Functions of Management

November 25, 2024 1

Functions of Management

Learning Objectives
WhatisisManagement?
What Management?

Planning as a Function of Management

Organizing as a Function of Management

Staffing as a Function of Management

Directing as a Function of Management

Controlling as a Function of Management

Summary

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 What is Management?

Learning Objectives

Define Management

Management Science or Art

Management in Organizations – Three Levels

Managerial Skills

Henry Mintzberg’s Managerial Roles

Four Functions of Management

November 25, 2024 3

 What is Management?

Defining Management

"Art of knowing what you want to do and then seeing

that it is done the best and cheapest way".

F.W.Taylor

" To manage is to forecast, to plan, to organize, to

command, to co-ordinate and to control. “
Henry Fayol

Management is the art of getting things done through others.

Management is the art of getting things done
through others.

November 25, 2024 4

 What is Management?

Is Management a Science / Art

Management as Science Management as an Art

• Empirically derived • Practical know how
• Critically tested • Technical skills
• General principles • Concrete results
• Cause & effect relationship • Creativity
• Universal applicability • Personalized nature
Management is the art of getting things done through others.
Management as a science provides principles
and as an art helps in tackling situations

Text

November 25, 2024 5

 What is Management

Management in Organizations Top Level

•Made up of senior-level executives of an
organization, or those positions that hold the
most responsibility.
•Jobs titles such as Chief Operating Officer
(COO), Chief Executive Officer (CEO), Chief
Financial Officer (CFO), President, or Vice
Objectives President are commonly used by top managers
in organizations.
•These top managers are responsible for
setting the overall direction of a company.
•Their leadership role can extend over the
entire organization or for specific divisions such
as finance, marketing, human resources or
operations.

Top Level Middle Level

•Report to top management and serve as the
head of major departments and their
specialized units.
•Serve as a liaison between top managers and
the rest of the organization
Middle Level •They are typically much more visible to the
greater workforce than top management,

Low Level
•Low-level managers work most closely with
the greater workforce and hold a much more
Low Level interpersonal role than any of the other levels
of management.
•These managers work to ensure that individual
employees are meeting their performance
goals in a way that aligns with the
organizational goals,

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 What is Management

Managerial Skills Technical

• “How to “
•Combination of
Education+Training+On Job
Experience
Objectives
Human
• Interpersonal skills
• Help the manager to
communicate, motivate and lead
a set of people
Top Level
Conceptual
•The skill to solve problems in a
strategic and calculated manner

Low Level

November 25, 2024 7

 What is Management

Henry Mintzberg’s Managerial Roles Interpersonal

• Behaviors assocaiated with
•coach, human interaction
•strategic
planner,
•liaison, Objectives Informational
•Cheerleader • Generate & share knowledge
•conflict
manager,
•problem- Decisional
solver, •Using avaialble information to
•organizer, Top Level make decisions
•optimist,
•trainer and
•decision-
maker

Low Level

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 Functions of Management

Planning

1
5 Controlling

Organizing 2
4 Directing

Staffing 3

November 25, 2024 9

Functions of Management

Learning Objectives
What is Management

Planning as
as aa Function
Functionof
ofManagement
Management

Organizing as a Function of Management

Staffing as a Function of Management

Directing as a Function of Management

Controlling as a Function of Management

Summary

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 Planning as Function of Management

Learning Objectives

What is a Plan?

Define Goals, Objectives, Strategy, Mission, and Vision

Examples of Vision & Mission statements

Types of Planning

Steps in Planning Process

Importance of Planning

Challenges while Planning

Characteristics of an Effective Plan

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 Planning as Function of Management

What is a Plan? It Involves? It Answers

A plan is a predetermined Making a systematic Questions like What,
1 2 3 how, where, when, etc.
course of action which process for achieving the
provides purpose and organization’s goals. and bridges the gap
direction of an between where we are
organization. & where we want to
be.

November 25, 2024 12

 Planning as Function of Management

Vision
Clarifies long term direction of a
company [where the company is
going] & reflects management’s
aspirations for the company.
Objectives
Mission
Statement of the basic purpose
Goals for a company's existence & its
values [role towards customers,
employees, society, etc.].
Strategy Strategy
Course of action created to
achieve a long term goal.
Goals
Mission Long term aims that a company /
individual wants to achieve.
Objectives
Vision Concrete attainments that can be
achieved by following a certain
number of steps.

November 25, 2024 13

 Planning as Function of Management

Examples of Vision & Mission Statements

Vision Mission
"Our Vision is to put joy in kids’ "Our Goal is to be the Worldwide
hearts and a smile on parents’ Authority on Kids, Families and
faces." Fun."

Vision Mission
"To bring inspiration and "To lead in corporate citizenship
innovation to every athlete* through proactive programs that
in the world” reflect caring for the world family
* If you have a body, you are an of Nike, our teammates, our
athlete. consumers, and those who
provide services to Nike”.

Mission Statement
"Facebook's mission is to give people the power to share and make
the world more open and connected."

November 25, 2024 14

 Types of Planning

Strategic
• Designed with entire
organization in mind & starts
with the Mission statement
•Top level function
Objectives •Look ahead plans – 3/5/10 yr

Tactical
• Translate the strategic plans to
specific plans relevant to a
Top Level distinct area of the organization
•Middle level function

Operational
•Focussed on the specific
procedures and processes
•Low level function
Low Level • Single use plans
• Ongoing plans

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 Planning as Function of Management

Steps in Planning Process

Follow-up /
appraisal of plans

Securing co-
operation
Formulation of
derivative plans

Choice of alternative
Establishment of course of action
Planning Premises

Establishment of Objectives

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 Planning as Function of Management
BUSINESS NETWORK

Importance of Planning – Why Plan?

Reduces
Uncertainties

Minimizes impulsive
Provides Planning bridges & arbitrary decisions
Direction the gap between
where we are &
where we want to
be

Resource
Allocation

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 Planning as Function of Management

Challenges while Planning

Difficulty in Time & Cost

accurate factors
Premising

Problems of External
Rapid Inflexibilities
Change Political Climate

Policy & Procedural

Internal
Inflexibilities
Psychological

Policy & Procedural

November 25, 2024 18
 Planning as Function of Management

Characteristics of an Effective Plan

Consistent
Direction For Action Plans must not be
Plans must be action changed unless
oriented necessary. Deviations
Linked to Long Term must be tracked and
Objectives controlled.
An effective plan is
always based on
the long term goals
of an organization.

Simple & Feasible

An effective plan must be
simple so that it can be easily Flexible
understood and followed. While plans must be consistent, they
should be flexible enough to meet the
demands of the dynamic
environment.
Functions of Management

Learning Objectives
What is Management

Planning as a Function of Management

Organizing as a Function of Management

Staffing as a Function of Management

Directing as a Function of Management

Controlling as a Function of Management

Summary

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 Organizing as a Function of Management

Learning Objectives

What is Organizing

Nature of Organizing

Components of Organizing

Steps of Organizing

Benefits of Organizing

November 25, 2024 21

 Organizing as a Function of Management

What is Organizing?

Organizing involves:

• Identification and classification of the

required activities

• Grouping of activities necessary to attain

objectives

• Assignment of each grouping to a

manager with authority and the provision
of coordination

November 25, 2024 22

 Organizing as a Function of Management

Nature of Organizing

Composition of
Individuals &
Differentiated Groups
Functions Division of Work Intangible

& Specialization

Continuity

Management is the art of getting things done through others.

Orientation

Towards Goals Purposeful

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 Organizing as a Function of Management

Components of Organizing
Division of Labour
Assigning responsibility for each
activity to an individual / group. It
Division becomes Specialization when the
of Labour responsibility for a specific task lies
with a designated expert in that field.

Delegation of Authority
Process managers use delegation to
transfer authority to positions below
them. Organizations today tend to
Span of Components of Delegation of encourage delegation from highest to
lowest possible levels. It improves
Control Organizing Authority
flexibility.
Departmentation
It is the basis on which individuals are
grouped into departments and
departments into total organizations.

Span of Control
Departmentation It refers to the number of
subordinates a supervisor has.Factors
that affect span of control are
Geographical Location, Capability of
November 25, 2024 workers, and Similarity of task 24
 Organizing as Function of Management

Steps in Organizing Process

Building relationship
between authority and
responsibility

Classification of the
Organizinzing the authority
activities

Identificatio of activities of
the organization

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 Organizing as Function of Management
BUSINESS NETWORK

Benefits of Organizing

Optimum utilization
of Resources

Facilitates Growth &

Helps to achieve
Diversification
organizational
goals

Planning, Staffing, Directing and

Controlling cannot be implemented
without proper organization

November 25, 2024 26

Functions of Management
Learning Objectives
What is Management

Planning as a Function of Management

Organizing as a Function of Management

Staffing as a Function of Management

Directing as a Function of Management

Controlling as a Function of Management

Summary

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 Staffing as a Function of Management

Learning Objectives

What is Staffing

Steps in Staffing

Manpower Planning

Recruitment

Selection

November 25, 2024 28

 Staffing as Function of Management

What is Staffing

Staffing involves manning the

organizational structure through
proper Manpower Planning,
Recruitment, Selection and
Orientation of people

November 25, 2024 29

 Staffing as Function of Management

Steps in Staffing Process

Selection

Recruitment

Identifying manpower
requirements – Manpower
Planning

November 25, 2024 30

Staffing as Function of Management

Manpower Planning
Manpower Planning
Process of identifying the no. of
people required to ensure the
organization achieves it’s defined
Goals.

Management is the art of getting things done through others.

Staffing as Function of Management

Recruitment
Recruitment
Adverts J
Process of soliciting applications from
B o ob the external / internal environment
ard
s

Transfers

Management is the art of getting things done through others.

Search Firms Promotions

 Staffing as Function of Management
Interviews
Selection
Selection
Identifying the right person from the
pool of applicants

Assessment
Centers

Management is the art of getting things done through others.

W
r
Te itte
sts n ling
fi
Pro
Functions of Management

Learning Objectives
What is Management

Planning as a Function of Management

Organizing as a Function of Management

Staffing as a Function of Management

Directing as a Function of Management

Controlling as Function of Management

Summary

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 Directing as a Function of Management

Learning Objectives

What is Directing

Components of Directing

Benefits of Directing

November 25, 2024 35

 Directing as a Function of Management

What is Directing?

Directing is a process in which the managers

instruct, guide, & oversee the performance of the
employees to achieve predetermined goals. It
involves:

 telling people what is to be done & how to do it;

 issuing instructions & orders to subordinates to
carry out their assignments as scheduled
 supervising their activities;
 inspiring them to contribute towards the
achievement of organizational objectives; and
 providing leadership.

November 25, 2024 36

 Directing as a Function of Management

Components of Directing
Supervision
Supervision is overseeing efforts of
employees and other resources to
Supervision accomplish stated work outputs.

Motivation
Motivation is something that moves
the person to action, and continues
him in the course of action already
initiated / about to be initiated.
Leadership
Components of Motivation Leadership is essentially a continuous
Communication
Directing process of influencing behaviour.

Communication
Communication is the transfer of
information from one person to another
by transmitting ideas, facts, thoughts,
feelings & values. In its absence,
Leadership organisation would cease to exist.

November 25, 2024 37

 Directing as Function of Management
BUSINESS NETWORK

Benefits of Directing

Attempts to get
maximum out of
employees
Initiates action
to get desired
results

Helps accepting &

adapting changes

Helps achieving organizational

goals through effective supervision,
motivation, leadership, &
communication
November 25, 2024 38
Functions of Management

Learning Objectives
What is Management

Planning as a Function of Management

Organizing as a Function of Management

Staffing as a Function of Management

Directing as a Function of Management

Controlling as
Controlling as aFunction
FunctionofofManagement
Management

Summary

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 Controlling as a Function of Management

Learning Objectives

What is Controlling

Characteristics of Controlling

Steps in Controlling

Typs of Control

Techniques of Controlling

November 25, 2024 40

 Controlling as a Function of Management

What is Controlling?

Controlling is the measurement

and correction of performance in
order to ensure that an
organization’s objectives and plans
are accomplished.

November 25, 2024 41

 Controlling as Function of Management

Characteristics of Controlling

Continuous
Process
Pervasive

Management Forward Looking

Process

Management is the art of getting things done through others.

Tool for achieving

Linked with
Organizational
Planning
activities
November 25, 2024 42
 Controlling as Function of Management

Steps in Controlling Process

Correct deviations
Identifying &
communicating
deviations

Comparing actual
performance with
Measurement of standard performance
Actual Performance

Establishment of Standards

November 25, 2024 43

 Controlling as a Function of Management

Types of Control
Preliminary – Feed forward
•Control that takes place at input level
• the aim is to eliminate the behavior
Preliminary because of an unexpected result in the
work performed

Concurrent
•As the work is being performed
•Checkpoint – observed issues can be
solved and process continued
Types of Control Concurrent
Post Action
Post Action
• Feedback process

November 25, 2024 44

Functions of Management

Learning Objectives
What is Management

Planning as a Function of Management

Organizing as a Function of Management

Staffing as a Function of Management

Directing as a Function of Management

Controlling as Function of Management

Summary

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 Summary
FIVE FUNCTIONS OF MANAGEMENT

11 22 33 44 55

Planning Organizing Staffing Directing Controlling

• It bridges the •Grouping of tasks • Hiring Right • It involves • It involves setting
gap between • It involves people for right job supervision, standards,
where we < are specialisation, • It is devoted to motivation, measuring
and where we delegation, span of acquiring, training, leadership, and performance as per
want to be control, and appraising, and communication standards, finding
• It helps facing departmentalization compensating • It is a very people deviations, and
future with employees oriented function taking necessary
confidence of management corrective action

November 25, 2024 46