Classification of management functions

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1. Classification of Management Functions PRESENTED BY S.SHARMILA M.Sc AGRICULTURAL EXTENSION ANNAMALAI UNIVERSITY 1

2. Management has been described as a social process involving responsibility for economical and effective planning & regulation of operation of an enterprise in the fulfillment of given purposes. It is a dynamic process consisting of various elements and activities. 2

3. Classification According to  George & Jerry , “There are four fundamental functions of management i.e. planning, organizing, actuating and controlling”. According to Henry Fayol , “To manage is to forecast and plan, to organize , to command , & to control” . 3

4. Cont.,,,, Whereas Luther Gullick has given a keyword ’ POSDCORB ’ where P stands for Planning , O for Organizing , S for Staffing , D for Directing , Co for Co-ordination , R for reporting & B for Budgeting. Most widely accepted are functions of management given by Koontz and Donnel i.e.  Planning ,  Organizing ,  Staffing ,  Directing  and  Controlling . 4

5. Functions of Management 5

6. Planning Planning is the most important function of management. It involves the managers to think before they can act or take any decisions. Planning is deciding in advance what to do, when to do how to do. 6

7. Features of planning Planning seeks to achieve certain objectives. Planning is oriented towards the future. Planning is a mental exercise. Planning involves choice among the different course of actions. Planning is the basis of all other functions. Planning is a continuous process. Planning is all pervading. 7

8. Steps in planning Collecting information about past, present and future forecasts to ensure profits for the firm. Explaining objectives of the firm with regard to the present as well as future. Developing planning premises. Discovering alternative courses of actions. Choosing the best alternative. Defining subsidiary plans. Reviewing and rectifying the plans in a timely and periodic manner. 8

9. Advantages of planning Planning helps the managers to minimize deviations from the basic objective of the business that is mentioned in the memorandum of understanding. Planning helps to minimize risks and losses. Planning helps to improve the efficiency of operations. Planning facilitates cooperation and teamwork. 9

10. Limitations of planning Lack of accurate information. Time consuming. Expensive. Rigidity due to strict compliance with the plans. Psychological barrier or willingness of the people to change. External limitations changes in government policies, technology, labour regulations etc.  10

11. Organizing It is the process of bringing together physical, financial and human resources and developing productive relationship amongst them for achievement of organizational goals . According to Henry Fayol , “To organize a business is to provide it with everything useful or its functioning i.e. raw material, tools, capital and personnel’s” 11

12. Steps in organizing Identifying the activities required for achieving the objectives. Classifying the activities into convenient groups. Assigning these groups of activities to appropriate persons. Delegating authority and fixing responsibility for carrying out the assigned duties. Coordinating these authority responsibility relationships throughput the enterprise. 12

13. Importance of organizing Organization is the mechanism through which the management directs, controls and coordinates the activities of the enterprise. Sound organization involves and facilitates the growth and diversification by proper delegation of the authority. Organization permits the optimum use of human resource by matching the work with talent. Organization structure in group activity is the equivalent of social structure. A harmonious organization structure enables the firm to adopt new technology. Sound organization encourages the activities and create thinking leading to the development of managerial talent. 13

14. Staffing Staffing involves the manning of the positions with the human resource of the enterprise. It is concerned with acquiring, developing, utilizing and maintaining human resources. The managers keep on trying different jobs with the talents and educational qualification of the individuals to ensure that only the right man gets the right job. 14

15. Steps in staffing Manpower planning which is associating and assessing the manpower requirements in terms of number and quality. Recruitment, selection, placement and orientation. Training ad development. Appraisal, promotion and transfer. Employees remuneration. 15

16. Importance of staffing Due to the process of matching jobs with individuals, the mangers probably get the correct man for the defined job who can profit the firm. It helps to improve the quality and quantity of output the putting the right man in the right job. It improves the job satisfaction of the employees. It reduces the cost of personnel by avoiding wastage of human resources. It facilitates the growth and diversification of organization by developing talent of employees. 16

17. Directing Directing is concerned with the execution of the plans through organized action. It is also called the commanding and actuating. It is that part of the management process which actuates the members of the organization to work efficiently and effectively for the attainment of the desired objectives.   17

18. Cont.,, Direction is that inert-personnel aspect of management which deals directly with influencing, guiding, supervising, motivating sub-ordinate for the achievement of organizational goals . Direction has following elements: Supervision Motivation Leadership Communication 18

19. Supervision Supervision means overseeing subordinates at work. It refers to the direct and immediate observation and watching of subordinates in the performance of their tasks. Supervision is required at all levels of management. 19

20. Steps in supervision Planning and allocation of work. Issuing orders and instructions to the subordinates. Providing necessary guidelines to the employees. Maintaining discipline. 20

21. Motivation Means inspiring, stimulating or encouraging the sub-ordinates with zeal to work. Positive, negative, monetary, non-monetary incentives may be used for this purpose. Motivation is the vital element in the management. It keeps the people satisfied so that they make the best utilization of their talent and resources . 21

22. Leadership May be defined as a process by which manager guides and influences the work of subordinates in desired direction. A leader interprets the objectives of the organization; suggest the right course of action an stimulating and guiding the people to achieve the objectives. To be a successful leader, a manger must possess several qualities like foresight, initiative, self-confidence, drive, courage, determination, integrating the character etc. 22

23. Communications It is the process of passing information, experience, opinion etc from one person to another. It is a bridge of understanding. Communication is essential at all levels of management. It facilitates decision making, promotes efficiency of employees, helps coordination, improves employee morale, promotes industrial harmony and boosts image of the organization. 23

24. Features of directing Directing is an executing function as it initiates action. Directing is an ongoing function, Directing is the function of all managers. Directing is an interpersonal aspect of management as it is concerned with human behavior. Directing is the link between planning and control. 24

25. Importance of directing Initiates actions Improves efficiency Facilitates change Ensures coordination 25

26. Controlling Controlling is the process of measuring performance, comparing it with the defined objectives and standards that are widely acceptable and taking reform measures when everything goes out of order. The purpose of controlling is to ensure that everything occurs in conformities with the standards. An efficient system of control helps to predict deviations before they actually occur. 26

27. Steps in controlling Setting standards of performance.' Measuring actual performance. Comparing actual standards with the results. Analysis cause of deviations. Taking corrective actions. 27

28. Importance of controlling Control function is indispensable for ensuring participatory and performance progress of the organization. An efficient control system improves efficiency of operations, ensured proper implementation of plans, facilitates delegation of authority and coordination. It must be flexible and economical. It must report deviation properly and ensure corrective actions. You may visit the following link for career opportunities in management and institutions for business management and relative courses: 28

29. Thank you 29