Decision Making: Decision is the act of determining in one’s own mind upon an opinion or course of action. It is choosing one alternative among several alternatives given in a particular situation.
In
the words of Terry, it is “the selection of one behaviour alternative from two
or more possible alternatives”. In fact, decision is a conclusion to long
deliberation.
Franklin points out that
decision making is understood as an act of determining in one’s own mind a
course of action, following more or less deliberate consideration of
alternatives and by decision is understood that which is determined.
On
the basis of the different points of view expressed above it can be concluded
that a decision is a chosen course of action(s) selected out of all perceived
or available alternatives by the decision maker based on some criteria and in
the light of objectives or purpose to be fulfilled.
Decision
is a means; it is not an end itself. Decisions have to be made and re-made in
the light of the ends to be achieved. Decisions have to be responsive to
varying situations.
a) Need of Decision Making: Decision making is the most important
process and an essential element in every activity of library management. It is
to be done every day, every time, every point when manager faces problem, when
they have to make choices between alternatives, etc. The success and failure of
the individual at the top position as well as efficiency of the organization
depends much upon taking right and wise decisions. In taking decision it should
be remembered that taking no decision is bad but worse is taking a wrong
decision.
b) Decision Makers: Decision making in any organization is a
cooperative effort. Decisions are the product of long deliberations or
collective activity to which many people and agencies participate. If the
skills, expertise, knowledge and creativity of the staff member are properly
utilized then they can contribute to improve decision making. But at the top of
administration is a person who must have a final say, who must ultimately give
the final word. This is because of the fact that in the final analysis it is he
who has to own the burden of responsibility of the consequences of a particular
decision. No doubt as he rises up the ladder, his function will decrease but
his responsibilities will increases. It is he alone who can see the enterprise
as a whole. So, the power of final
decision making must rest with him.
c) Model of Decision Making: John Cowley has mentioned five points
on the model of decision making. They are-
i) Own Decision without Detailed
Explanation: The manager himself takes the decision without reference
to colleagues and does not make any attempt to explain why he has taken the
decision.
ii) Own Decision with Detailed
Explanation: Taking decision by the manager himself and giving reason
later to his subordinates.
iii) Prior Consultation with
Subordinate: Prior to making decision, discuss with subordinate and
then making decision with or without taking into account the advice offered by
subordinate.
iv) Joint Decision Making with
Subordinate: Taking joint decision by genuine participation of other
staff.
v) Delegation of Decision to
Others: Managers may hand over a problem to a member of team for
decision making. In such cases although the decision may be reported back but
the manager will have little influence in the matter.
d) Factors that Influence Decision Making: Decision making are
influenced by the following factors-
i) Institutional Factor: The
aspiration, tradition, attitude, objective of the institution influence the
decision.
ii) Personal Factor: The
academic, professional qualification of the person, his conduct, behaviors, etc
influence his own decision. The personal mode of thinking plays a high role in
decision making process.
iii) Knowledge: Decision
making depends on the availability of facts and necessary data.
iv) Budget: The budget or
other resource of the organization also influences the decision.
In
the library system, the aims and objectives of the library and parent
organization, five laws of library science, readers and users, available staff,
etc also play important role in decision making.
e) Process of Decision Making: There are no universally accepted
techniques of decision making. In fact decision making is a practical
experience and can be learnt by actually taking it. In general, the following
sequence of steps can be considered in decision making.
i) Identification of Problem:
The librarian should be a diagnostician who should look for the problem
underlying apparent symptoms.
ii) General Information:
Acquire general background information and different view points about the
problem. Collection of all relevant data regarding the problem.
iii) Development of Alternative
Solution: There is not a single problem which cannot be solved in more
than one way. So find out all the possible method of solution.
iv) Evaluation of the
Alternative: Against the decision criteria, the alternative solutions
are evaluated.
v) Selection of the Best
Alternative: The decision maker has to weigh each alternate in terms of
associated risks and gains and decide how much risk he can take and identify
which is optimum for this view point and select the solution accordingly.
vi) Consult Others: In
taking the decision in the above step some important points may be missed by
the decision maker so at this step consult others for knowing certain points
which are missed and for getting an opportunity to clarify the decision makers
own thought and feelings.
vii) Flexibility: The
decision should not be rigid. It should have the provision to change according
to circumstances.
viii) Implementation of the
Decision: Putting the decision into action.
f) Types of Decision: Generally, decision can be classified into
three broad categories-
i) Personal and Organisational
Decision: The personal decision attempts to achieve personal goals and
generally cannot be delegated to other. The organizational decision attempts to
achieve organizational goals and can often if not always be delegated.
ii) Basic and Routine Decision:
Basic decisions are those which are permanent in character and are taken for
long duration and a degree of importance is such that a mistake would seriously
injure the entire organization. Routine decisions are the everyday repetitive
management decision which do not bear any great impact on the organization as a
whole but play an important role in the successful working of an organization.
iii) Programmed and No-programmed
Decision: The programmed decision are those where the problem are of
repetitive character and well defined involving tangible consideration to which
the economic model that call for finding the best among a set of
pre-established alternative can be applied rather literally.
The
non-programmed decision refers to problem of no-repetitive sort often involving
basic long range question about the whole strategy. The decisions are novel. In
structural method of handling the problem because it has not arisen before or
because its precise nature and structure are elusive or complex or because it
is so important that it deserves a custom tailored treatment.
i) Routines take too much time:
Routine work in the library takes too much time from the librarian so they do
not get enough time to devote to this aspect.
ii) Confusion: The
librarian is always surrounded by problems. Each problem looks more urgent than
the other. The librarian finds it extremely difficult to determine the priority
of these problems which take much of their time and create constant worry in
them.
iii) Lengthy procedure:
Decision taking is a lengthy procedure, so in case of emergency this is
generally avoided.
iv) Politics: Today’s
society is a group oriented society. Each member of the library is generally
the member of some religious or political party. So each person has a different
preference and preference rating. This limits the decision making.
v) Lack of information:
Lack of knowledge about the available alternative between which choice has to
be made also creates problem in decision making.
vi) Changing environment (future
as anticipates): The surrounding environment of the library is
continuously changing. So a decision taken today may not be relevant tomorrow.
This creates another problem in decision making.
vii) Nature and character of the
librarian: The irresponsible, non-punctual, absent-minded nature of
some librarians and non decisive character of the individual (ultra careful,
ultra judicial in his examination of a problem seeing so many aspect of it and
so many possible consequences of a particular action that he cannot make up his
own mind) creates another problem in decision making.
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