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Unit IV: Management Functions Applied to Rural Development

Introduction

Management is the heart of the organization or any living unit or groups of people like a family, an association, a fraternity, an agency, a people’s organization or society, a government agency, non-government agency, a business enterprise whether micro, small, medium or big organization. These organizations may be profit or non-profit/ service institution. It is management that performs vital functions like planning, organizing, leading, and controlling involving human and non-human resources in the organization in order to achieve pre-determined goals of the organization. Popular rural development major or primary management functions or phases involve planning, implementation, monitoring , documentation and evaluation (PIME).

Management, nowadays is not simple as managers thought it to be in the past. Effectiveness and efficiency in the organization are in the hands of management from the bottom to the top level. The management usually carry all the responsibilities in democratic country like the Philippines. The government is continuously training government officials at all levels in the proper performance of their management functions in cooperation with other sectors of government. Continuous education on the local government laws, policies and procedures is done in order to train and update officials to correctly practice mandated and obligatory functions according to the position they are elected or appointed.

While managers are thinking of local problems and programs, they should be guided by the global situation and economy. We are all interconnected in one way, small ways and in big ways. Interactive interconnectivity is now very possible with the presence of computers and other communication facilities nowadays. RD managers can tap these resources in development management applying the use e-administration or e-governance in present day management practice.

At the end of the chapter, the reader should be able to:

a) identify major roles managers in rural development at different levels;b) define and discuss different management functions applied in rural

development such as: planning, organizing, leading or directing, communicating, documentation, monitoring and evaluation; and

c) present and discuss the different elements of a plan, a program or a project;

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Rural development goals and objectives are directed toward total human or people development in various culture, political structure, natural and physical resources , laws and philosophy, religious beliefs, desires and aspirations in life. Man as the center and ultimate target of development with all its natural and physical resources development under the supreme human being and the great architect of the universe. This chapter focuses on the unique role of rural development managers, the management functions and the programs they develop and implement. ;

Major Roles of Managers

Managers in rural development perform different roles which are mandated and expected in the position they occupy. Management has different levels and scope based on the current organizational structure. The roles performed may depend on the level of management whether low level, middle level and top level management which can be identified and seen on the hierarchy of position in the structure. Some of the major roles performed are leadership, managerial, fund sourcing, technical, social or public relations, inspiring, valuing and modeling, and resource’s protection. There are other roles which you can still enumerate and you will know that it is easy to get the manager position but the performance of the roles are not easy. Each role is briefly discuss as follows:

Leadership Role

A manager is a leader in his own section, division, organization or in the community, city or province he covers or governs. According to John C. Maxwell (1993) leadership is the ability to obtain followers. Therefore, in order to be a leader, one must have followers or members who believe, accept and follow the power and authority within you and be part in the performance of the functions of the office or position you occupy. Maxwell also concluded that leadership is influence. This is influencing people under you to act, perform and do their jobs or functions to a high degree of performance regardless of motives. A good leader is measured in terms of concrete, measurable and observable organizational performance indicators which lead to the satisfaction of members clients and other stakeholders.

Managerial Role

Many would like to have high position in office or in any organization they belong. Most people want the position because of the monetary benefits including the power and authority but not the functions or the managerial functions required. What is intriguing is they have limited knowledge and managerial skills particularly on the essential management functions such as

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planning, organizing, leading, monitoring, documentation, supervising and evaluating. This in addition to fund sourcing, resource mobilization and financial management.

Fund Sourcing Role

All organizations either public/government or private need funds in order to operate. As you accept the position, the first question you may ask yourself as manager is how much budget the office have in order to operate. If you are in government offices, does the office have budget allocation? How much is the approved budget during your term? What are the manpower, material, physical and financial resources of the organization or the office? Who are involved in the financial management of the organization and what are the income generating programs and projects? Who approve and decide fund allocation and utilization? The fund sourcing role of a manager or head of an organization is very critical to the success of the organization. One must be aware of financial management strategies to generate funds within the organization and obtain funds from external sources either local or international sources.

Technical Role

You are now a manager which is more on the performance of managerial functions, however your technical expertise or background will surely help you identify new areas or fields where you have great influence. A president who possesses the expertise on crop production may be able to implement outstanding programs and projects in crop production wherein he has previous linkages or partnership before he became a president.

If the head of the organization has passion for music and the arts, most of his programs and projects are music and arts which is true in many civic and social organizations. A president of an organization who is a medical doctor usually implemented medical related programs/projects.

Social or Public Relations Role

All organizations wanted to be known and felt in the area where they operate. As we usually observed, the organization is known because of the social interaction of the officers or members to the community. The programs they implement and the outward observable behaviors of the members are important in order to have more clients, partners, donors and benefactors.

Inspiring and Pushing Role

This is the motivating role of managers, that is creating an environment of setting high targets or goals to achieve and to really make a difference. This is “pushing,” “influencing,” “driving” or motivating the people in the

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organization to achieve more, work harder and be on top for the greater development of man and glory to the eyes of God.

Valuing and Modeling Role

A manager is expected to be an exemplar of good morality, integrity, honesty, wisdom and high standards of culture and excellence. No one is perfect and possesses all these sterling qualities of good managers. But through the years, we always wanted to see managers who are exemplar of good values and will serve as good models in the organization. We look at managers to lead the members of the organization to higher plane of performance and be recognized as such.

Resources’ Protection Role

This is now the urgent and immediate needs of the times—the protection of the God given resources to us like water, soil, air and the natural environment including the human and all living things. Whatever technologies we generate develop and disseminate, resource and environmental protection must always be considered. Let us continue to love, protect and save mother earth, this is the most precious thing we got.

Management of Rural Development Programs and Projects

Planning: Nature and Concepts

Consciously or unconsciously an individual, a group, a family, an organization, or a community makes written or unwritten plans. Planning starts as a psychological process, visioning and concretizing wild imaginations, a process logical thinking, deciding in advance what we would like to happen and achieve in the future, and identifying actions in order to accomplish our goals and purposes in life.

Planning is a basic management function of any organization regardless of size, nature, membership, funding sources, principles and core virtues uphold, coverage, objectives and goals. It is basically done at all levels of the system and organization.

Plans whether short-term, medium-term, or long range are products or outputs of the planning process performed by an organized group either legitimate or illegitimate. In formal organizations, there are planning teams, consultants or groups who are designated to design the plan of an organization or institution.

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In rural development, planners or the people involved vary depending on the community, organization, institution and the political structure. Planning is a process of unifying, integrating, organizing in a systematic platforms and consolidating the ideas, beliefs, values concretized into desired programs and projects which are formulated to solve and answer the needs and problems of specific groups of community, clientele or beneficiaries. Planners exert their precious time and talents in order to succeed in achieving goals set. Many believe that plans are blueprint and the roadmap to growth and development.

Types of Plans

There are so many types of plans, it can be written, unwritten or some are imaginary or visionary plans. We asked some barangay chairmen in the Philippines about the plans or development plans of their respective communities and many of them were able to enumerate ideal and good plans for there villages or barangays. We also found out that many of these are unwritten plans which are products of informal discussions. No document whatsoever can be presented to support there claim that they have development plans. This is at the lowest level of local governance.

For municipalities, cities and provinces in the Philippines, there are written development plans since there are Municipal, City or Provincial Planning and Development Offices which are created by government to perform the functions of planning. Some of the plans can be categorized as:

1. Development or Master Plan - A government or non-government institution usually has a development plan/master plan either short term, medium term or long-term which contains the total development perspective of the agency or institution. The general plan may contain the guiding philosophy and principles, core virtues, the long-term vision, mission and goals, agency mandate of creation, context, program thrusts, management and organizational structure, policies and rules, approaches and strategies, linkages and networking, budgetary sources and requirements. The number of years covered or duration of the development plan may differ from agency to agency.

2. Strategic Plan- After the long term development plan has been laid down and approved by proper authorities, the strategic plan is developed by middle level managers or the primary implementers presenting the major problems addressed, major approaches and strategies, human and non-human resources available and most importantly the products, measurable outputs or services. Key performance indicators or key result areas are identified. Format or strategic vary from organization to organization. The plan envisions the total organization and its relationship with the external environment or resources.

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3. Operational Plan or Short Term Plan-The daily, weekly, or monthly activities are done based on the general comprehensive and strategic plan developed. Operational plan is coupled with specific budgetary requirements which are needed in daily operations. The work and financial plan is prepared with corresponding approved budget release. Plans become operational if all resources needed are present and with supportive external environment.

Elements of a Development Plan

Technically, agencies mandated to implement rural development programs have written development plan which is a product of intelligent and deliberate decision-making process which contain the following:

1. Statement of Philosophy. This is the general statement of beliefs which guide the organization in order to be effective and efficient in the attainment of its vision, mission and goals.

2. Vision Statement. This is a statement of the situation the organization would like to see and achieve for a specific period of time. It is usually unique to the organization, mandate-based, challenging and time-bound.

3. Mission Statement. This is a general statement of what the organization intends to do or what the organization can do to perform its mandate and achieve goals.

4. Goal Statement. In order to achieve the mission, this is broken down into more achievable, realistic, and time-bound targets or general objectives. This is a more systematic, directional, encouraging and transformative process. Measurable indicators are identified, agreed and approved.

5. Program Thrusts. These are major program areas which is anchored on the mandate of agency creation. There are major and secondary program thrusts which are reviewed every year to determine progress.

6. Management and Organizational Structure. This is very important as it shows the manner of governance and organizational structure. This is the arrangement of people in the organization, showing positions and functions including power and authority. This shows the implementing structure on who runs and leads the organization. Not all data and information are presented in the structure, however the structure gives an overview on the context of the organizational management.

7. Approaches and Strategies. These include the technical and social technologies used by the organization in running the organization which is guided by the philosophy uphold by the organization. Approaches and strategies are agreed upon since it requires some legal, educational and financial requirements .

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8. Policies and Rules. Above all, the organization is guided by the laws of the land as well as the existing political structure, culture and climate in the whole system. There approved policies and rules of the organization as well from the higher political structure of government and from the funding or sponsoring institutions. The members of the organization must be aware of these policies and rules and it is the responsibility of the officers or people in administration to communicate and explain the policies and rules.

9. Budgetary Requirement and Fund Sources. This is basic in running any organization. The organization must be aware of the fund sources, fund allocation every year, budgetary requirement or needs and fund generation and utilization. One of the major competencies of people in governance is the preparation of the long term development program, strategic plan, operational plan, program and project proposal preparation and submission. Resource mobilization is a primary function of managers. The organizational performance is highly influenced by the financial generation and utilization and its resource linkages and networks.

10.Linkaging and Networking. The organization is just a part of a big system and therefore it usually works with other similar organizations or agencies with the same goals and objectives. In terms of programs, fund sources and complementation of technical, material, financial and other physical resources, the agency may work with other agencies where both benefit from the partnership.

11.Work and Financial Plan. In the final planning, how much fund does the organization need? This is always the main concern of top management on how to generate needed financial resource. Plans are always determined by the funds approved and released.

12.Attachments. These are additional documents like maps, land use plans, description of facilities and structures, list of manpower, problem analysis, program framework, list of partners, donors and client description.

Why do we make plans/ organizational plans?

Plans are basic documents and mandatory requirements in any agency or type of organization. A comprehensive development plan presents almost all information about the agency or organization. It may not be complete 100 percent but more or less the basic information about he organization are written. Every individual in his right frame of mind, consciously or unconsciously formulates his own professional and personal plans. These are expressions of what we would like to achieve. Plans of any sort is a product or outputs of a deliberate planning process. Some of the reasons and advantage of planning are:

Planning justifies existence

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Planning rationalizes the funds provided Planning systematizes and organizes courses of action Planning minimizes mistakes and uncertainties in implementation Planning enhances effectiveness and efficiency and avoid waste of

resources Planning unifies the organization towards common goals Planning facilitates division of labor and avoid duplication of efforts or

labor Planning creates an environment of order and discipline Planning sets clear individual and group performance indicators Planning promotes cooperation, coordination, complementation and

improves members or employees moral Planning makes the agency think and design innovations, new

technologies, strategies and information Planning attempts to make good forecast of the future Planning aims for success

Planning, therefore is a basic and primary management function of an organization. It is the act of conceptualizing, developing, implementing and sustaining the plan. Planning requires creative, innovative, rationale, human-oriented thinking and decision making.

Developing a Plan

In developing a plan, there are different stakeholders, actors or people involved. There are several factors or issues to be resolved before developing a plan, these are the type of plan, people (insiders and outsiders) involved in planning, area and clientele or beneficiaries to be covered, problems and needs to be solved, resources (human and non-human resources) available, mandate from the national level of government or the organization, duration of the plan, sources of funds, strategies of fund generation and maybe other factors from the external environment.

Type and Kind of Plan

According to Type

a. Comprehensive development plan - barangay, city, municipality, province, region, government agency, non-government organization, cooperatives, farmers’ association, peoples’ organization which maybe covering a number of program areas or thrusts.

b. Sectoral plan - agriculture, health and nutrition, economic, social, environmental, infrastructure, land use plan, investment plan, physical development plan, school plan, etc.

c. Functional plan - production, processing, post-harvest, marketing plan, financial plan, recreational plan.

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According to Duration

a. Short-term Plan - this may be daily, weekly, monthly, semestral, quarterly, annual plans. Plans shorter than three years can be said to be short term.

b. Medium Term Plan - Plans more than three up to six years are medium term plans.

c. Long Term Plan - Plans more than six years are long term.

These are just arbitrary labeling of duration. It depends on the organization or agency whether they want to be called short, medium or long term plan.

According to People Involved in Planning

a. Top level b. Middle levelc. Low level

According to Political Jurisdiction

a. Barangayl levelb. City/municipal levelc. Provincial leveld. Regional levele. National level

According to Initiators or Actors of the Planning Process

a. Internally initiated planning. Members as main plannersb. Externally assisted planning. Government or non-government

personnel assist groups or organization in developing the plans.c. Consultancy or Professional Assisted Planning. Some organizations

or groups hire consultants to assist in planning.d. Joint-planning. This is an example of partnership between local

(barangay) people and government or private sector working together in making a plan.

Five Major Phases in the Development of a Plan

a. Pre-planning b. Planning Proper c. Presentation, Submission and Approval of the Pland. Budget Allocation and Releasee. Preparation of Actual Workplan

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Pre-Planning Phase

This involves environmental or resource scanning of human, material, physical, natural, and institutional resources. In popular term, it is a community study and analysis of the area. Usually, planners use secondary data that are already existing in the area like the barangay, municipal or city hall or local offices and from provincial and regional offices. Benchmark or baseline surveys are sometimes not necessary. Maybe what they need is just data updating through focus group discussions and data from key informants in the area in order to come up with benchmark data and information.

Funding for a full blown and long term environmental scanning maybe a waste of time and money. Participatory rapid appraisal (PRA) or rural rapid appraisal (RRA) whichever is appropriate may be used. Participatory development planning may be more useful and developmental in nature. Data from barangay, city, municipal or provincial profile are in many cases available such as:

a. Historical b. Geographic and Climatic c. Demographicd. Economic

Agricultural data Industry data Service sector Employment data Overseas Filipino Workers

e. Social data include educational, health, nutrition, housing, peace and order)

f. Infrastructure - barangay hall, health center, multipurpose gym or center, recreational center, basketball court, wellness center, cockpit arena, resort, marketing center,

g. Road system and networks, bridgesh. Transportation and communication i. Institutional-banks, pawnshop, market, j. Politicalk. Cultural Activities, Traditionsl. Ecological Solid Waste Management Programm. Tourist Attractions or Sitesn. Other Information

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Ways of Data Gathering

Team of planners whether internal or external can used various forms of data gathering specifically when time to gather data or perform resource scanning is very short and with limited funds.

a. Actual area observation, walk through, field visitation by the local people with outsiders are useful using a land use map, crops planted, residential area, fishing, forest area, pasture, mangrove and orchard.

b. Primary data gathering-conduct of household survey, select group survey, personal interview of key informants, focus group discussion, informal discussion, pre-planning meetings, workshops and other participatory planning strategies.

c. Secondary and primary data can be obtained through consultative participatory planning with personnel of government agencies and local offices in the province, city, and municipality like :

Agriculture Office Cooperative Office Social work and Development Office Health Office Nutrition Office Environment and Natural Resources Planning and Development Office Engineering Office Solid Waste Management Office Association of Barangay Chairmen Office Samahang Kabataan Office Department of Agrarian Reform Department of Trade and Industry Department of Public Works and Highways National Irrigation Administration Department of Science and Technology National Power Corporation Electric Company

d. Secondary and primary data can be obtained through consultative participatory planning with religious, civic, social, fraternal, sports, charitable organizations and the private or business sectors.

e. Secondary and primary data can be obtained through consultative participatory planning with different local or provincial boards created and recognized by the local government like school board, solid waste management board, peace and order board, agriculture and economic board, health and nutrition board, environmental management board and others.

f. National data obtained from national offices and through internet access.

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There are various ways of data gathering either direct or known mean and other in direct means or secret ways. Data and information may not be 100 percent accurate, but for planning purposes these data can be a good start. It is very ideal that if it is a community development planning, the people and the outsiders must work together in trying to understand and develop the plan.

Data Organization and Analysis. The data gathered must be grouped and organized in a manner that will describe the situation in quantitative platforms understandable to all: the local people, the development or extension workers, the technical consultants, and other members of the planning team. Simple descriptive statistical analysis can be used to make data more useful and informational. All data sources must be noted or recorded for proper acknowledgment and data accountability. This is to give due recognition for the people and offices who gathered, consolidated and kept the data in usable format for public use.

Qualitative data can also be used, and similar to quantitative data it must also e properly noted and acknowledged.

Planning Proper

The steps in planning is already known to many of us, as you have been doing a lot of planning meetings and workshops. There are various steps in planning depending on the kind of plan, nature of the plan, program areas, coverage, commitment and dedication to do a SMART PLAN.

1. Organize the Planning Team. Who are involved or who are the members of the planning team? There are legal individuals elected or appointed to formulate the plans in the barangay, city, municipality, province, region, national level. The planning process must be known to everyone that the plan shall be formulated through democratic representation, undergo a process of deliberation and approval in a public hearing if it is a community development plan.

Similar in government agencies, offices have specific process of plan formulation, from the section, division up to the department level which need approval of the technical planning team or executive councils, before submission to the chief of office for final endorsements to the higher chief executive for budget allocation and approval.

At the local leveI, it is very ideal that the planning team of a community or barangay, city, municipal or provincial comprehensive development plan will be composed of the following but not limited to those listed below:

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a. Elected members of the barangay, city, municipal provincial councilb. Appointed or designated secretaryc. Appointed or designated treasurerd. Chairmen of committees e. Representatives of different legal organizationsf. Representatives of schoolsg. Representatives of the indigenous groups/communitiesh. Representatives of religious groupsi. Other volunteer local leaders (limit the number)j. Representatives from different department s or offices who can contribute

or provide technical expertise to the plan to be developed.

2. Problem Identification and Prioritization. Every organization or agency has mandate which guided them on what problem areas or concerns to address. In the Philippines, many agencies are named after the commodity they are working on like the Philippine Carabao Center(PCC), Philippine Rice Research Institute (PhilRice), Bureau of Fisheries and Aquatic Resources (BFAR), and therefore they may be working on the various major problems of the commodity and the industry. Deliberate and serious problem analysis of the commodity are usually done thereby formulating programs and projects that will find solutions to the problems at hand through research, development and commercialization.

In rural development, the barangay planning team shall face various problems areas of concern and the lowest local government unit must be taught, trained and trusted (3 Ts) to solve these problems . As mentioned in number 1, the barangay can have similar legal planning teams, to assist the barangay council formulate relevant programs and projects.

There are so many areas of concern in a barangay or community like:

a. Agriculture and Food b. Livelihood and Employment Generation c. Education and Trainingd. Health and Nutritione. Housingf. Water ,Power or Electricityg. Peace and Orderh. Entrepreneur Developmenti. Disaster Managementj. Watershed Protectionk. Solid Waste Managementl. Spiritual and Values Developmentm. Infrastructure Development

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n. Communication and Transportationo. Other areas

There are options or planning strategies to take, the barangay can select five areas which should be given priority since the barangay can not solve the all the problems at the same time. There are problems that solutions are long term, while there are problems wherein solutions are short tem or can be solve within a year. Programs and projects formulated and identified must be “problem and need-based”. This is the main reason for making a plan, to identify which problem area should be given priority attention and selection of problem area must come from the people who are the direct beneficiaries of the program not the donor or sponsor of the funds.

Committees of groups can be organized at the barangay level to map out the initial plan based on the problems and needs identified. These can be presented and deliberated to a bigger group of legitimate people in the barangay before final approval and public hearing.

Similar with many religious, civic, social and charitable organizations, they must ask the barangay or community first before sponsoring projects or providing any assistance in the community. Simple problem analysis can be used to scrutinize the cause and effect of the problems at hand.

3. Determine solutions and set clear goals. The programs and projects identified with clear goals set must be clear, realistic, specific, acceptable, approve by the legal body and easy to measure. Definitely, these goals to be achieved must be an answer to the problems at hand. Issues and problems must be properly addressed.

Solutions to the problems must be: a) socially acceptable, b) technically sound, c) economically feasible, d) environment friendly, e) morally right , and f) presence of support from the people in the barangay, and other fund sources like donors and government agencies or private sectors.

4. Formulate strategies to achieve goals set. Based on the past experiences and available human, material and financial resources, the planning team can identify strategies that will fast track implementation of activities. The planning can be assisted by external development extension workers or experts in planning.

5. Identify the necessary inputs or requirements of the program/project. These inputs maybe human, material,, land, financial, building or facilities, technology, information, training or other legal requirements. All these must be properly identified including the sources and processes necessary to be done.

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6. Timeframe or the target date of implementation and the people responsible. The strategic plan must be done first and later the operational plan per project must be specified. This will specify what are the activities to be done, who are the responsible persons groups, target date of implementation, place and materials or supplies needed.

7. Writing the plan, presentation and including the budgetary requirements.

Contents of Different Plans

There are different formats and contents of development plan, strategic plan and operational plan. These are just some of the common contents or elements which may serve as bases or guides in writing the plan.

1. Comprehensive Community or Barangay Development Plan Title of the Plan including the area (cover page) Timeframe or Duration Table of Contents Introduction Situationer/Profile of the Community Major Problems Identified Vision, Mission, Goals Programs and Projects with Key Result Area Management and Organizational Structure Strategies and Approaches Strategic and Operational Plan Core Values Budgetary Requirements Partners in Development Monitoring and Evaluation Program Review and Re-planning Attachments

2. Strategic Plan (this can be written in horizontal tabular format) Target Goals Programs/Projects under each Goal Measurable Key Performance Indicators Major Strategies and Approaches Target Date or Duration per Quarter, per Year

Budgetary Requirements Partners, Cooperating, Funding Agencies

3. Operational Plan (this can be written in horizontal tabular format)

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Programs/Projects Specific Objectives Strategies Activities to be undertaken Target Date Responsible person or groups Budget needed

4. Operational Plan or Workplan Projects Activities Target date Manpower and materials needed Budget needed

Reminders or Guides in Making and Implementing the Plans

Workplans or operational plans are finalized based on the program or project proposal document approved and the strategic plans which were submitted to the funding agency and the budget released. If there is a Memorandum of Agreement executed and signed by contracting parties, the implementer must be familiar with the approved and released budget, approved items of expenditures and the timeline of activities.

Project team members must meet regularly, if possible, daily, weekly or monthly to tract where they are now, the status of activities, problems met and alternative actions. Transparency and honesty must always be present. Teach, train and trust people, they are your allies and team members. Remember, if you are the head of the project, any mistakes they make you are accountable to the funding or donor agency. If you are the barangay chairman, mistakes in any construction and errors in project implemented by your group will be pose negative impressions against you.

Documentation in various forms is a must thereby monitoring of all activities must be done to see to it that all specifications or actions are within the plan. Any unforeseen event that destroys the project must be looked into and properly reported. Any deviation form the plan must be properly explained.

Evaluation of accomplishments is a must. Recognition of those who exert extra efforts, sponsors, donors as well as those who are the beneficiaries of the project must be recognized. Public accounting may be done to showcase real expenditures, if possible.

Organizing Function

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Managers, heads of offices or an ordinary barangay chairman is responsible of planning and implementing several programs and projects in particular period of time. The programs and projects are divided or broken down into different tasks. Another important major function that managers must know is organizing. This function involves the following: a) grouping of tasks or related tasks, b) identifying and assigning people to perform such tasks, c) allocation of resources needed by the person or group to perform the tasks, and d) delegating authority in the performance of the tasks.

Managers as leaders perform great function in motivating and influencing people to perform assigned tasks with high degree of commitment and dedication. Proper organizing establishes protocol, order and systematic procedures in task performance. Equality of task performance according to remuneration, assigning or hiring the correct person with appropriate technical expertise coupled with proper work values and attitudes shall contribute to the completion of the tasks.

There are several ways of grouping or organizing tasks. The structure of an organization, technically may be organized or group according to:

a) Functional areas – instruction, research, extension, training, production, Administration.

b) Commodity - corn, rice, legumes, vegetables, high value cropsc) Discipline or Field – genetics, crop production, post-harvest, control of

pests and diseasesd) Combination a, b, ce) Sectoral or Work Area

Factors that Influence Organizational Structure(www.cliffsnotes.com)

a) Organizational sizeb) Organizational life cyclec) Strategyd) Environmente) Technology

Guides in Organizing

a) Organizational structure must be approved by proper authorities.b) Functions must be clear, accepted and communicated.c) Assignment of tasks must be in written form known by all.

d) Regular monitoring and review of assignments must be done.e) Feedback mechanism is highly necessary.

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Leading Function

It is a basic requirement that every organization must have a leader who are good managers. In order to be a leader, you must have followers or a group of people whom you lead toward the attainment common goal. In any democratic country, people can select the people who will lead them particularly in governance of the country. Through clean and honest election, people can select the best leader to govern and give them the best service the people need.

According to John Maxwell (1993) in his book “Developing the Leader Within You” leadership skills determine the level of your success—and the success of those who work around you. An organization has high performance because the leader has the ability to influence or lead others successfully. This is teaching, training, guiding motivating, influencing, challenging, encouraging people under you or the members of your organization to work and give their best and achieve high level of work performance.

Remember, a leader or manager is measured in terms of his outputs in terms of measurable organizational performance indicators like effectiveness, efficiency, client satisfaction as well as employee satisfaction. It can be said that leadership is an unseen force that binds the members or group together toward the desired goals.

Nature of Leadership

Leadership skills are in-born and acquired traits by the person through education and training.

Leadership involves direction-setting through formulation of realistic vision, mission, goals coupled with correct Christian values and motivation.

Leadership must be coupled with good and practical management skills. Leadership requires political skills, that is the art of governance according

to the rules and policies of the agency or organization. Leadership involves the continuous process of creating and introducing

innovations, technologies and information to make organizational climate interesting.

Leadership requires setting of priorities, identifying which are important since resources are always scarce.

Leadership continuously create positive change in the organization and sustain organizational performance to a higher level.

Leadership involves high level skills and sensitivity in terms of problem identification and solution formulation. It is conflict mitigation in the organization.

Leadership develops other to be future leaders: 3 Ts-Teach, Train and Trust. This requires a well-planned human resource development in order to sustain the leadership in the organization.

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Leadership has high sense of progressive vision of development.

Characteristics and Competencies of a Leader in RD

Exemplar of good human values Mastery of management functions applied to rural development Professional leader who believe on the philosophy and principles of his

discipline or the organization Social skills in dealing with people of different economic, social, political

status and culture Possess good communication skills (written and oral) Organize, scientific, and systematic Visionary Resource mobilization Efficient in resource utilization Good mental and physical health Flexibility Sensitive or alert to the environment-physical, social, technical,

economic, political Team builder Leading others to become leaders: developing the leaders around you.

Strategies to Create Good Climate of Leadership

In every organization, there is a need to continuously strengthen the bond among members. A leader must be conscious of strategies or ways to sustain the trust and confidence o his members to him as a leader. Some of the ways are:

1. Set regular date and place of meeting to update yourself of the progress of the project or task.

2. The regular meeting must be exciting where members are motivated to attend and not scared because it is reporting time. Some energizer, games, news, jokes or educational activity can be included as part of the meeting .

3. Prayer is always the beginning and end of the meeting.4. In any organization, there must be team building activity like off-campus

meeting, cross-visits, educational tour that makes work an enjoyable one.5. Promotion or any financial benefits must be fair to all, that is giving reward

for those who exert extra effort contributing to high level of performance.6. Establishing the climate of trust and love among members as one family

working together a common goal.7. Recognition of a work well done through financial reward if possible,

promotion, or trip to other country or any other form of incentives.

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8. Well-organize workplan, training in report preparation, presentation, analysis and evaluation.

9. Success is always credited to the group and not to the leader only.10.Plan to succeed as a group. Set realistic targets.

Communication Function

Communication is the act and dynamic process of interaction between humans and among members of an organization. It involves conscious and unconscious sending, transmitting, exchanging, and receiving messages. The communication process can be verbal or non-verbal. With the computer technology, the process of communication becomes “high tech” and unimaginable. The sending and receiving of information is very fast using different modes and revolutionize people’s lives throughout the globe..

The elements of the communication process are: SENDER, MESSAGE, CHANNEL, RECEIVER, EFFECT or RESPONSE. We will not deal on concepts and theories, this section shall discuss importance of effective communication process in rural development.

Let us explore the purposes of communication by a RD manager from a government agency based on his roles and functions. The manager is communicating in order to:

1. Directs and leads his staff to make plans.2. Informs the staff of new programs, projects, policies and rules.3. Teaches and updates the staff new technologies, information, strategies

and approaches.4. Persuades staff to be more resourceful and human-oriented.5. Motivates his staff to high level of commitment, dedication service and

excellence.6. Instructs his staff to follow approved workplans.7. Advises his staff to follow the rules, policies, observe safety procedures,

protect the environment, and conserve energy.8. Builds mutual trust and confidence. 9. Shows love and concern to his staff. Everyone is important in the

organization.10. Warns his staff of forthcoming danger or disaster.

Message

In any communication transaction, the sender must always remember three major factors:

Message Code -- set of symbols, language , signs

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Message Content -- clear, concise, relevant, timely, Message Treatment – the way the message is presented—frequency,

redundancy, emphasis, express feelings.

Types of Communication

1. Interpersonal Communication2. Intrapersonal Communication3. Media Communication–mediated communication with the use of electronic

media4. Mass Communication

Factors in the Use of Channels in Communication

1. Communication skills of both sender and receiver2. Message –topics or information3. Cost of the channel used4. Availability of facilities or equipment5. Supplies and materials6. Presence of power or electricity7. Purposes of communication8. Immediacy of response9. Importance of the message10.Educational level of both sender and receiver11. Location of both sender and receiver12.Climate or weather13.Other factors

Documentation, Monitoring and Evaluation (DME) Functions

These three management functions are inseparable specifically in the implementation of RD programs and projects.

Documentation

Is the process of providing evidence. It is the act of supplying documents or supporting references or record. It also means the collation, ,synopsizing, and coding of printed materials for future reference (http://en.wikipedia.org/wiki/Documentation)..

It is the accumulation, classification, and dissemination of information (http://www.ifla.org/VII/s30/pub/mg).

Is the recorded or pictorial information describing, defining, specifying, reporting, or certifying activities, requirements, procedures, or results related to quality assurance. It is the written ( or otherwise recorded) information aboput a target required for an evaluation (http://www.mijnwoordenboek.nl/).

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Monitoring

Is a type of evaluation of a project, program, activity while it is being implemented, with the aim of improving the project design, and functioning while in action.

Is a continuing function that aims to provide the management and main stakeholders of an ongoing intervention or actions.

It is a systematic collection and analysis of data and information from project implementers as project progresses. It aims to improve effectiveness and efficiency of the project. Monitoring is based on target sets and activities planned (Shapiro, J. 1996)

Evaluation

Asses the outcomes of a project with the aim of improving future project implementation.

It is a systematic and objective study of determining the extent of attainment of objectives or set targets of the project or program.

It is the comparison between actual project performance against agreed and approved strategic plans. It is planned targets versus actual performance.

It requires scientific methods, adequate manpower, funds and other logistic support.

It ultimate aim is to improve organizational performance and capabilities of implementers.

Is the bases of promotion and growth of the organization; in business it is the base for expansion and increasing investments.

It sometimes require measurable, concrete and observable indicators Results are written and submitted to funding agencies.

In rural development projects DME, some basic and important questions must be answered or must be considered:

1. What to document? Monitor? Evaluate? person, program, project, activity.

2. What are the purposes of DME? Determining accomplishments, for extension or continuation, for promotion, for revision.

3. Who will do the DME? Internal staff, external consultants or agencies

4. How extensive is the DME? Formal, informal casual5. How much is the budget needed?6. When is the DME be conducted? Beginning of the project, on-

going, terminal or final project completion

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7. What are the methods and strategies to be used? Observation, survey, records, reports, focus group interviews, actual field measurements or data gathering,

8. How are the data to be analyzed? Manual, computer-based analysis, statistical tools to be used.

9. How are the results be consolidated, reported and presented?10.To whom the DME results be submitted? Funding agency, partner

agency, cooperating agency, clients, others.11.Secrecy or confidentiality of DME results.

Types of Monitoring and Evaluation

Self –evaluation Participatory evaluation Formal and Semi-formal evaluation Rapid Participatory Appraisal External Evaluation Interactive evaluation

Evaluation generally follows the scientific research process and methods in rural development specifically the social research and economic research methods are usually used in evaluating projects.

Even the formats and content are highly similar to educational, economic and other social researches. At present, many evaluation studies used interdisciplinary approaches wherein a team of experts conduct evaluation studies.

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