Management Process and Principles of School Management

Basic Management Process
Principles of School Management

1. Presentation on: Basic Management Process Principles of School Management School Management

2. List of Contents Introduction Definition of Management Features of Management Importance of Management Objectives of Management Different type of Management Styles Levels of Management Functions of Management Definition of Principle Principles of Management Principles of School Management

3. Introduction All organizations - business, political, cultural or social are involved in management. It is the management which directs the various efforts towards a definite purpose. It includes ensuring availability of raw materials, determination of wages and salaries, formulation of rules & regulations. Being effective means doing the appropriate task i.e. fitting the square pegs in square holes. Being efficient means doing a task correctly at least possible cost with minimum wastage of resources. Management can be defined in detail in following categories  Management as a Process -Management as a Discipline Management as a activity -Management as a Science Management as an Art -Management as a Profession

4. Definition of Management According to  Harold Koontz , “Management is an art of getting things done through and with the people in formally organized groups. It is an art of creating an environment in which people can perform and individuals and can co-operate towards attainment of group goals”. According to  F.W. Taylor , “Management is an art of knowing what to do, when to do and see that it is done in the best and cheapest way”. According to  Louis E Boone & David L Kurtz “The use of people and other resources to accomplish objectives”

5. Management as a Process According to George R. Terry: “Management is a distinct process consisting of planning, organizing, actuating and controlling, performed to determine and accomplish stated objective by the use of human beings and other resources” As a process, management consists of three aspects: Management is a social process Management is an integrating process Management is a continuous process

6. 1-Management is a social process Since human factor is most important among the other factors, therefore management is concerned with developing relationship among people. It is the duty of management to make interaction between people - productive and useful for obtaining organizational goals. 2-Management is an integrating process Management undertakes the job of bringing together human physical and financial resources so as to achieve organizational purpose. Therefore, is an important function to bring harmony between various factors 3-Management is a continuous process It is a never ending process. It is an on-going process. It is concerned with constantly identifying the problem and solving them by taking adequate steps.

7. Objectives of Management Management should strive to fulfill the following objectives, It helps in the task of running the institution smoothly and effectively. It frames the polices, rules and regulations. It lays down the structure of the organization. It prescribes the power, authority, functions and responsibilities of the different positions in the organization. It provides good professional leadership and dynamic supervision. It co-ordinates the various activities of the institution.

8. Features of Management Management is an activity concerned with guiding human and physical resources such that organizational goals can be achieved. Nature of management can be highlighted as: Management is Goal-Oriented Management integrates Human, Physical and Financial Resources Management is Continuous Management is all Pervasive Management is a Group Activity

9. Different type of Management Styles Traditional Management There is a hierarchy of employees, low level management, mid-level management, and senior management. In traditional management systems, the manager sets out expectations for the employees who need to meet goals, but the manager receives the reward of meeting those goals. Team Management In a team management arrangement the manager is a guiding hand to help the members of the team work together to solve problems but doesn’t dictate policy and the entire team receives the reward of meeting those goals. Servant Management In servant leadership, the organization recognizes employees as experts in their field. The manager helps supply resources the employees need to meet company goals.

10. Importance of Management 1-It helps in Achieving Group Goals It arranges the factors of production, assembles and organizes the resources, integrates the resources in effective manner to achieve goals. It directs group efforts towards achievement of pre-determined goals. By defining objective of organization clearly there would be no wastage of time, money and effort. Management converts disorganized resources of men, machines, money etc. into useful enterprise. These resources are coordinated, directed and controlled in such a manner that enterprise work towards attainment of goals.

11. 2-Optimum Utilization of Resources Management utilizes all the physical & human resources productively. This leads to efficacy in management. Management provides maximum utilization of scarce resources by selecting its best possible alternate use in industry from out of various uses. It makes use of experts, professional and these services leads to use of their skills, knowledge, and proper utilization and avoids wastage. If employees and machines are producing its maximum there is no under employment of any resources. 3-Reduces Costs It gets maximum results through minimum input by proper planning and by using minimum input & getting maximum output. Management uses physical, human and financial resources in such a manner which results in best combination. This helps in cost reduction

12. 4-Establishes Sound Organization No overlapping of efforts (smooth and coordinated functions). To establish sound organizational structure is one of the objective of management which is in tune with objective of organization. Management fills up various positions with right persons, having right skills, training and qualification. 5-Establishes Equilibrium It enables the organization to survive in changing environment. It keeps in touch with the changing environment and adapts to changing demand. 

13. 6-Essentials for Prosperity of Society -   Efficient management leads to better economical production which helps in turn to increase the welfare of people. Good management makes a difficult task easier by avoiding wastage of scarce resource. It improves standard of living. It increases the profit which is beneficial to business and society will get maximum output at minimum cost by creating employment opportunities which generate income in hands. Organization comes with new products and researches beneficial for society.

14. Levels of Management The term “ Levels of Management ’ refers to a line of demarcation between various managerial positions in an organization. The number of levels in management increases when the size of the business and work force increases and vice versa. The level of management determines a chain of command, the amount of authority & status enjoyed by any managerial position. The levels of management can be classified in three broad categories: Top level / Administrative level Middle level / Executory Low level / Supervisory / Operative / First-line managers

15. Top level / Administrative level The role of the top management can be summarized as follows Top management lays down the objectives and broad policies of the enterprise. It issues necessary instructions for preparation of department budgets, procedures, schedules etc. It prepares strategic plans & policies for the enterprise. It appoints the executive for middle level i.e. departmental managers. It controls & coordinates the activities of all the departments. It is also responsible for maintaining a contact with the outside world. It provides guidance and direction. The top management is also responsible towards the shareholders for the performance of the enterprise.

16. Middle level / Executory The role of the middle management can be summarized as follows They execute the plans of the organization in accordance with the policies and directives of the top management. They make plans for the sub-units of the organization. They participate in employment & training of lower level management. They interpret and explain policies from top level management to lower level. They are responsible for coordinating the activities within the division or department. It also sends important reports and other important data to top level management. They evaluate performance of junior managers. They are also responsible for inspiring lower level managers towards better performance.

17. Low level / Supervisory The role of the Low level / Supervisory management can be summarized as follows Assigning of jobs and tasks to various workers. They guide and instruct workers for day to day activities. They are responsible for the quality as well as quantity of production. They are also entrusted with the responsibility of maintaining good relation in the organization. They communicate workers problems, suggestions, and recommendatory appeals etc to the higher level and higher level goals and objectives to the workers. They prepare periodical reports about the performance of the workers. They ensure discipline in the enterprise. They motivate workers.

18. Principle It is a generation that is widely accepted as true system. Principles always are to be considered helpful for several reasons. First:  They help to make more accurate decision, applying in any situation and eliminating guesswork. Second:  it saves time. Principles provide guidelines for actions. Third:  principles enable the people to pass information from one generation to another.

19. Henri Fayols 14 Principles of Management Division of Labor Party of Authority & Responsibility Principle of One Boss Unity of Direction Equity Order Discipline Initiative Fair Remuneration Stability of Tenure Scalar Chain Sub-Ordination of Individual Interest to General Interest Espirit De’ Corps (can be achieved through unity of command) Centralization & De-Centralization

20. Henri Fayols 14 Principles of Management Division of Work  – Assign each employee a task that they can become proficient at. Productivity increases as employees become more skilled, assured and efficient. Today, experts still warn against Authority  – Managers must possess the authority to give orders, and recognize that with authority comes responsibility. As well as rank, Fayol argues that a manager's intelligence, experience and values should command respect. Discipline   – Everyone should  follow the rules. To help, you can make agreements between the organization and employees clear for all to see. Unity of Command  – Fayol wrote that "an employee should receive orders from one supervisor only." Otherwise, authority, discipline, order, and stability are threatened.

21. Henri Fayols 14 Principles of Management Collective Interest Over Individual Interest  – Individuals should pursue team interests over personal ones – including managers. Remuneration  – Employee satisfaction depends on fair remuneration for everyone – financial and non-financial. Fayol said pay should be fair and reward "well-directed effort.“ Centralization  – Balancing centralized decision making (from the top) with letting employees make decisions. Or as Fayol wrote, "A place for everyone and everyone in his place.“ Scalar Chain  – Employees should know where they stand in the organization's hierarchy and who to speak to within a chain of command. Fayol suggested the now-familiar organization chart as a way for employees to see this structure clearly.

22. Order  – Fayol wrote that, "The right man in the right place" forms an effective social order. He applied the same maxim to materials: right one, right place. Equity  – Managers should be fair to all employees through a "combination of kindliness and justice." Only then will the team "carry out its duties with... devotion and loyalty." Stability of Tenure of Personnel Organizations should  minimize staff turnover and role changes to maximize efficiency. If people are secure and good at their jobs, they are happier and more productive. Initiative  – Employees should be encouraged to develop and carry out plans for improvement. As Fayol wrote, "At all levels of the organizational ladder, zeal and energy on the part of employees are augmented by initiative.“ Esprit de Corps  – Organizations should strive to promote team spirit, unity, and morale.

23. Functions of Management Different experts have classified functions of management. 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”. Whereas Luther Gullick has given a keyword ’POSDCORB’ But the most widely accepted are functions of management given by KOONTZ and O’DONNEL i.e.  Planning, Organizing, Staffing, Directing and Controlling.

24. Planning According to KOONTZ, “Planning is deciding in advance - what to do, when to do & how to do. It bridges the gap from where we are & where we want to be”. A plan is a future course of actions. It is an exercise in problem solving & decision making. Planning is determination of courses of action to achieve desired goals. Thus, planning is a systematic thinking about ways & means for accomplishment of pre-determined goals. Planning is necessary to ensure proper utilization of human & non-human resources. It is all pervasive, it is an intellectual activity and it also helps in avoiding confusion, uncertainties, risks, wastages etc.

25. Organizing 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”. To organize a business involves determining & providing human and non-human resources to the organizational structure. Organizing as a process involves: Identification of activities. Classification of grouping of activities. Assignment of duties. Delegation of authority and creation of responsibility. Coordinating authority and responsibility relationships.

26. Staffing The main purpose of staffing is to put right man on right job i.e. square pegs in square holes and round pegs in round holes. According to Kootz & O’Donell , “Managerial function of staffing involves manning the organization structure through proper and effective selection, appraisal & development of personnel to fill the roles designed un the structure”. Staffing involves: Manpower Planning Recruitment, Selection & Placement. Training & Development Remuneration Performance Appraisal.

27. Directing It is that part of managerial function which actuates the organizational methods to work efficiently for achievement of organizational purposes. It is considered life-spark of the enterprise which sets it in motion the action of people because planning, organizing and staffing are the mere preparations for doing the work. 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

28. Controlling According to  Theo Haimann , “Controlling is the process of checking whether or not proper progress is being made towards the objectives and goals and acting if necessary, to correct any deviation”. According to Koontz & O’Donell “Controlling is the measurement & correction of performance activities of subordinates in order to make sure that the enterprise objectives and plans desired to obtain them as being accomplished”. Therefore controlling has following steps: Establishment of standard performance. Measurement of actual performance. Comparison of actual performance with the standards and finding out deviation if any. Corrective action.

29. School Management School Management comprises planning, organizing, staffing, leading or directing, and controlling an educational institution with the purpose of accomplishing the educational goals. It can also be defined as, School Management is the system of rules, punishments and behavioral strategies appropriate to the regulation of students and the maintenance of order in schools. Its main aim is to create a safe and conducive learning environment in the school.

30. Principles of School Management School Management is a goal oriented  activity. It involves  group efforts and an organized work and performance  towards the attainment of certain predetermined goals in an educational institution. With active coordinated effort managers can achieve the goals of the organization, by efficiently utilizing the material and human  resources in the  educational environment. This requires some fundamental principles to be followed. some of them are as follows. Principle of well defined goals Principle of conducive learning Principle of sharing responsibility Principle of equality Principle of cooperation Principle of creativity Principle of rule of law Principle of community involvement

31. Principle of well defined goals The first and foremost principle of effective school management is identifying and defining goals of educational institution. These goals provides a clear direction to school managers that what and how the school activities be organized. Without certain set objectives, the school management will only be in chaos. Principle of conducive learning The main aim of school management is to provide conducive learning environment to the students. The school management must focus on the activities that may lead to create healthy learning activities in school.

32. Principle of sharing responsibility Another important principle in school management is that everybody who is more or less involved in the educational process should take the responsibility to share in the work. A manager can only be successful with a responsible and vigilant subordinates/team. Principle of equality As equality is the basic hallmark of successful school management. It should be treated and accepted in true spirit. So all the personnel who are involved in the school activities should get equal facilities, rights and opportunities in doing their duty.

33. Principle of cooperation In order to make educational management of any educational program a successful one, a greater cooperation should be ensured among different persons involved in the field of educational management. Principle of creativity Creativity and innovation is one such thing in the field of school management that ensures success and progress of the institution. The school management must make its utmost effort to make the teaching learning process in the school more creative and innovative.

34. Principle of rule of law The school management must ensure rule of law in the institution. All workforce in the school should follow rules and regulations in true letter and spirit. Double standard of behavior to the workforce may leave them agitated and demotivated. Principle of community involvement The school management must work to involve the community in decision making, planning, motivating and other such functions.  

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