Training workshop on: Training workshop on: Management and Management and planning tools & skillsplanning tools & skills

Dr. Walid AbubakerDr. Walid AbubakerWHO TA/CBWHO TA/CBabubakerw@sud.emro.who.intabubakerw@sud.emro.who.int

Management Best PracticesManagement Best Practices

Presentation OutlinePresentation Outline

Part IPart I

Conceptual Overview of Modern Conceptual Overview of Modern Health ManagementHealth Management

Part IIPart II Operational Framework & Operational Framework &

Potential ApplicationPotential Application

Health management creates Health management creates skills/competencies required skills/competencies required to: to:

CHANGE performance CHANGE performance IMPROVE public health IMPROVE public health GENERATE results/impactsGENERATE results/impacts

Why Health Management?Why Health Management?

The System Approach The System Approach

Measurement Measurement

Measurement

Results

Change

PH Impact

Health Management

International Management International Management SchoolsSchools

Traditional ManagementTraditional Management Operational ManagementOperational Management Utilization ManagementUtilization Management Quality Management/TQMQuality Management/TQM Strategic Management/Preventive Strategic Management/Preventive

(Preemptive/Proactive)(Preemptive/Proactive)

Operational ManagementOperational Management Program managementProgram management Administrative managementAdministrative management Human resources managementHuman resources management Information system managementInformation system management Financial managementFinancial management Drug managementDrug management Logistics managementLogistics management

What is Management?What is Management?

Management Management is the art of organizing, is the art of organizing, facilitating, coordinating, facilitating, coordinating, communicating, inspiring, coaching and communicating, inspiring, coaching and delegating to achieve intended results.delegating to achieve intended results.

ManagementManagement is the mostis the most costcost effective utilization of available effective utilization of available resourcesresources

What isWhat is Management? Management?

Management FrameworkManagement Framework

Management Management is the problem-solving is the problem-solving best practicebest practice

PIPI PDPD PSPS PFIPFI

Step I Step II Step III Step VI

Problem Identification Problem

Development Problem Solutions Implementation

Follow-up Improvement

Management Management is bridging the is bridging the gap between what is being gap between what is being done and what should be done done and what should be done

What isWhat is Management? Management?

Management Management is the ability to is the ability to achieve intended results and achieve intended results and prove intended impactsprove intended impacts

What isWhat is Management? Management?

Management Management is a dynamic process is a dynamic process of rational planning, task-based of rational planning, task-based implementation, and data-driven implementation, and data-driven monitoring/evaluationmonitoring/evaluation

What is Management?What is Management?

Organizational DesignOrganizational Design

““Organizational design refers to the way Organizational design refers to the way in which the building blocks of in which the building blocks of organization - responsibility, information, organization - responsibility, information, communication, coordination, authority, communication, coordination, authority, accountability and rewards - are arranged accountability and rewards - are arranged and rearranged to improve effectiveness and rearranged to improve effectiveness and adaptive capacity.”and adaptive capacity.”

Shortell and Shortell and KaluznyKaluzny

What is Health Management?What is Health Management?

Health management is the ability Health management is the ability to meet and exceed needs and to meet and exceed needs and expectations of patients and expectations of patients and communities servedcommunities served

What is Health ManagementWhat is Health Management??

Health management is the Health management is the system- wide approach to system- wide approach to change and improve public change and improve public health status health status

ClinicalClinical ManagementManagement??

Ability to achieveAbility to achieve treatment outcomestreatment outcomes according to internationally according to internationally recognized recognized quality quality standardsstandards, , protocolsprotocols and and guidelinesguidelines

Planning

ImplementationEvaluation

Planning

ImplementationEvaluation Monitoring/Evaluation

Management

Management CycleManagement Cycle

PlanningPlanning

Planning Planning is tois to analyze analyze what what has been happening, has been happening, understand present and understand present and anticipate the futureanticipate the future

Planning Planning

Planning Planning is to ensure that is to ensure that available resources now and in available resources now and in the future are efficiently used to the future are efficiently used to obtain intended resultsobtain intended results

Seven “Ws” of Seven “Ws” of planningplanning

are we now: Assessmentare we now: Assessment are we going: Objectivesare we going: Objectiveswe need: Resourceswe need: Resources

timetable: Futuretimetable: Futureactivities/tasks: Efficient activities/tasks: Efficient implementation implementation we will know we are we will know we are

doing doing the recommended activities: the recommended activities: Follow-up monitoringFollow-up monitoringwill happen: Results /Impactswill happen: Results /Impacts

Where

What

Where

When

How

How

What

PlanningPlanning

Challenges the status quo Challenges the status quo Takes timeTakes time Involves all Involves all Requires consensus Requires consensus

Strategic Strategic planning planning

Creating the Creating the mission/purpose mission/purpose and strategic directionand strategic direction

Analyzing external Analyzing external environment, environment, opportunities and threats opportunities and threats

Assessing internal strengths andAssessing internal strengths and weaknesses weaknesses

Establishing goalsEstablishing goals

Strategic Strategic planningplanning

Selecting strategies to reach Selecting strategies to reach goalsgoals

Establishing objectivesEstablishing objectives Developing workplans with Developing workplans with

required activities for each required activities for each objectiveobjective

Preparing financial Preparing financial plan/budget plan/budget

ImplementationImplementation

Implementation Implementation is the execution is the execution of activities and tasks that need to of activities and tasks that need to be carried out be carried out according to the according to the plan plan to achieve anticipated to achieve anticipated outcomesoutcomes

EvaluationEvaluation

Evaluation Evaluation is to measure is to measure progress toward the achievement progress toward the achievement program objectives and results program objectives and results (whether the intended change(whether the intended change and and impact haimpact haveve occurred) occurred)

MonitoringMonitoring

Monitoring Monitoring is the ongoing is the ongoing data collection, analysis data collection, analysis and interpretation of and interpretation of program activities against program activities against pre-established indicators pre-established indicators

Plan

Do

Cheek

Act DOTSManagement

Shewhart-Deming Shewhart-Deming CCycleycle

The statistical-based management cycleThe statistical-based management cycleKnown also as the Shewhart-Deming Cycle, which is a four-step Known also as the Shewhart-Deming Cycle, which is a four-step

process designed to continuously improve qualityprocess designed to continuously improve quality

Сheck

Management

PDCA

Select and plan

the change

Do

implement the change

Check

Monitor and evaluate the change

Act

review andstabilizethe change

Management FrameworkManagement Framework

Management toolsManagement tools

Organizational Organizational DesignDesign BrainstormingBrainstorming MultiMulti-V-Votingoting SWOTSWOT AnalysisAnalysis Nominal Group TechniqueNominal Group Technique

Management toolsManagement tools

Delphi MethodDelphi Method Deployment Chart or Planning Deployment Chart or Planning

GridGrid Prioritization Prioritization MMatrixatrix Hoshin Organizational ToolHoshin Organizational Tool WorkplanWorkplanss

Scope of Health Management Scope of Health Management

Organizational DesignOrganizational Design & & Strategic DirectionStrategic Direction

Clinical ManagementClinical Management HMIS (HMIS (E/, data bankE/, data bank)) Human Recourses Human Recourses

Management/ DevelopmentManagement/ Development Health Financial ManagementHealth Financial Management

Organizational Organizational Design/RedesignDesign/Redesign

OD OD Is a structuredIs a structured management tool used tomanagement tool used to outline individual outline individual accountability and team accountability and team accomplishmentsaccomplishments

Organizational DirectionOrganizational Direction

Mission (Purpose Statement)Mission (Purpose Statement) Shared vision for the futureShared vision for the future

Organizational Culture: Organizational Culture: Values, Beliefs, PhilosophyValues, Beliefs, PhilosophyLines of accountability and authorityLines of accountability and authority

Primary goal of ODPrimary goal of OD

To identify major deficiencies and To identify major deficiencies and explore new explore new approaches and approaches and levelslevels of attainable management of attainable management capabilitiescapabilities

How to conduct ODHow to conduct OD

Step one:Step one: inventory or inventory or environmental scan to environmental scan to select priority select priority management capacity management capacity building areasbuilding areas

How to conduct ODHow to conduct OD

Step two:Step two: selecting explicit measurable selecting explicit measurable indicators for each priority indicators for each priority management area needing management area needing improvementimprovement

How to conduct ODHow to conduct OD

Step threeStep three:: develop an action plan develop an action plan

based on the results and based on the results and analysis of steps one and analysis of steps one and twotwo

Coaching and supervising Coaching and supervising staffstaff

Effective manager today uses Effective manager today uses

the concept of participatory the concept of participatory supervision to guide and supervision to guide and coach staff to perform their coach staff to perform their assigned tasksassigned tasks

The art of feedback and The art of feedback and two-way communicationtwo-way communication

Close contact is essential Close contact is essential both for the effective both for the effective operation of the program operation of the program and for staff morale and and for staff morale and commitmentcommitment

Feedback means Feedback means communicating to the staff communicating to the staff your reaction regarding your reaction regarding their work performance. their work performance.

Tips for effective feedbackTips for effective feedback

Prompt Prompt

ConstructiveConstructive

Inspiring and motivatingInspiring and motivating

Task-relatedTask-related

Action-orientedAction-oriented

Team building skillsTeam building skills

Team development (FSNP)Team development (FSNP) Communication skillsCommunication skills Meeting skillsMeeting skills Conflict management skillsConflict management skills Decision making skillsDecision making skills

Hands-on Hands-on management toolsmanagement tools

Time managementTime management Professional writingProfessional writing Effective presentationEffective presentationss Effective listening Effective listening Computer skillsComputer skills

HMPHHMPH

TimeTime

People People

Finance Finance

DataData

High-Performing LeaderHigh-Performing Leader

Strategic Thinking SkillsStrategic Thinking Skills Team Building SkillsTeam Building Skills Analytical SkillsAnalytical Skills Computer SkillsComputer Skills Coaching Leadership Skills Coaching Leadership Skills

Old vs. New WayOld vs. New Way

Old wayOld way New WayNew Way

Verbal infoVerbal info Data –based factsData –based facts

Bad appleBad apple Systems/processesSystems/processes

AloneAlone Together Together

Crisis Crisis management/rmanagement/reactiveeactive

Preventive/Preventive/preemptive/proactivepreemptive/proactive

ConclusionConclusion

Management is:Management is: a sciencea science a profession and careera profession and career

Health management is:Health management is: an integral part of public healthan integral part of public health a primary public health/community a primary public health/community

health functionhealth function

ConclusionConclusionSkills-based management

training

Health management best practice

Impact on public health parameters

Change/improve nationalhealth indicators