Friday 22 January 2021

CH 2 --Function of Management

0 comments

L-2-

FUNCTIONS OF MANAGEMENT

 

WHAT ARE MANAGEMENT FUNCTIONS

Management functions refer to the fundamental activities that managers perform in order to achieve the goals and objectives of an organization. These functions are essential for effective management and are typically categorized into four key areas: planning, organizing, leading, and controlling. Let's explore each function in more detail:

Planning: Planning is the process of setting goals, defining strategies, and determining the actions required to achieve those goals. It involves analyzing the current situation, forecasting future trends, and developing plans of action. Planning helps managers establish a clear direction for the organization, allocate resources effectively, and make informed decisions. It includes tasks such as goal setting, formulating strategies, creating budgets, and developing timelines.

Organizing: Organizing is the process of structuring and arranging resources, tasks, and activities to achieve organizational objectives. It involves designing the organizational structure, defining roles and responsibilities, and establishing coordination mechanisms. Managers in this function determine how resources such as people, materials, and equipment will be allocated and how tasks will be divided. Organizing ensures that the right people are in the right positions and that there is a framework for collaboration and efficiency.

 

Leading: Leading, also known as directing, involves guiding and influencing individuals or teams to work towards achieving organizational goals. It encompasses motivating employees, communicating expectations, providing guidance, and resolving conflicts. Effective leaders inspire and engage their team members, foster a positive work culture, and encourage collaboration. Leading also involves making decisions, coaching employees, and ensuring that everyone is working towards the common objectives.

Controlling: Controlling is the process of monitoring progress, measuring performance, and taking corrective action when necessary. It involves comparing actual results with planned objectives, identifying deviations, and implementing adjustments to keep activities on track. Controlling ensures that performance meets the desired standards and that any deviations are addressed promptly. This function includes tasks such as setting performance metrics, conducting performance evaluations, analyzing data, and implementing corrective measures.

These four functions of management are interconnected and mutually supportive. Effective managers perform these functions in a continuous and integrated manner, adapting their approach as needed to achieve organizational goals. By effectively planning, organizing, leading, and controlling, managers provide the foundation for efficient operations, employee engagement, and overall organizational success.

CLASSIFCATION OF MANAGEMENT FUNCTIONS

Management functions can be classified into three broad categories:

Top-level Management Functions:

a. Strategic Planning: Involves setting long-term goals and objectives for the organization and developing strategies to achieve them. Top-level managers are responsible for formulating the overall direction and vision of the organization.

b. Decision-Making: Involves making critical decisions that affect the organization as a whole. Top-level managers analyze information, assess risks, and choose the most appropriate course of action to achieve organizational objectives.

c. Policy Formulation: Involves developing policies and guidelines that guide the actions and behaviors of employees. Top-level managers establish the framework within which the organization operates.

 

Middle-level Management Functions:

a. Tactical Planning: Involves translating the strategic plans into specific actions and initiatives. Middle-level managers develop short-term plans and allocate resources to meet the strategic goals of the organization.

b. Organizing: Involves structuring and coordinating resources and tasks within the organization. Middle-level managers determine the division of labor, establish reporting relationships, and ensure efficient utilization of resources.

c. Team Building: Involves building and managing teams to achieve departmental objectives. Middle-level managers promote collaboration, facilitate communication, and develop effective work teams.

 

Supervisory Management Functions:

a. Operational Planning: Involves setting specific objectives and targets for daily operations. Supervisory managers develop detailed plans, schedules, and procedures to ensure the smooth execution of tasks.

b. Directing: Involves providing guidance and instructions to employees to accomplish tasks and achieve goals. Supervisory managers motivate, train, and supervise employees to ensure efficient and effective performance.

c. Controlling: Involves monitoring and evaluating performance to ensure compliance with standards and targets. Supervisory managers assess employee performance, provide feedback, and take corrective actions when necessary.

It's important to note that these categories are not mutually exclusive, and managers at different levels often perform functions from multiple categories. The classification provides a framework for understanding the varying responsibilities and focus of managers at different levels in the organizational hierarchy.

FUNCTIONS/ELEMENTS OF MANAGEMENT

The functions or elements of management refer to the fundamental activities that managers perform to achieve organizational goals and objectives. These functions are widely recognized and form the basis of managerial roles and responsibilities. The key functions of management include:

Planning: Planning involves setting goals, objectives, and strategies to guide organizational activities. It includes analyzing the current situation, forecasting future trends, and developing action plans. Planning provides a roadmap for the organization, helps allocate resources effectively, and enables managers to make informed decisions.

Organizing: Organizing is the process of structuring and arranging resources, tasks, and activities to achieve desired outcomes. It includes designing the organizational structure, defining roles and responsibilities, and establishing coordination mechanisms. Organizing ensures that resources are allocated efficiently and that there is a clear framework for collaboration and accountability.

Staffing: Staffing involves acquiring and developing a competent workforce to accomplish organizational goals. It includes tasks such as recruiting, selecting, training, and evaluating employees. Staffing ensures that the organization has the right people in the right positions and that employees have the necessary skills and knowledge to perform their roles effectively.

Leading: Leading, also known as directing, involves guiding and influencing individuals or teams to work towards organizational objectives. It includes tasks such as motivating employees, communicating expectations, providing guidance, and resolving conflicts. Effective leadership inspires and engages employees, fosters a positive work culture, and encourages collaboration.

Controlling: Controlling is the process of monitoring progress, measuring performance, and taking corrective action when necessary. It involves comparing actual results with planned objectives, identifying deviations, and implementing adjustments to keep activities on track. Controlling ensures that performance meets desired standards and that any deviations are addressed promptly.

These functions of management are interrelated and interdependent. Managers at all levels in an organization perform these functions to varying degrees, depending on their roles and responsibilities. By effectively executing these functions, managers provide the framework for efficient operations, employee engagement, and overall organizational success.

 

Multiple Choice Questions:

 

1. Which function of management involves setting goals, defining strategies, and developing plans of action?

a) Planning

b) Organizing

c) Leading

d) Controlling

2. What does the organizing function of management involve?

a) Motivating employees

b) Structuring and arranging resources

c) Monitoring progress and taking corrective action

d) Setting performance metrics

3. Leading, also known as directing, involves:

a) Comparing actual results with planned objectives

b) Designing the organizational structure

c) Guiding and influencing individuals or teams

d) Setting long-term goals and objectives

4. The controlling function of management includes tasks such as:

a) Conducting performance evaluations

b) Translating strategic plans into specific actions

c) Setting short-term goals and targets

d) Developing policies and guidelines

5. Which category of management functions involves setting long-term goals and objectives for the organization?

a) Top-level management functions

b) Middle-level management functions

c) Supervisory management functions

Multiple Choice Questions:

6. Which function of management involves setting goals, objectives, and strategies to guide organizational activities?

a) Planning

b) Organizing

c) Staffing

d) Leading

7. What does the organizing function of management involve?

a) Acquiring and developing a competent workforce

b) Monitoring progress and measuring performance

c) Structuring and arranging resources, tasks, and activities

d) Guiding and influencing individuals or teams

8. Staffing in management involves tasks such as:

a) Comparing actual results with planned objectives

b) Designing the organizational structure

c) Acquiring and developing a competent workforce

d) Setting goals, objectives, and strategies

9. Leading, also known as directing, involves:

a) Analyzing the current situation and forecasting future trends

b) Guiding and influencing individuals or teams

c) Monitoring progress, measuring performance, and taking corrective action

d) Structuring and arranging resources, tasks, and activities

10. The controlling function of management includes tasks such as:

a) Setting goals, objectives, and strategies

b) Comparing actual results with planned objectives

c) Acquiring and developing a competent workforce

d) Guiding and influencing individuals or teams

 

True-False Questions:

1.     Planning involves analyzing the current situation and forecasting future trends. (True/False)

2.     Organizing involves determining how resources will be allocated and how tasks will be divided. (True/False)

3.     Leading involves monitoring progress and taking corrective action. (True/False)

4.     Tactical planning involves translating strategic plans into specific actions. (True/False)

5.     Directing involves providing guidance and instructions to employees. (True/False)

6.     Planning involves analyzing the current situation and forecasting future trends. (True/False)

 

7.     Organizing involves designing the organizational structure and defining roles and responsibilities. (True/False)

8.     Staffing involves acquiring and developing a competent workforce. (True/False)

9.     Leading involves monitoring progress and measuring performance. (True/False)

10.                        Controlling involves comparing actual results with planned objectives. (True/False)

 

 

VERY SHORTY ANSWER QUESTIONS

 

Q.1. Enumerate any two functions of top level management?

Ans. Sure! Here are two functions of top-level management:

Strategic Planning: Top-level management is responsible for developing the overall strategic direction of the organization. They set long-term goals, define strategies, and make decisions to guide the organization's growth and success.

Decision-Making: Top-level management makes critical decisions that have a significant impact on the organization. They analyze information, assess risks, and choose the most appropriate courses of action to achieve organizational objectives.

These functions highlight the key responsibilities of top-level management in setting the strategic direction and making important decisions for the organization.

Q.2.What is meant by co-ordination?

Ans. In a very short answer, coordination refers to the process of integrating and harmonizing activities and efforts within an organization to achieve common goals. It involves ensuring that different individuals, teams, and departments work together efficiently and effectively towards a shared purpose. Coordination facilitates collaboration, communication, and synchronization of tasks and resources to maximize productivity and achieve desired outcomes.

Q.3. Give any three elements of directing?

Ans. In a very short answer, here are three elements of directing:

Leadership: Directing involves providing leadership to guide and inspire employees towards achieving organizational goals. Leaders set a positive example, motivate employees, and communicate expectations to foster a productive work environment.

Communication: Effective communication is a key element of directing. Managers must convey clear instructions, share information, and facilitate open and transparent communication channels to ensure that employees understand their roles, tasks, and expectations.

Motivation: Directing involves motivating employees to perform at their best. Managers use various strategies to motivate employees, such as recognition and rewards, career development opportunities, and creating a supportive work environment that encourages employee engagement and commitment.

Q.4. Name the functions of management?

Ans. In a very short answer, the functions of management are:

1. Planning

2. Organizing

3. Leading

4. Controlling

Q.5. Explain the key word ‘PODSCORB’?

Ans. In very short, the key word 'PODSCORB' represents the functions of management as follows:

P - Planning: Setting goals and defining strategies.

O - Organizing: Structuring resources and tasks.

D - Directing: Guiding and influencing individuals.

S - Staffing: Acquiring and developing a competent workforce.

C - Coordinating: Integrating and harmonizing activities.

O - Reporting: Flow of information within the organization.

R - Budgeting: Allocating financial resources.

B - Controlling: Monitoring progress and taking corrective action.

These functions encompass the essential aspects of managing an organization.

Q.6. Explain process of management?

Ans. In a very short answer, the process of management refers to the activities and steps undertaken by managers to accomplish organizational goals effectively. It involves four key functions:

Planning: Setting objectives, defining strategies, and developing action plans to achieve desired outcomes.

Organizing: Structuring resources, tasks, and teams to facilitate the execution of plans.

Leading: Guiding and motivating employees, facilitating effective communication, and fostering a positive work environment.

Controlling: Monitoring progress, evaluating performance, and making necessary adjustments to ensure goals are met.

This process is continuous and cyclical, as managers constantly assess and adapt their approaches to achieve desired outcomes in a dynamic business environment.

Q.7.What do you mean by integration?

Ans. In very short, integration refers to the process of bringing together different components or elements to create a unified and coordinated whole. It involves aligning and combining various parts to achieve synergy and enhance efficiency. Integration can occur at different levels, such as integrating departments, processes, systems, and people, to ensure smooth operations and collaboration within an organization.

 

SHORT ANSWER QUESTIONS

 

Q.1. Planning is the basic function of management’ Explain?

Ans. In a very short answer, planning is considered the basic function of management because it lays the foundation for all other managerial activities. It involves setting goals, defining strategies, and developing action plans to guide the organization's activities and achieve desired outcomes. Planning helps managers anticipate future events, make informed decisions, allocate resources effectively, and stay focused on the organization's mission and vision. It provides a roadmap for the organization's success and serves as a basis for organizing, leading, and controlling functions of management.

Q.2. State briefly the functions of operating management?

Ans. In a very short answer, the functions of operating management include:

Production: Overseeing the manufacturing or delivery of goods and services.

Quality Control: Ensuring products or services meet defined quality standards.

Inventory Management: Managing inventory levels to meet customer demands while minimizing costs.

Cost Control: Monitoring and managing operational expenses to improve efficiency.

Supply Chain Management: Coordinating the flow of materials, information, and resources across the supply chain.

These functions focus on the day-to-day operations of the organization, ensuring smooth production processes, maintaining quality, managing inventory, controlling costs, and optimizing the supply chain.

Q.3. Explain the importance of ‘directing as a function of management?

Ans. In very short, directing is important as a function of management because it:

Provides guidance and instructions to employees, ensuring their actions are aligned with organizational goals.

Motivates and engages employees, leading to increased productivity and job satisfaction.

Facilitates coordination and collaboration among individuals and teams, enhancing efficiency and teamwork.

Resolves conflicts and manages interpersonal issues, promoting a harmonious work environment.

Supports change management efforts, helping employees adapt to new processes or strategies.

Enables effective decision-making by providing necessary information and guidance.

Overall, directing ensures that employees are directed towards achieving organizational objectives, leading to improved performance, employee satisfaction, and organizational success.

Q.4. State the meaning of co- ordination?

Ans. In very short, coordination refers to the process of integrating and harmonizing activities, tasks, and efforts of individuals or groups to achieve common goals. It involves ensuring that different parts of an organization work together in a synchronized manner, minimizing conflicts, redundancies, and inefficiencies. Coordinated efforts lead to improved efficiency, collaboration, and overall effectiveness in achieving organizational objectives.

Q.5. Distinguish between coordination and cooperation?

Ans. In very short, coordination and cooperation can be distinguished as follows:

Coordination: Coordination focuses on organizing and aligning activities to ensure efficient and effective outcomes. It involves synchronizing efforts, avoiding conflicts, and optimizing resources.

Cooperation: Cooperation emphasizes working together in a collaborative manner. It involves mutual support, sharing of ideas, and collective efforts towards a common goal.

In summary, coordination is about organizing and optimizing activities, while cooperation is about collaborative teamwork and mutual support. Coordination ensures efficient processes, while cooperation fosters a positive and collaborative work environment. Both coordination and cooperation are essential for achieving organizational objectives.

Q.6.Expain the term PODSCORB?

Ans. The term PODSCORB is an acronym that represents the key functions of management. Each letter in the acronym stands for a specific function. Here is the breakdown of each element in PODSCORB:

Planning: Planning involves setting goals, defining objectives, and determining the course of action to achieve them. It includes analyzing the current situation, making decisions, and creating strategies to guide the organization.

Organizing: Organizing involves structuring and arranging resources, tasks, and people in a way that promotes efficiency and effectiveness. It includes designing the organizational structure, allocating responsibilities, and establishing communication channels.

Directing: Directing focuses on leading and guiding employees towards accomplishing organizational goals. It involves providing instructions, motivating employees, and facilitating communication to ensure coordinated efforts and optimal performance.

Staffing: Staffing involves acquiring and selecting the right individuals for the organization. It includes activities such as recruitment, selection, training, and development of employees. Staffing aims to ensure that the organization has the necessary talent and skills to achieve its objectives.

Coordinating: Coordinating entails integrating and harmonizing activities, tasks, and efforts of individuals or groups to achieve common goals. It involves aligning different parts of the organization, resolving conflicts, and optimizing resources for effective collaboration.

Reporting: Reporting involves the flow of information within the organization. It includes collecting, analyzing, and disseminating relevant data to support decision-making and provide feedback on performance.

Budgeting: Budgeting refers to the process of allocating financial resources and creating a financial plan. It involves estimating costs, setting budgets, and monitoring financial performance to ensure effective resource management.

PODSCORB provides a comprehensive framework for understanding the various functions and activities involved in management. By addressing each element, managers can effectively plan, organize, direct, staff, coordinate, report, and budget to achieve organizational objectives.

LONG ANSWER QUESTIONS

 

Q.1.”To manage is to forecast and plan to organise, to command, to co- ordinate and control” In the light of this statement, briefly explain the functions of management?

Ans. In the light of the statement "To manage is to forecast and plan, to organize, to command, to coordinate, and control," the functions of management can be explained as follows:

Forecasting and Planning: This function involves analyzing the present situation, predicting future trends, and setting goals and objectives. Managers use forecasting techniques to anticipate changes and develop strategies and action plans to achieve desired outcomes.

Organizing: Organizing is the process of arranging and allocating resources such as people, materials, and financial assets to achieve organizational goals. Managers establish the organizational structure, define roles and responsibilities, and create an efficient workflow.

Commanding: Commanding refers to the role of managers in providing guidance, direction, and instructions to employees. Managers communicate goals, delegate tasks, and motivate employees to accomplish their assigned responsibilities. Effective leadership is crucial in this function.

Coordinating: Coordinating involves harmonizing and aligning activities, efforts, and resources to achieve desired outcomes. Managers facilitate collaboration, establish communication channels, and ensure that different parts of the organization work together effectively towards common objectives.

Controlling: Controlling is the process of monitoring and evaluating performance to ensure that plans are being implemented effectively. Managers establish performance standards, measure actual performance, compare it with the desired goals, and take corrective actions if necessary.

In summary, the functions of management involve forecasting and planning for the future, organizing resources, commanding and leading employees, coordinating efforts, and controlling performance. By performing these functions, managers can effectively guide and direct the organization towards achieving its goals.

Q.2. Classify the functions of management. Also discuss the nature of management functions?

Ans. The functions of management can be classified into four broad categories:

Planning: Planning involves setting objectives, identifying actions to achieve those objectives, and developing strategies to accomplish organizational goals. It includes analyzing the current situation, making decisions, and allocating resources effectively.

Organizing: Organizing is the process of arranging resources, tasks, and people to achieve the objectives defined in the planning stage. It involves designing the organizational structure, defining roles and responsibilities, establishing communication channels, and coordinating activities.

Leading: Leading or directing refers to the process of influencing and guiding employees to accomplish organizational goals. It involves motivating, inspiring, and communicating with employees, providing guidance and support, and resolving conflicts.

Controlling: Controlling is the function of monitoring and evaluating the performance of individuals, teams, and the organization as a whole. It involves establishing performance standards, measuring actual performance, comparing it with the desired goals, and taking corrective actions as necessary.

The nature of management functions can be summarized as follows:

Interrelated: The management functions are interdependent and closely related to each other. They are not performed in isolation but rather in a coordinated manner to achieve organizational goals. For example, planning sets the direction for organizing, leading supports the implementation of plans, and controlling ensures that activities are aligned with the established objectives.

Continuous: Management functions are continuous and ongoing processes. They are not one-time activities but rather require continuous attention and adjustment. Planning, organizing, leading, and controlling are repeated at various levels and stages of management to adapt to changing circumstances and ensure ongoing success.

Dynamic: The nature of management functions is dynamic due to the ever-changing internal and external business environment. Managers need to be flexible, adaptable, and responsive in their approach to effectively carry out the functions of management. They must adjust plans, reorganize resources, inspire and guide employees, and monitor performance to stay ahead in a dynamic and competitive landscape.

Universal: The functions of management are applicable to all types of organizations, regardless of their size, sector, or industry. Whether it's a small business, a nonprofit organization, or a multinational corporation, the fundamental functions of management remain essential for achieving organizational objectives.

In summary, the functions of management, namely planning, organizing, leading, and controlling, are interrelated, continuous, dynamic, and applicable across different organizations. They provide a framework for managers to effectively navigate the complexities of the business world and achieve desired outcomes.

Q.3. Discuss the various functions which constitute the process of management?

Ans. The process of management consists of several interrelated functions that work together to achieve organizational goals. The main functions of management include planning, organizing, leading, and controlling. Let's discuss each of these functions:

Planning: Planning involves setting objectives, determining the actions needed to achieve those objectives, and developing a roadmap for the organization. It includes analyzing the current situation, defining goals, and establishing strategies and tactics to accomplish them. Planning helps managers anticipate future challenges, allocate resources effectively, and make informed decisions. It provides a clear direction for the organization and ensures that everyone is working towards a common goal.

Organizing: Organizing is the process of arranging resources and tasks to achieve the planned objectives. It involves establishing a formal structure, defining roles and responsibilities, and allocating resources such as people, finances, and materials. Organizing ensures that there is a clear division of labor, coordination among different departments, and an efficient workflow. It aims to optimize resources and create an environment that supports effective communication and collaboration.

Leading: Leading involves guiding, motivating, and inspiring employees to work towards the achievement of organizational goals. It requires effective communication, strong interpersonal skills, and the ability to influence and motivate others. Leaders provide guidance, set expectations, and create a positive work culture. They inspire employees to perform at their best, resolve conflicts, and facilitate teamwork. Leading is crucial for creating a motivated and engaged workforce that is aligned with the organization's vision and values.

Controlling: Controlling is the process of monitoring and evaluating performance to ensure that it aligns with planned objectives. It involves establishing performance standards, measuring actual performance, comparing it with the desired goals, and taking corrective actions if there are any deviations. Controlling helps managers identify variances, analyze their causes, and make necessary adjustments to keep the organization on track. It ensures that resources are used efficiently, quality standards are maintained, and goals are achieved in a timely manner.

These functions of management are interdependent and need to be performed in a coordinated manner. They form a continuous cycle of activities that managers engage in to plan, organize, lead, and control the organization's operations. By effectively executing these functions, managers can ensure the efficient and effective utilization of resources, the achievement of organizational objectives, and the overall success of the organization.

Q.4. Discuss in detail the functions of management?

Ans. The functions of management are the key activities that managers perform to ensure the smooth operation of an organization and the achievement of its goals. The main functions of management include planning, organizing, leading, and controlling. Let's discuss each of these functions in detail:

Planning: Planning is the process of setting goals, determining the course of action, and developing strategies to achieve those goals. It involves analyzing the current situation, forecasting future trends, and making decisions about what needs to be done. The planning function includes defining objectives, identifying tasks and resources required, establishing timelines, and developing budgets. Effective planning helps managers anticipate challenges, allocate resources efficiently, and guide the organization towards its desired outcomes.

Organizing: Organizing involves arranging resources, tasks, and people in a structured manner to achieve organizational goals. It includes designing the organizational structure, defining roles and responsibilities, and establishing relationships among employees. The organizing function ensures that resources such as human capital, finances, and materials are allocated effectively. It also involves creating systems and processes to facilitate coordination and collaboration within the organization.

Leading: Leading is the function of guiding and influencing employees to work towards the achievement of organizational goals. It involves motivating, inspiring, and directing individuals and teams. Leaders provide a vision, set expectations, and communicate effectively with employees. They encourage employee engagement, resolve conflicts, and promote a positive work culture. Effective leadership is crucial for fostering employee commitment, maximizing their potential, and driving performance.

Controlling: Controlling is the function of monitoring and evaluating performance to ensure that it aligns with planned objectives. It involves establishing performance standards, measuring actual performance, comparing it with the desired goals, and taking corrective actions as needed. Controlling includes activities such as performance reviews, quality control, and financial monitoring. It helps managers identify deviations, analyze the causes, and make adjustments to keep the organization on track.

These functions of management are not performed in isolation but are interconnected and often overlap. Managers engage in a continuous cycle of planning, organizing, leading, and controlling to ensure the effective management of resources, the achievement of organizational objectives, and the overall success of the organization. Each function is critical and contributes to the overall efficiency and effectiveness of the management process.

Q.5. Discuss in detail the functions of management?

Ans. Certainly! The functions of management are the key activities that managers perform to ensure the smooth operation of an organization and the achievement of its goals. The functions of management are commonly classified as planning, organizing, leading, and controlling. Let's discuss each function in detail:

Planning: Planning is the process of setting objectives, defining strategies, and determining the course of action to achieve those objectives. It involves analyzing the current situation, identifying opportunities and challenges, and making decisions about what needs to be done. The planning function includes setting goals, developing plans, establishing timelines, and allocating resources. It helps managers anticipate future needs, make informed decisions, and create a roadmap for the organization.

Organizing: Organizing involves arranging resources, tasks, and people in a structured manner to achieve organizational goals. It includes designing the organizational structure, defining roles and responsibilities, and establishing relationships among employees. The organizing function ensures that resources such as human capital, finances, and materials are allocated effectively. It also involves creating systems and processes to facilitate coordination, communication, and collaboration within the organization.

Leading: Leading is the function of guiding and influencing employees to work towards the achievement of organizational goals. It involves motivating, inspiring, and directing individuals and teams. Leaders provide a vision, set expectations, and communicate effectively with employees. They encourage employee engagement, resolve conflicts, and promote a positive work culture. Effective leadership is crucial for fostering employee commitment, maximizing their potential, and driving performance.

Controlling: Controlling is the function of monitoring and evaluating performance to ensure that it aligns with planned objectives. It involves establishing performance standards, measuring actual performance, comparing it with the desired goals, and taking corrective actions as needed. Controlling includes activities such as performance reviews, quality control, and financial monitoring. It helps managers identify deviations, analyze the causes, and make adjustments to keep the organization on track.

In addition to these four functions, some management scholars also include additional functions such as staffing, directing, and decision-making as part of the management process. These functions may vary depending on the context and the specific needs of the organization.

It's important to note that the functions of management are not performed in isolation, but rather as an ongoing and interconnected process. Managers engage in a continuous cycle of planning, organizing, leading, and controlling to ensure the effective management of resources, the achievement of organizational objectives, and the overall success of the organization. Each function is critical and contributes to the overall efficiency and effectiveness of the management process.

Q.6.What is management? Write in detail the functions of management?

Ans. Management refers to the process of coordinating and overseeing the activities and resources of an organization to achieve its objectives effectively and efficiently. It involves planning, organizing, leading, and controlling the various aspects of the organization to ensure its success.

 

Let's discuss each of the functions of management in detail:

Planning: Planning is the process of setting goals, defining objectives, and determining the best course of action to achieve them. It involves analyzing the current situation, identifying opportunities and challenges, and making decisions about what needs to be done. Planning includes developing strategies, establishing timelines, allocating resources, and creating contingency plans. It provides a roadmap for the organization, aligns efforts towards a common goal, and helps in making informed decisions.

Organizing: Organizing involves arranging resources, tasks, and people in a structured manner to achieve organizational goals. It includes designing the organizational structure, defining roles and responsibilities, and establishing relationships among employees. Organizing ensures that resources such as human capital, finances, and materials are allocated effectively. It also involves creating systems and processes to facilitate coordination, communication, and collaboration within the organization.

Leading: Leading is the function of guiding and influencing employees to work towards the achievement of organizational goals. It involves motivating, inspiring, and directing individuals and teams. Leaders provide a vision, set expectations, and communicate effectively with employees. They encourage employee engagement, resolve conflicts, and promote a positive work culture. Effective leadership is crucial for fostering employee commitment, maximizing their potential, and driving performance.

 

Controlling: Controlling is the function of monitoring and evaluating performance to ensure that it aligns with planned objectives. It involves establishing performance standards, measuring actual performance, comparing it with the desired goals, and taking corrective actions as needed. Controlling includes activities such as performance reviews, quality control, and financial monitoring. It helps managers identify deviations, analyze the causes, and make adjustments to keep the organization on track.

These functions of management are interrelated and should be performed in a coordinated manner. They form a continuous cycle of activities that managers engage in to plan, organize, lead, and control the organization's operations. By effectively executing these functions, managers can ensure the efficient and effective utilization of resources, the achievement of organizational objectives, and the overall success of the organization.

 

A. One Word to One Sentence Questions

 

0. 1. What is planning?

Ans. Planning is thinking in advance about future course of action.

 

O. 2. What is Organising?

 Ans. It is the process of establishing a suitable structure to achieve the desired objectives.

 

 Q. 3. What is Directing?

Ans. Directing is the process of giving directions to work as per plans.

 

 0. 4. What is Staffing?

Ans. Staffing refers to the appointment of suitable persons on various functional posts in the organisation.

 

Q. 5. What is Co-ordination?

Ans. Co-ordination is the process of establishing synchronisation in the working of various persons and departments.

 

O. 6. What is Controlling?

Ans. It is the process of regulating the working of the organisation.

 

Q. 7. What is Motivation?

Ans. It is the process of encouraging the employees for the achievement of organisational objectives.

 

Q. 8. Which function of management recruitment, selection, training etc. of employees?

Ans. Staffing.

 

Q. 9. What is Leadership?

 Ans. It is the process through which higher authorities influence and encourage their subordinates.

 

B. Fill in the Blanks

1. Co-ordination works as the nervous system of the body of organisation.

2. Planning is the process of thinking in advance.

3. Leadership is an element of directing. 

4. Co-ordination is the essence of management.

5. The function of monitoring organisational performance is called controlling.

 

 C. True or False

1. Controlling is concerned with the implementation of plans. True

2. Co-ordination is the essence of management. True

3. Organising is the first function of management. False

 4. Control is exercised at top level only. False

5. Planning is a basic managerial function. True

D. Multiple Choice Questions

 

1. Which is the process that integrates the activities of different departments? (a) Co-ordination                            (b) Organising

(c) Supervision                                (d) Communication.

(a) Co-ordination

 

2. The functions performed by top management are the most important because they take care of  

(a) the whole organisation                         (b) the specific problem

(c) the routine problem                              (d) None of these.

(a) the whole organisation

 

3. In the acronym POSDCORB, S and D stand for:

(a) Services and Direction                          (b) Staffing, Directing

(c) Staffing and Distribution                      (d) None of these.

(b) Staffing, Directing

 

4. Which function is regarded as essence of management?

(a) Directing                                                (b) Co-ordination

(c) Controlling                                             (d) Organising.

(b) Co-ordination

 

5. Which function of management is concerned with the appointment of suitable persons on various posts in the organisation?

(a) Organising                                       (b) Staffing

(c) Directing                                          (d) Communication.

(b) Staffing

 

Two Marks Questions:

 

Q. 1. What do you understand by ‘POSDCORB’?

Ans. 1. P—Planning, 2. 0—Organising, 3. S—Staffing, 4. D—Directing, 5. CO—Co ordinating, 6. R—Reporting, 7. B—Budgeting

 

Q. 2. What is co-ordination function of management?

Ans. The process of establishing synchronisation in the working of various persons and departments in the organisation is known as co-ordination. This function of management binds the whole of the organisation in an efficient hierarchical chain. Efficient co-ordination plays a vital role in the success of the organisation.

 

Q. 3. What is controlling function of management?

Ans. The process of regulating the working of the organisation for the achievement of organisational objectives is known as controlling. Under it, actual performance of the employees is evaluated in comparison to specified performance standards and any deviation in this context is reported. Then, corrective action is taken as per needs and circumstances.

 

Q. 4. What is meant by management in action?

Ans. Functions of management refer to functions performed by the management of the organisation for the existence, working and success of the organisation. In every organisation, management of the organisation performs these functions for the achievement of pre-determined objectives. Under these functions, management of the organisation ensures the success of the organisation by making optimum use of the limited resources of the organisation.

 

Four Marks Questions:

 

Q. 1. Explain controlling function of management.

Ans. The process of regulating the working of the organisation for the achievement of organisational objectives is known as controlling. Under it, actual performance of the employees is evaluated in comparison to specified performance standards and any deviation in this context is reported. Then, corrective action is taken as per needs and circumstances. Following steps are included in the process of controlling:

(a) To implement specified plans and policies.

(b) To evaluate the actual performance of the employees.

(c) To compare the actual performance of the employees with pre-determined performance standards.

(d) If there is any deviation in actual performance, then to make efforts for correction and improvement.

 

Q. 2. Explain staffing in detail.

Ans. Staffing refers to the appointment of suitable persons on various functional posts in the organisation. Under staffing ; decisions about identifying, recruitment, selection, training, development, promotion, payment of remuneration and performance evaluation of employees required for performing various functions of the organisation are made. Under the process of staffing, not only various vacancies in the organisation are filled by appointing suitable persons at various functional posts, but efforts are also made to keep those posts filled.

Q. 3. "Co-ordination is the essence of management of an organisation". Discuss. Ans. The process of establishing synchronisation in the working of various persons and departments in the organisation is known as co-ordination. This function of management binds the whole of the organisation in an efficient hierarchical chain. Efficient co-ordination plays a vital role in the success of the organisation. Under the process of co-ordination, efforts required to be made for performing various functions of the organisation, the quality of efforts, the timing and sequence of efforts to be made etc. are determined so that organisation may function without any problem That is why some scholars give too much importance to the process of co-ordination by referring to it as the essence' of the management.