SISTEM & PROSEDUR 1

Summary

This transcript provides an in-depth introduction to systems and procedures, highlighting their importance in organizational management. It explains how systems are interrelated components working together, such as in archiving systems, and outlines the essential aspects of effective procedures. Key topics covered include the roles of managers, considerations before, during, and after tasks, and the distinctions between blue-collar and white-collar systems. Additionally, the script discusses the responsibilities within an organization for adhering to systems and procedures, the benefits of clear systems, and the potential consequences of neglecting them. The session concludes with the importance of continuous improvement and clarity in organizational practices.

Takeaways

• 😀 Systems are defined as a cohesive group of interconnected components that influence each other and work together according to specific principles.
• 😀 Every system includes subsystems, which are smaller units within a larger system that interact and depend on each other.
• 😀 Procedures refer to the specific sequence of instructions that describe what needs to be done, by whom, when, and how.
• 😀 An example of a system is an archival system, which includes procedures for organizing, coding, storing, maintaining, and eliminating documents.
• 😀 A system must consist of subsystems, feature interaction between subsystems, follow a sequence of activities, and have a clear goal.
• 😀 The role of systems and procedures in organizations can be broken down into three stages: before, during, and after the work has been carried out.
• 😀 Before an action occurs, the system is involved in planning, establishing policies, and specifying objectives and results.
• 😀 During work execution, the focus shifts to completing tasks efficiently using available resources, methods, and procedures.
• 😀 After a task is completed, it is essential to evaluate the results, measure performance, and determine if improvements are necessary.
• 😀 Blue-collar systems apply to manufacturing or industrial settings, whereas white-collar systems are used in office-based environments focusing on administrative and managerial tasks.

Q & A

What is the definition of a system in the context of this course?

A system is a collection of various factors or components that influence each other, bound by certain principles. It consists of subsystems that are interconnected and work together to perform a function.

How is a procedure defined in this context?

A procedure is a precise sequence of instructions that explain what needs to be done, who is responsible for it, when it should be done, and how it should be carried out.

What is an example of a system mentioned in the script?

An example provided is the archiving system, which involves various procedures and methods such as classifying, coding, storing, maintaining, and disposing of documents.

What are the four key requirements for a system to be effective?

1. The system must consist of subsystems, which can be organizational units or individual components. 2. Interaction must occur between subsystems. 3. The system must be a sequential process. 4. The system must have clear and defined objectives.

What are the three categories of considerations for system and procedure decisions?

The three categories are: 1. Considerations before the work begins (planning, goal-setting, and resource allocation). 2. Considerations while the work is ongoing (execution, monitoring, and using available resources). 3. Considerations after the work is completed (evaluation, improvement, and feedback).

What is the significance of 'blue-collar' and 'white-collar' systems?

A 'blue-collar' system refers to systems and procedures used in factories, workshops, or construction sites, while a 'white-collar' system applies to office workers, focusing on administrative tasks like record-keeping, reporting, and scheduling.

Why is accountability important in systems and procedures?

Accountability is crucial because without clear responsibility, systems and procedures can fail, leading to inefficient work, overlapping goals, and conflicting actions that undermine the company's objectives.

What role do employees play in ensuring the effectiveness of systems and procedures?

Employees must follow the instructions provided, develop and implement improvements if necessary, identify issues, and suggest system or procedural changes to enhance efficiency and clarity.

What is expected from a first-level supervisor regarding systems and procedures?

First-level supervisors are responsible for guiding and mentoring their subordinates, ensuring that the correct systems and procedures are followed, and coordinating between different departments to facilitate smooth workflow.

What are the key benefits of having a well-defined system and procedure in place?

Key benefits include providing a realistic and structured approach to achieving organizational goals, reducing repetitive tasks, and ensuring consistency and uniformity in work processes.