PPTS for Directing Fourth Managerial Function

PPTS for Directing

1. DIRECTING

2. Introduction Directing/Direction is a function of management performed by top level management in order to achieve organizational goals. It is very important and necessary function of management. Management has to undertake various activities like, guide people, inspired and lead them as well as supervision of their activity is required in order to achieve desired results.

3. Meaning and Definition Direction consists of the process and techniques utilized in issuing instructions and making certain that operations are carried as originally planned. “ Directing involves determining the course, giving order and instruction and providing dynamic leadership” – Marshall “ Activating means and moving into action- supplying simulative power to the group”- G.R Terry

4. Directing involves….. Telling people what is to be done and explaining how to do it. Issuing instructions and orders to subordinates. Inspiring them to contribute towards the achievement of objectives, Supervising their activities; Providing leadership and motivation

5. • It guides and helps the subordinates to complete the given task properly and as per schedule . • It provides the necessary motivation to subordinates to complete the work satisfactorily and strive to do them best. • It helps in maintaining discipline and rewarding those who do well. • Directing involves supervision, which is essential to make sure that work is performed according to the orders and instructions . FUNCTIONS

6. ELEMENTS COMMUNICATION SUPERVISION MOTIVATION LEADERSHIP

7. COMMUNICATION and or theattitude of employees .

8. Communication Is… - Complex and multifaceted phenomenon. It is the process by which verbal and non-verbal symbols are sent, received and given meaning. “ Communication” word has been derived from Latin word “ Communis ” which means common, thus communication stands for sharing of an idea in common.

9. “Communication is an exchange of facts, ideas, opinions or emotions by two or more persons” – Newman and Summer “ It is a sum of all the things one person does when he wants to create understanding in the minds of another. It is a bridge of meaning, it involve systematic telling, listening, and understanding” – Haimann

10. Most Common Way to Communicate

11. ELEMENTS OF COMMUNICATION People - minimum is 2; one will act as the sender and the other the receiver Message – the content or the substance of what is being communicated, could be an idea, feeling, instruction, fact or opinion Channel – the medium and the manner by which the message is conveyed ; could be verbal or non-verbal

12. Feedback – the reaction of the receiver to the message as conveyed through a particular channel; measures the effectiveness of the communication Noise – anything that distorts the message conveyed

13. The Communication Process

14. FOUR BASIC DIRECTIONS

15. Downward Communication Travels from superior to subordinates. Katz and Kahn have identified five general purposes of superior-subordinate communication. To give specific task directives about job instruction To give information about organization procedures and practices

16. To provide information about the rationale of the job To tell subordinates about their performance To provide ideological-type information to facilitate the indoctrination of goals

17. Upward Communication Travels from subordinate to superior. The most common purpose of this communication is to provide feedback on how well things are going. It provides also the middle level managers the opportunity to represent their subordinates to the upper level managers.

18. Examples: a . Open-Door Policy a communication policy in which a manager, CEO, president or supervisor leaves their office door "open" in order to encourage openness and transparency with the employees of that company. c. Complaint program

19. Lateral Communication Takes place between people in the same level of the management hierarchy. The most common reason for this communication flow is to provide coordination and teamwork

20. Diagonal Communication Occurs between people who are neither in the same department nor in the same level of management hierarchy. In this case, someone communicate either downward or upward with someone in another functional area. In utilizing this flow of communication, protocol must be observed so as not to bypass the authority of the person concerned

21. BARRIERS TO EFFECTIVE COMMUNICATION

22. Too much information – people suffers from what we call sensory overload The message is poorly organized – communicating also involves planning

23. Inaudible voice – when talking in front of a crowd be sure that you have loud and clear voice so that everybody will be able to hear what you are saying Mannerisms – distract attention

24. Lack of understanding Inconsistent verbal and non-verbal communication Noise – any factors that disturbs, confuses or interferes with communication

25. Differing perceptions – people who have different backgrounds of knowledge and experience often perceive the same phenomenon from different perspective Language differences – the words used must mean the same thing to sender and receiver Too many links in the communication process

26. LEADERSHIP

27. Leadership Is… - Art of getting someone else to do something that you want done because he wants to do it (Dwight D. Eisenhower) - Process of directing the behaviour of others toward the accomplishments of objectives. - Is one of the important parts of direction.

28. “Leadership is the ability to secure desirable action from a group of followers voluntarily, without the use of coercion”- Alford and Beatly “Leadership refers to the quality of the behaviour of the individual whereby they guide people on their activities in organized efforts”- Chester Barnard

29. LEADING IN TIMES OF CRISIS Stay calm Be visible Put people before business Tell the truth Know when to get back to business

30. - set of forces that energize worker to do their job and to sustain their behaviour. Introduction & Definition to motivate means to provide motive, to impel people to action, and to create incentives to work. “ Motivation is the work a manager performs to inspired, encourage, and impel people to take required action” – Lewis Allen “ The act of stimulating someone or oneself to get a desired course of action”- Michael J

31. Nature and Characteristics Motivation Is an internal feeling Motivation is related to needs Motivation lead to goal oriented behaviour Motivation can be positive or negative

32. Importance of Motivation 1.Puts human resources into action Every concern requires physical, financial and human resources to accomplish the goals. It is through motivation that the human resources can be utilized by making full use of it. This can be done by building willingness in employees to work. This will help the enterprise in securing best possible utilization of resources.

33. 2. Improves level of efficiency of employees The level of a subordinate or an employee does not only depend upon his qualifications and abilities. For getting best of his work performance, the gap between ability and willingness has to be filled which helps in improving the level of performance of subordinates. This will result into- a. Increase in productivity, b. Reducing cost of operations, and c. Improving overall efficiency.

34. 3. Leads to achievement of organizational goals The goals of an enterprise can be achieved only when the following factors take place :- 4 . Builds friendly relationship Motivation is an important factor which brings employees satisfaction. This can be done by keeping into mind and framing an incentive plan for the benefit of the employees. This could initiate the following things: a. Monetary and non-monetary incentives, b. Promotion opportunities for employees, c. Disincentives for inefficient employees.

35. SUPERVISION

36. Supervision implies expert overseeing of subor­dinates -at work in order to guide and regulate their efforts. Every manager has to supervise the work of his subordinates to see that they do their work as desired. But supervision is particularly important at the operat­ing level of management or at the low-level management. The supervisor is in direct personal contact with the workers and he acts as the link between workers and manage­ment. He communicates the policies, plans and orders of management to the workers. He also brings workers' grievances, suggestions and appeals to the notice of management. Effective supervision is essential for the accomplishment of desired goals.

37. In Supervising 1. Set realistic expectations . The expectations that are often left unstated need to be openly discussed. 2. Establish clear goals . Goal setting gives purpose and direction to the work of the individual subordinates as well as to the manager. It ensures alignment to corporate strategy. 3. Communicate . Successful communication is a learned process that must accommodate individual needs. As the boss, you establish the norms. Solicit feedback, encourage discussion (especially alternate points of view), and be accessible.

38. 4 . Support . A manager is not made by title alone. Anyone new to a supervisory position needs to develop certain professional skills. Your mentoring will be the key to success. 5. Be the Model Manager . Lead the way! Have others do as you say and do.