Unit –MANAGEMENT

Q-1 What is meant by Span of Control?

Ans- Span of control is the area of activity and number of functions, people or things for which an
individual or organisation is responsible.
OR
Span of control refers to the number of subordinates under the manager's direct control. As an example, a
manager with five direct reports has a span of control of five.
OR
Number of employees that report to a manager

Q-2 Enumerate any five points of importance of staffing as a function of management.

Ans- Importance of Staffing as a function of Management:

• Filling organizational positions – Staffing ensures that various organizational positions are filled by right
persons.
• Optimum use of human resources - by matching talent with the job.
• Employee satisfaction – by making the employee do the work which matches his qualification and thus
help him to develop and acquire better incentives and scope for promotion.
• Key to other functions – Staffing injects life into the organization by providing the right person for every
job. The effectiveness of directing and controlling functions also depends upon staffing.
• Long-term effect – Investment in human resource has long term effects on the organization, thus
decision in this direction should be taken with utmost care.
• Efficiency/ specialisation – Since staffing helps to place the right person at the right job, efficiency of the
organization increases.
• Huge investment
• Holistic approach
• Liberalisation and Globalisation
• Multiplier effect

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Q-3 Distinguish between a Formal Organisation and an Informal Organisation.

Ans- Differences between a Formal and an Informal organisation are:

Sr. No. Basis Formal Organisation Informal Organisation
1. Meaning Structure of Authority relationship Network of social relationship
2. Formation Deliberately planned and created by management Emerges spontaneously as a
result of social interactions among employees
3. Purpose / focus To achieve planned goals of the organisation To satisfy social and cultural
needs of members and fulfil common interest
4. Structure Well defined structure No clear-cut structure
5. Nature Rigid/ stable/predictable Flexible/unstable,
unpredictable
6. Leadership Managers act as leaders by virtue of their superior position Members voluntarily
choose their leaders 10
7. Flow of communication Official lines of communication called scalar chain Members
communicate in any direction as per convenience
8. Origin Originates as a result of company rules and policies Originates as a result of
social interaction
9. Interdependence Exists independently Within the framework
10. Rules & Regulations Written Oral
11. Organisation chart Can be depicted Cannot be depicted
(Any three)

Q-4 Explain any four objectives of Communication.

Ans- Objectives of Communication:

• To educate and train people: The management issue orders and instructions to employees so that they
may perform their jobs efficiently. Consumers are provided information about new products and their
uses.

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• To motivate employees: Good communication can mould employee’s behaviour and create cordial
industrial relations.
• To promote managerial efficiency: Managers provide guidance to employees through communication
thereby improving their efficiency.
• To implement decisions quickly: Subordinates understand managerial decisions and take steps to
implement them through communication.
• To facilitate leadership: The effectiveness of leaders depends on their communication skills.
• To carry out change: Free flow of ideas and information reduces workers’ resistance to new technology
and other changes.
• To create teamwork: Communication is designed to create mutual understanding and cooperation
among people working for living together.
• To secure feedback: Suggestions and complaints from workers and consumers enable managers to
improve work methods and procedures. (Any four points)

Q-5 Moon Ltd. imported new machinery from Germany. However, the productivity of the business did
not improve with the use of this machinery. On investigation, it was found that the workers were not able
to operate the high-tech machinery effectively, causing poor performance and wastages. What can be
done by Moon Ltd. to overcome the above problem?

Ans- Give training to the employees.

Q-6 Explain any three sources of External Recruitment

Ans- Sources of External Recruitment: • Advertisement • Employment exchange • Educational institutions/

Campus recruitment • Placement /Personnel consultants • Casual callers /Waiting list • Direct recruitment
/ Gate hiring • Recommendation of present employees • Labour contractors and jobbers • Internet
/Telecasting/e-recruitment
(Any three points with brief explanation)

Q-7 Explain any five qualities that a good leader should possess.

Ans Qualities of a good leader: • Sound physique • Intelligence • Initiative • Decisiveness • Emotional
stability • Self-confidence • Will power 22 • Communication skills • Vision and foresight • Sense of
responsibility • Social skills • Character/integrity/honesty/creativity
(Any five points with brief explanation)

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Q-8 Write short notes on Line and Staff Organisation.
Ans- Line and Staff Organisation: Meaning: It is a combination of the line structure and the functional
structure. It is an attempt to combine the advantages of specialisation and unity of command.
Advantages: • Balanced decisions • Discipline • Flexibility • Undivided responsibility • Executive
development • Planned specialisation Disadvantages: • Conflicts • Lack of coordination • Expensive •
Ineffective staff • Lack of creativity
(Give meaning, one advantage and one disadvantage)

Q-9 State any two points of difference between recruitment and selection.
Ans- Differences between recruitment and selection are:
Basis Recruitment Selection
Objective / aim / purpose To create a large pool of candidates from which
choice can be made. To eliminate all
unsuitable candidates.
OR choose right person for every job.

Stage / order / sequence It is done prior to selection.

OR It is the second stage of Staffing process. It is undertaken only
after recruitment.
OR
It is the third stage of Hiring process
and comes after recruitment.
Complexity There is very low level of complexity. It is a simple process. There is a
complex process as it involves
various selection tests.

Nature of process It is a positive process because it involves

attracting large number of candidates. It is a negative process
because it rejects unsuitable candidates.
Number No maximum limit or restriction upon

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 the number of candidates. Only limited number or according
to vacancy; fixed number of candidates are selected.
Time Not time consuming Time consuming

Q-10 Explain feedback as a part of the process of communication.

Ans- Feedback in the process of communication: It means the reaction / reply / response by the receiver.
OR It represents the return flow of communication.

Q-11 What is meant by barriers to communication? Explain three suitable measures to overcome the
barriers to effective communication.
Ans- Meaning of Barriers to Communication: Certain hurdles/ blockades/ obstructions/ bottlenecks, hinder
effective communication. These are called barriers to communication.
Measures to overcome barriers to effective communication are: • Well drafted message or clarity in ideas
• Appropriate language • Two-way communication • Appropriate channel and media of communication •
Feedback • Gestures and tones/facial expressions • Open door policy • Good listening • No contradiction
between words and actions/consistency • Credibility in communication • Free from personal prejudice •
Multiple channels – appropriate combination of formal and informal (grapevine) communication. •
Usefulness of message for the receiver • Use of grapevine (informal communication). • Simple language
(Any three with explanation)

Q-12 What is meant by supervision? Explain three functions of a Supervisor.

Ans- Meaning of Supervision: Supervision means overseeing/guiding/observing/instructing employees at
work to ensure that they are working in a desired manner. It also includes giving instructions to achieve
goals /objectives/ tasks of the organisation. (Any other correct meaning)
Functions of a Supervisor: • Scheduling the work • Issuing orders and Instructions • Guiding subordinates
• Motivating workers • Maintaining Discipline • Handling Grievances • Monitoring Performance • Ensuring
safety • Feedback • Serving as a Linking Pin (Any three with explanation)

Q-13 Explain the importance of Delegation of Authority.

Ans- Importance of Delegation of Authority are: • Relief to top executives • Scalar chain • Specialization •
Quick decisions • Motivation of subordinates • Executive development/fixing responsibility • Growth and
diversification (Any five with explanation)

Q-14 Explain the various steps involved in the process of Controlling, as a function of Management

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Ans- Steps involved in the process of Controlling, a function of Management, are: • Setting of performance
standards • Measuring actual performance • Comparing actual performance with standards • Analyzing
deviations • Taking corrective actions.
(All five steps in correct order/sequence with explanation)

Q-15 Explain any two sources of external recruitment used in today’s world
Ans- External sources of Recruitment: 1. Advertisements 2. Campus recruitment 3. Casual callers 4.
Employment exchange 5. Direct recruitment or gate hiring 6. Placement agencies 7. Internet recruiting 8.
Job fairs 9. Recommendations of employees. 10. Personal contacts. 11. Contract basis (Any two points with
brief explanation)

Q- 16 Name the four elements of directing, as a function of management.

Ans- Elements of Directing • Supervising/supervision • Leadership • Motivation/motivating •
Communication/communicating

Q-17 Explain the various steps involved in the process of organising.

Ans- Steps involved in the process of Organising: 1. Division of work 2. Grouping jobs or activities 3.
Assigning duties 4. Delegation of Authority 5. Coordinating activities
(All five steps in sequence with brief explanation)

Q-18 Explain Maslow’s theory.

Ans- Maslow’s Theory: • Physiological needs • Safety and Security needs • Social / affiliation needs • Ego /
esteem needs • Self-actualization needs (Any five with correct sequence and with brief explanation)

Q-19 Coordination, as the essence of management.

Ans- Coordination is the essence of management because it is inherent in all managerial functions. • In
planning, coordination is required between the master plan of the enterprise and the plans of different
departments. • During organizing, there should be coordination between the authority and responsibility
of every individual. • While staffing, coordination is achieved by placing the right man at the right job. •
While directing, supervision, motivation and leadership are used to ensure proper working of the
organization. • During controlling, coordination is achieved by ensuring that the actual results are
according to plans.

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(Any four)

Q-20 Give three points in support of the statement, “Organising is an important function of
management.”
Ans- Importance of organisation: Specialization, optimum use of human resources, coordination and
cooperation security and support. • Growth and diversification • Adaptation to change • Training and
development of personnel • Aid to management • Effective administration • Clarity in working relationship
• Optimum utilization of resources.
(The answer must have implications of both management as a process and as an activity.)

Q-21 Explain any five points of importance of controlling, as a function of management.

Ans- Points of importance of controlling:
• Achievement of organizational goals – It is through controlling that managers ensure the execution of
plans and the accomplishment of goals. Control keeps constant watch over performance so that mistakes
are detected and corrected promptly.
• Optimum utilization of resources – Controlling is essential for securing the best possible us of human,
physical and financial resources. A good system of control helps to prevent misuse and wastage of
resources.
• Decentralization of authority – With the help of feedback information, managers can ensure that
decisions taken at lower levels are consistent with the policies and interests of the organization. An
effective system of control facilitates delegation of authority.
• Means of coordination – Controlling facilitates coordination between different departments by laying
down standards of performance. All activities and efforts are directed towards the accomplishment of
common objectives.
• Better employee morale – Employees know well in advance what they are expected to do and the
standard against which their performance will be judged. Therefore, they are not likely to be careless or
negligent.
• Simplified supervision – Timely reports help supervisors in identifying gaps between performance and
standards. As a result, supervisors can take appropriate actions to rectify deficiencies.
• Better planning – Controlling reveals deficiencies in plans. It reveals whether the standards are accurate
and objective.
• Coping with change and complexity – Control system helps managers to anticipate, monitor and respond
to changing conditions. The environment in which business organizations operate keeps on changing.
(any five)

Prepared by – Shubham Jagdish (8112601234)

Q-22 Explain any four objectives of communication.
Ans- Objectives of communication: • To educate and train people • To motivate employees • To
implement decisions quickly • To facilitate leadership • To carry out change • To create team-work • To
secure feed back • To promote managerial efficiency • Sharing of ideas • Giving orders and instructions •
Submission of work performance • Sharing of information. (any four)

Q-23 Explain the first five steps involved in selecting suitable work force in an organisation.
Ans- First five Steps involved in selecting suitable work force in an organisation: • Screening of applications:
This is the preliminary screening of the suitability of the applicants. • Selection test: if the organization has
a policy to conduct selection test, all the eligible candidates are called for the test. There are various types
of selection tests which are used in the selection process: intelligence test, personality test, aptitude test,
interest test and trade test. • Selection interview: Selection interview, also known as employment
interview, is a formal, in depth conversation conducted to evaluate the acceptability of the candidates. 24
• Checking references: Many organizations insist that candidates provide them complete contact details of
references from whom information provided by a candidate could be verified and additional information
about the candidate could be sought. Checking references is done at this stage. • Physical examination:
Organizations which follow the practice of physical examination, also known as medical examination,
conduct the test at this stage. Sometimes, physical examination is conducted after the selected candidates
join the organization. (in sequence) OR 1. Preliminary Screening 2. Application Blank 3. Employment on
Selection Tests 4. Employment Interview 5. Medical Examination

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