S.C.N.S.E. Society for Clinical Nurse Specialists in Education
Shi Chen Char Clarke Vacarri Cotton Alaina Stern Imoni Taylor Kennesaw December, 3rd 2012 1
Executive Summary
This report contains a detailed examination of planning, organizing, leading and controlling (the four managerial functions) as they pertain to a service learning project assigned in a Management and Behavioral Sciences course taught by Professor Gaia Marchisio at Kennesaw State University. The guidelines given were very vague and broad giving room for independence among the groups. We were instructed to choose a nonprofit organization and based on their needs decide and plan how to go about satisfying them by setting a goal. The nonprofit organization we chose was the Society for Clinical Nurse Specialists in Education. We chose S.C.N.S.E. because one of our team members is related to the organizations president and found member Camille Payne. We assessed and established a goal to further increase S.C.N.S.E.’s email database by 40% before October, 31st 2012. In order to reach this goal we took action by researching and obtaining a list of universities that have graduate nursing programs and locate their currently employed advance practice of nursing educators email address. Our team was successful in reaching our goal. The following pages contain a detailed analytical report of our service learning project exhibited through the four managerial functions by describing the project, evaluating our performance, and identifying key learning and what we will take away and apply in the future.
2
Table of Contents
Topic Executive Summary Table of Contents Part 1: Introduction 1.1: The Organization 1.2: General Overview of Project 1.3 Results Part 2: Planning 2.1: Full Description 2.2: Evaluation 2.3: Key Learning Part 3: Organizing 3.1: Full Description 3.2: Evaluation 3.3: Key Learning Part 4: Leading 4.1: Full Description 4.2: Evaluation 4.3: Key Learning Part 5: Controling 5.1: Full Description 5.2 Evaluation 5.3 Key Learning Appendixes Short Team member Bio
Page Number
Page 4
Page 6
Page 9
Page 12
Page 15
Page 18
3
We chose S.C.N.S.E because of direct connection between the president and a team member. 1.1 Introduction – The Organization
The Mission of SCNSE is to: Promote excellence in CNS education to influence healthcare outcomes. Society for Clinical Nurse Specialists in Education is an international Organization dedicated to advancing the education of clinical nurse specialists and ensuring the continuing viability of the clinical nurse specialist role. S.C.N.S.E. was incorporated in 2010. The Goals of SCNSE are to: Facilitate implementation of state of the art CNS curricula. Provide a forum for dialogue among CNS educators, preceptors, students, and other stakeholders. Promote the role of the CNS through dissemination of information about CNS education and programs of study. Create an avenue for CNS educator, preceptor, and student scholarship. Facilitate effective mentorship of new CNS educators.
4
The overall project was a success because we fully met our goal. 1.3 Introduction- Results
5
A quick look inside the internal aspect of the project 1.2 Introduction – General Overview
SMART Goal To further increase the NPO’s email database by 40% before October, 31 st 2012.
Main Action Researching and obtaining a list of universities that have graduate nursing programs and locate their currently employed advance practice of nursing educators email address. Risks Procrastination, Missing deadlines , Internet Malfunctions , Incorrect email addresses, Out of date or expired faculty information . Contingency Plan Set internal deadlines to ensure all parts are completed in time. Each group member should / will have a back up plan of action for unforeseen internet problems. By trying to collect 30% more email address than actually needed we can have cushion for old or expired information. By routinely having check points.
6
In the planning stage we outlined the list of tasks we need to accomplish and set eternal deadlines and checkpoints. 2.1 Planning – Full Description
The organization we choose is Society for Clinical Nurse Specialists in Education (S.C.N.S.E) it is an international Organization dedicated to advancing the education of clinical nurse specialists and ensuring the continuing viability of the clinical nurse specialist role. The main reason we decided on S.C.N.S.E was the fact that we had a direct connection with the president and founder and based on this information we knew communication and time would be very effective when dealing with this organization. After meeting with the president of S.C.N.S.E and received a list of their primary needs we asked which need would have the greatest impact. We collectively choose to increase their email database by 40% which would in turn increase membership and grow the organization. This would be most effective for their plans of having a conference next year. Increasing the database by a percentage translated into 850 emails. This seemed to be a very achievable goal but the most important detail about each email was the fact that it has to belong to a professor who teaches at the graduate level of nursing and that graduate nursing professor cannot be a nurse practitioner. This proved to be more time consuming and specific but our team was up to he challenge. Specific: Increase email database by 40% Measurable: collect 850 emails Attainable: All five members collect 170 emails each Result- oriented: To retrieve 850 emails before November 1,2012 Target date: Emails need to be compiled and given to the organization before December 1, 2012
7
Open communication and establishing a contingency plan were key concerns for us from the beginning. 2.2 Planning - Evaluation
The decision to increase S.C.N.S.E email database was agreed upon by all the members of our team. The organization mentioned that doing so we greatly increase the membership witch was needed to grow the organization. Group think was very important because we listened to each other, found out each persons goals and we got on the right page about the decisions needed for accomplishing our goal. The decision style we used most was the behavioral style, we worked well with each other, we had a few differences of opinion but we were respectful and we enjoyed our social gatherings where we went over our progress. We learned that in the end our style of behavior almost destroyed our project. We established a contingency plan which all the team members agreed on. We were satisfied with all the rules but because we are a new team and not familiar with each other we gave members of our team more chances after failing to follow the rules and in turn the outcome of our overall project was jeopardized. We set deadlines for different stages of our project. Everyone on our team was able to collect all their email s in the time we set and also helped each other understand how to retrieve the emails from the universities. The deadlines was instrumental in evaluating each members performance. Majority of our team members communicated well with each other so most issue that arise was addressed and a solution was established. We did not establish a team leader or a team manager and that affected how death with issues that arose. One person communicated the information with all the team members but since no leader was established was not help accountable when communication was not carried out. What we have learned to stay true to who you are as a person, be respectful and as soon as a problem arise we should address it immediately. Telling each team member what issues you have with them in a timely manner so they can continue to work together and look at the issue as a way to help ad not hurt. Compromises in some areas of the project was important and too many leaders would prove to be detrimental to the outcome. 8
Having a contingency plan to fall back on is a major benefit of the planning process. 2.3 Planning – Key Learning
Contingency plan: Creating a contingency plan was very important . Having deadlines and rules in place helped each member stay on task. Having this plan in the early stages of the project was crucial and allowed us to easily transition throughout all the stages of the project and address all issue that arise sooner than we would have if this plan was not in place. Having the contingency plan available was important but following the rules of the plan we set was most crucial to the avoidance of most of our problems.
Smart Goals: Setting SMART goals was the strong point of this project. Leading the project would be impractical without attainable and reachable goals, it would be impossible to control the project without measurable and time specific goals.. Each phase of a SMART goal fundamentally builds off one another to form a goal properly developed and designed for success. We learned that we cannot be successful in any project if our goals if that goal is vague, it needs to be quantifiable, realistic and has a specific time of completion.
9
We organized a meeting outside school for fun and together hiked a mountain. 3.1 Organizing – Full Description
Team culture We organized a team activity to Stone Mountain at the beginning of the semester. We also had a lunch together. During this activity, we talked about what we expect from this project and what is our goal. During the semester, we had several team meetings to make sure we are on the right way to the goal. Work specialization Most of them, we divided the work into five parts to each team member. When we did the discussion in classes, one team member did the writing, other members gave the advice. Because one of team members is close to the president of the organization. So at the first, she was in charge of contacting and getting organization’s need and information. The chain of command-decide who has the authority On one in our group actually has the authority to make team members to do the work. We discussed together and divided the work. Decentralized authority We don’t rank our into upper level and lower level. Knowledge, ideas and decision are flowing among us. Before each work, we had one team member gather everything from other team members and then put it in to report. Appraisals We made team rules and talked thoroughly what kind of behavior in team work we like and don’t like. We also did the Portrait Post to tell team member how they did and what we think.
10
It would have been beneficial to the team if we had named authority and a chain of command. 3.2 Organizing - Evaluation
Define team culture We did good in this part. We had team activity at Stone Mountain right after forming the team. We had fun and discussed each team member’s goal, value and defined what team’s goal and value. We have regular team meeting in Friday to update what we did and how we achieve the goal. Work specialization Most of time, we discussed and did the project together. One team member organized what we said and put them into writing. Other team members gave opinions. We divide d the project into five parts, each team member had the same things to do. But the problem is sometimes one team member did too much, and other team members did little. The chain of command-decide who has the authority We didn’t do well in this part. In a team, some people need to have more authority to direct work of others. We didn’t name who has more authority in the team. But along with the process of project, we had granted authority to someone who is more reliable and creative. Decentralized authority We did good in this part. Power has been delegated throughout the team. In our individual project part, we solved our own problems and made quick decisions. If something is very difficult, we discussed in meeting together. Appraisals We did good in this part. We made team rules at the very beginning. We evaluated each team member’s work and behavior based on these rules. We did the Portrait Post, and everyone got valuable feedback to help improve ourselves. But we only did the performance appraisals from peers, not from clients, organizations and self. 11
Team culture is deeper than the visible level and focuses on the teams values and goals. 3.3 Organizing – Key Learning
Define team culture We learned that team culture is very important. We can’t just look at visible level, but also focus more on team values and goal. And we need to define team culture at the beginning , set up rules and goal. Work specialization We need to find out what each team member interest in and good at. Based on that, division the labor , because of that, the entire complex work can be performed by specialists, resulting in greater efficiency. The chain of command-decide who has the authority We learned that authority is most effective when arranged in a hierarchy. Without authority, it is difficult to make things done. We need to define who is the manager next time. Decentralized authority In decentralized authority, decisions are made more quickly, which increases the team’s flexibility and efficiency. In decentralized authority, we trust team member that they can handle the situation and take the responsibilities. Appraisals We learned that performance appraisals can improve job performance. We need to use more formal and informal appraisals to help increase team member’s performance. And the appraisals have to be fair and based on job. We need to get feedback from different level and group of people in order to get the most accurate feedback.
12
Early on we all agreed everyone should have diligence and be dependable to achieve our goals. 4.1 Leading – Full Description
Individual All five of us have very distinct personalities which has allowed us to get to know each other better in and outside of the project. The project identifies how we can resolve conflicts and be able to work efficiently so we can all achieve the same goal which is to finish the project and obtain a high grade. Teaming We established the three values of communication, hard work, and respect as the top values shared by all individual team members. We made sure to have clearly expressed common fears, hopes and expectations. Our fears consisted if the drama of personality clashes, and having delayed deadlines. Our shared hopes for the project was overall having a successful out come and secondly gaining friendship. Motivation As a team pertaining to leadership our project has really motivated us to work together, solve conflicts, and produce work within a set deadline For us team members, motivation is the number one source this team has to offer, because If one member needs assistance or if they fail to do their part in the project then the other member will be able to motivate the teammate in what needs to be done or be a backbone and get the job done without hesitation. So far, everyone has put in team effort to do whatever it takes to get the project finish. The difference between a group and team is the direction that is brought on. A group is based on management being directed, whereas a team is more self-directed and motivated to get any task done. For this project, we all have came as a team and got it accomplished and finished.
13
More communication = positive results 4.2 Leading - Evaluation Everyone for the most part has done an excellent job with their part in getting things done within the deadline. I think we all need to work on is more communication, for instance if one is not able to complete their part in the project or if someone is sick, It would be great to let people know ahead of time that way things will run a lot smoother and we can keep the project rolling. Lack of communication can divide a team and produce more internal conflict which in return can give the result of our project a negative one. More communication = positive results.
14
Brining out our inner talents 4.3 Leading – Key Learning This project has taught us motivation, communication, and desire for all of us to work together as a team, so that all of us can achieve the same reward. It has allowed us to all become leaders within our self which made us become a better group despite negative conflicts and lack of communication. It also allowed us to display our academic talents to the group. Each group member possesses strong character and leadership towards the project which will give the project a positive result and reward. We have all gotten to know each other’s strengths and weaknesses in completing this project and it has brought out our inner talent academically to accomplish the completion of this project.
15
Making sure the performance meets objectives 5.1 Controlling – Full Description
In the four management functions control is the fourth and last function. The purpose of the control is to make sure that performance meet the objectives. There are four steps to this process. Establish standards The standards that we set we re to have 800 email addresses to present to the organization. These emails would increase their database which they would in turn use to increase the awareness of the organization. We then took time to think of risks that could be associated with us not being able to meet our goals. We went farther to think of ways to counteract these risk. Measure performance The way we were able to measure our performance in order to meet the goal, we divided up the 800 evenly among all members of the team. Each member was responsible for 160 emails. Next, a list of school across the country was divided evenly among the team so that we would be able to obtain 160 email addresses. We also implemented internal deadlines that would ensure that our standards were met.
16
Evaluating performances and taking action 5.2 Controlling - Evaluation
Compare Performance to Standards After the deadline, we compared our performance to the standard. The performance was below the standard, a significant amount, but yet our standard was obtainable. Only two members had turned in the completed number of emails that we agreed to in the planning stage. This meant a great need of action was needed. We didn’t have an action plan. Our contingency plan that we did have didn’t not anticipate such a low result. Take Corrective Action, If Necessary Take action to correct negative performance. Why did our performance fall short of our standards? Everyone said that they completed the work, however they didn’t bother to forward to the proper person to compile the emails or didn’t follow the instructions on how to forward the emails. The standards set were realistic. Everyone claimed to have obtained the set number of emails set per person.
17
Control is a crucial element and is a must have and missing one step can create chaos. 5.3 Controlling –Key Learning
In doing this field team project and dissecting it into the four management functions: Planning, Organizing, Leading and Controlling we were able to really see how each step is needed to obtain a goal. By missing one step you can have chaos. In assessing the project we have learned the following things: Communication is key. Being able to communicate any issue and constantly reminding everyone of deadlines and requirements. Have a range of variance. We didn’t have a range of variance, so it was expected for us to obtain 800 emails no matter what. Make sure the goal is realistic/obtainable. Our goal was obtainable. We were given approx 5-6 higher learning facilities to find nursing educating personnel that meets the credential requirement of the organization. Have deadlines. Incorporating deadlines were a great idea. Making deadline realistic is key. Taking everyone’s schedule into consideration when establishing deadline.
18
Annex Team Members of Strides
Alaina Stern
Imoni Taylor
Charneta Clarke
Vacarri Cotton
Shi Chen
19