leader assigns personnel based on
qualification and client needs.
♠ The team leader is responsible for planning and
evaluating the nursing care provided by the team
members.
Dr.Hala Aiash / M&LN 32
Nurse Manager
RN Team Leader RN Team Leader
RN RN
LPNs LPNs
Nursing Nursing
Assistants Assistants
Assigned Patient Group Assigned Patient Group
Team Nursing Model
Dr.Hala Aiash / M&LN 33
D. Team Method
The nurse manager remains responsible for
major management, decisions, communication
and coordination.
Advantages:
♠ High job satisfaction.
♠ Nurses have enough time to communicate.
♠ Patients know their nurses.
Disadvantages:
♠ Required efficient team leader skills.
♠ Rotation of team leader is frustrating.
Dr.Hala Aiash / M&LN 34
E. Primary Method
♠ Reflect decentralized structure and based on comprehensive
philosophy.
♠ A primary nurse is assigned to care for group of patients
24hrs a day through their stay in the hospital.
♠ He has 24hrs responsibility for assigned patients.
♠ Responsible for assessing, planning, implementing and
evaluating the nursing care.
♠ The nurse manager is responsible for assigning primary
nurses, coordinating the activities of primary nurse on all
shifts and assigning associate nurses for periods when
primary nurses are of duty.
Dr.Hala Aiash / M&LN 35
Primary Nurse
24-hour responsibility for
Physician and planning, directing & Associate
other members evaluating patient care Nurses
of the health Provide care
care team when primary
nurse is off
duty
Patient
Primary Nursing Model
Dr.Hala Aiash / M&LN 36
E. Primary Method
Associate nurse carry out the plan of care when the primary
nurse is not available.
Advantages :
♠ Provide satisfaction for nurses and patients.
♠ Nurses get self esteem for providing complete nursing care.
♠ Good communication between patients and nurses.
♠ Increase accountability and facilitate continuity of care.
♠ Efficient method which decrease the number of people in the chain
of commands (reduce error).
♠ Patient know their nurses and times they are available.
Dr.Hala Aiash / M&LN 37
E. Primary Method……..
Disadvantages :
♠ Primary nurse limits a nurses talents to her
own patients, other patients can't get benefit.
♠ More professional staff and fewer non-
professional staff are required for successful
implementation.
♠ Complicates doctors rounds because no
single nurse in the unit knows all the
patients.
Dr.Hala Aiash / M&LN 38
Dr.Hala Aiash / M&LN 39
Dr.Hala Aiash / M&LN 40
