HOD and HOU Orientation

1.MEDIU’s Vision, Mission, Values & Objectives2.MEDIU’s Organisational Chart3.Divisional, Departmental, and Unit Functions4.Job Descriptions

Important Documents

Where can you find these documents?

1. The M:\ Drive2. Public Folders in Outlook

19/05/2009 4Business Management Systems Department

The M:\ Drive

How to get the Public Folders from your Microsoft Outlook?

Just click on this icon

You can access it on Microsoft Outlook / Public Folders / Vision,Mission & Objectives

Vision, Mission & Objectives?

7

Org Chart?You can access it on Microsoft Outlook / Public Folders / Org Chart

Just Click Here

8

Functions?You can access it on Microsoft Outlook / Public Folders/Functions

How to use the table of contents to select a topic?

A Vision statement outlines what the organization wants to be. It concentrates on the future. It is a source of inspiration. It provides clear decision-making criteria.WHERE WE WANT TO BE

A Mission statement tells you the fundamental purpose of the organization. It concentrates on the present. It defines the customer and the critical processes. It informs you of the desired level of performance.WHO WE ARE AND WHAT WE DO

Vision and Mission Statements

11

When a company collaboratively decides to express its vision, and mission in words, it will give direction to everyone in the company. Therefore, it is important to involve all employees and give them a chance to indicate how they perceive the company and to identify what is important to them, i.e., things the company must not lose sight of as it continues on its journey.

The way that the vision and mission are communicated is important. This requires full commitment from senior management and may result in several changes depending on where the company presently is and how well it presently represents its vision. Quality must be recognized not as a separate entity but as an integral part of a person's overall job. This communication process can take time and much effort but does become easier as people see that the company truly uses these statements in their decision process and refers to them for guidance on a regular basis.

The Importance of a Vision

Needs to be taken seriously. A mission statement conveys what a group believes to be the significant worth and value of the organization. To get the most out of a mission statement, everyone involved in its drafting and implementation must be serious about using it.

Guides behavior. A mission statement is a tool that helps to guide and analyze every action taken by an employee.

The Importance of a Mission

Serves as a reminder. A mission statement serves as a simple reminder to do the rightthing. When everyone knows and fully understands the University's mission, and recognizes the value of a written mission statement, they can refer back to the mission statement whenever an ethical problem is presented.

How to Transfer The Organizational Vision to Employees

Step 1Describe the vision in terms that employees can easily understand. The organizational vision should not necessarily be changed, because it is a long-standing goal which describes the desired end-state for the company. However, it can be explained in terms that all employees can understand. Rather than using complex terminology, leaders and managers can describe the vision in simpler terms that make sense to all employees.

Step 2Help employees take ownership of the organizational vision. If employees can make the vision their own they may be more likely to help the company achieve this vision. Leaders and managers may attempt to encourage employees to take ownership of the vision. By making employees feel that the vision is important to them and that part of their personal success means helping the company achieve the vision, it may help employees to feel more connected to the vision.

Step 3

Motivate employees to make the vision a reality. If employees feel motivated about the organization’s vision they may be more likely to work towards achieving it. There area many ways to motivate employees, and organizations may consider ways to reward employees for making a direct contribution towards the achievement of the company’s vision. Rewards may consist of monetary incentives, time off from work, or public recognition. There are multiple forms of rewards besides those listed in this section, and leaders may want to consider creative ways to help motivate employees.

How to Transfer The Organizational Vision to Employees

How to Transfer The Organizational Vision to Employees

Step 4

Lower level leadership should ensure they understand the vision and discuss it periodically with employees. Leadership is not just for those individuals at the top of an organization. Leadership can be found at lower levels within companies, including the supervisory level. By getting lower-level leaders involved in understanding the corporate vision they can help teach this vision to their employees. Prior to teaching employees the vision, leaders must understand it themselves. Organizations may conduct training to ensure supervisors and other lower-level leaders understand the vision. This training may also be designed to help teach them ways they can train their employees to understand and take ownership of the vision.

The Importance of ObjectivesObjectives are the most basic planning tools underlying all planning and strategic activities. They serve as the basis for policy and performance appraisals, and act as glue that binds the entire organization together. They are used to unify efforts.

Why Are Organizational Charts Important To Us?

It is a chart showing the interrelationship of positions within an organization in terms of authority and responsibility.

Org Charts are an extremely effective way to communicate organizational, employee and enterprise information. An org chart makes it easier for peopleto understand large amounts of information as a visual picture rather thanas a table of names and numbers. Org Charts provide managers with specific departmentalinformation that can then be used as a baseline for planning, budgeting andworkforce modeling.

Our Org Chart represents a vision for the future of our organisation.

Why is this visualization of the organization still so important?

An org chart gives a clear definition of very important relationships.- Who is responsible for you? - Who are you responsible for? - Whose budget do you belong to?- Who will conduct your performance appraisal? - Who will you consider as your most probable candidate to succeed you in the succession plan? - Who should you go to when you have a concern about something in the business?

FunctionsTask oriented block of related efforts (accounting, marketing, manufacturing, etc.) organized to produce intended outputs (financial reports, sales, products, etc.).

All employees like to know what is expected of them and how they will be evaluated. Job descriptions can also be a great value to employers. Creating a job description often results in a thought process that helps determine how critical the job is, how this particular job relates to others and identify the characteristics needed by a new employee filling the role.

A job description typically outlines the necessary skills, training and education needed by a potential employee. It will spell out duties and responsibilities of the job. Once a job description is prepared, it can serve as a basis for interviewing candidates, orienting a new employee and finally in the evaluation of job performance. Using job descriptions is part of good management.

The Importance of Job Descriptions

Establishing a basis for recruitment, selection, and hiring

Determining whether a person is qualified to perform the essential functions

Evaluating work distribution and departmental organization

Analyzing jobs to determine appropriate pay ranges and classifications

Training employees

Assisting incumbents in understanding their job better

Allowing clear and accurate performance reviews

Counseling employees on career opportunities and their vocational interests

The Importance of Job Descriptions

Introduces new employees to their jobs and gives an understanding of what is expected of them in terms of duties, organizational relationships and reporting procedures as they relate to company goals;

Assists in the realignment of functions and responsibilities and ensures that costly duplications of efforts are minimized;

Establishes exact channels of communications so that employees know whom to go to for information;

Assists management in evaluating performance by illustrating what should be done versus what is actually being done.

Benefits of job descriptions are: