Management By Objectives

Management by Objectives One of the Keys to Successful Command Instructors Ping-Li Yen & Ray O. Shackelford

The Incident Command System „

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In designing the incident command system, basic management principles were part of the system. For example, unity of command- meaning that everyone on the incident has only one supervisor. Span of control- the recommended number of people reporting to a supervisor is 5-7 with 5 being preferred. Management by objectives- this lecture explores this management concept in detail

Managing by Objectives Defined Is a strategy of planning and getting results in the direction that management wishes and needs to take while meeting the goals and satisfaction of its participants OR „ It is a blending of individual plans and needs of managers toward a largescale accomplishment within a specific period of time „

Four Operating Principles of M.B.O. „

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1) Unity of managerial action is more likely to occur when there is pursuit of a common objective- In the incident command system the incident commander sets the goals and objectives to be accomplished. 2)The greater the focus on results one wants to achieve the greater the likelihood of achieving them- In the incident command system, we ensure focus as the objectives are reviewed every 12 hours as we develop the new action plan.

Four Operating Principles of M.B.O. (Cont.) „

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3) The greater the participation in setting meaningful work with an accountability for a result, the greater the motivation for completing it. Every objective is directly connected with a person who is responsible 4) Progress can only be measured in terms of what one is trying to make progress towardsThe work objectives developed on the 204 form are the expectations of work to be accomplished.

M.B.O. Creates a Management System „

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System defined “as an organized combination of things or parts forming a complex or unity whole” Every system has a purpose, a composition and a framework for fitting its parts together. The incident action plan once put together provides the system by identifying- who,

what, when and where the work is to be done.

M.B.O. Creates a Management System (Continued) „

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The manager designs and organizes all the elements so as to guide, integrate and control all resources toward the desired objectives. The basic underlying principle is good communication- everyone knows who is doing what, where they are and when they should be doing the work.

M.B.O. A Six Stage Process „

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Set down the mission statement- policy maker and fire chief Discover the goals that fit the mission statement- fire chief and deputy fire chiefs Set the objectives to accomplish the goalsdeputy fire chief and division commanders Implement the objectives Controlling and reporting status of the objectives- planning process every 12 hours

Mission Statement „

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The first step in developing a “management by objectives “ system is to develop a mission statement. A written statement that captures the essence of the organization and folds in the goals and objectives that the organization will accomplish. Policy maker and fire chief develop the mission statement.

Goals „

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Goals are statements of direction for the incident. They focus our attention to the priority areas that need to be accomplished. Goals also serve as the basis for more specific planning statements which are called objectives. Goals should tie into the mission statement, so that the entire effort of the organization is one system.

Pareto Effect „

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Named after Italian economist Vilfredo Pareto “ It is uneconomical to devote the same amount of time and attention to the inconsequential that one devotes to the critical”. Otherwise management directs effort on critical tasks to produce the most for the least effort. The concept is to develop one system with everyone working towards a common goal that has been agreed upon.

Finding the Objectives to Set „

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Begins with a very deliberate and systematic identification of results needed by the organization. In fighting, this is called size-up or making an assessment of the problem and the best way to handle it with the resources available. Size-up should be the first step you take as a incident commander.

Objective Setting „ „

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Action plans lead us the completion of the goals. Within action plans are specific objectives needed to be completed to accomplish the goal. Example- suppression objectives might be to stop the advance of the main fire front. Law enforcement- to stop the robbery in progress during the next 6 hours without the loss of life. Public works- repair and return to service all electrical power within the next 8 hours.

Setting Objectives „

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Objectives are statements of actions to be taken that will lead the department to its mission. Generally, they are written short statements that start the sentence with an action verb. For example, To reduce the fire loss by 5 % within the next year.

Setting Objectives(cont) „

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A specific time frame for accomplishment is established for each objective(s) . In the incident command this is normally a 12 hour work period. It can be shorter or longer depending upon the incident situation. A specific person is named as responsible for completion of the objective(s). Resources needed to accomplish the objective (s) is also identified.

Setting Objectives (cont) „

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Once written the objectives must be checked again against the over-all goals and mission statement to ensure organizational direction. Periodic methods to check if objectives continue on track are needed-this step also can modify objectives in need of changing.

M. B. O. Needs a Time Schedule „

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Just as we need continual feedback, the entire management by objectives system must be placed on a time schedule. The incident action plan sets all activities in place and provides a map for coordination of resources. This coordination of resources allows for better utilization of the equipment and available manpower.

M.B.O.Creates a Management System „

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System defined “ as an organized combination of things or parts forming a complex or unitary whole”. Every system has a purpose, a composition and a framework for fitting its parts together. The manager designs and organizes all the elements so as to guide, integrate and control all resources toward some objectives.

Problems to Watch for „

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It is a natural tendency for a functional organization to emphasize their separate functional elements at the expense of the whole organization. Frequently, functional units treat their own objectives as primary, while considering the goals and objectives of the organization or incident as secondary.

Personnel System „

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The performance evaluation of the individual employees can be written around the work to be accomplished rather then more subjective items. The employee understands better where he/she stands with the boss since the work and the evaluation of the work is known and discussed.

Personnel System (continued) „

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The work of the individual is clearly defined by the objectives in writing to prevent misunderstanding at a future date. Any changes in priorities or resources or other issues that would affect the completion of the agreed upon objectives are noted in writing.

Success With Objectives System „

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To be successful with the management by objectives system all must be encouraged to participate in communicating the statement the objectives and the action plans and be ready to change directions if need be. COMMUNICATION UP, DOWN AND HORIZONTAL IS THE KEY TO SUCCESS.

Summary of Goals (Cont) „

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All must be achievable with the time specific. They must be realistic. The resources must remain available. They are written and specific. Must be shared with your supervisor and members of your crew.

Brain Drainers „

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Why is management by objectives used in the incident command system? When we say that the incident action plan identifies when, who, what and where. What does this mean? Who sets the mission statement? Can the mission statement be set by more than one person? If so, can two chiefs working together develop the objectives to be accomplished on and incident? Do they need to be from the same fire department?