Functions of Management DIRECTION ETC

8/8/2019 Functions of Management DIRECTION ETC

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Direction ,supervision , communication & control

By

T.VENKATARAMANAN.FICWA

Functions of management


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DIRECTION- WHAT IS IT ?

y Planning , organizing and staffing are preparations

for work/ activity in an organization.

y It is direction which stimulates the organization

hence it is rightly called management in action .y Direction is the road map , the route to follow to

achieve, the goals of an organization, what to do,

who to do, when to do and how to do.


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DIRECTION- WHAT IS IT ?

y Direction may be defined as the process and

technique a manager follows in issuing instructions

and making certain that activities proceed as

originally planned.

y Thus direction breaks down into 1)issue of orders (

communication) 2) leading & motivating (

leadership) and 3)supervising and monitoring .(

Motivation)


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Direction the heart of

administration

y Marshall Dimock calls direction as the heart of

administration because,

y 1)direction initiates actions

y 2)integrates employees effortsy 3)maximizes results

y 4)facilitates change and

y 5)provides stability & balance in the organization.


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Issuing orders ?

y issuing instructions and orders should satisfy 4

conditions says , Chester Bernard to make them

acceptable.

y

1)orders should be complete and clear.y 2)compatible with the purpose of the organization.3)

compatible with the personal interest of the

employee and 4)0perationally feasible.


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orders compliance ?

y Manager may follow 4 techniques to ensure

compliance to his orders,.

y 1)force 2)Parental approach 3)bargain

4)harmony of objective.y Managers success lies in channelizing the

employees inner drive to accomplish the task

entrusted to him.

yMotivation matters- Improve Morale-ensure jobsatisfaction


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supervision

y Supervision means overseeing the performance of

subordinates.the non-mangers.

y He is the key person who translates plans &

strategies into actiony Person in the middle who bridges the manager &

the managed.

y Behavioral specialist & shock absorber.


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supervision

y Supervisor is a marginal person and a post office

who has no powers but simply passes on the orders

of bosses to workers.

y

He is a senior worker.y Sometimes all these five roles are played by a single

person.


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communication

y Stands for sharing ideas in common.

y It is an exchange of ideas ,opinions , facts &

emotions in common to create mutual

understanding.y It is not Something off the minds of the person

transmitting it but something getting into the minds

of the person receiving it.

yIt is a process whereby the decisional premises aretransmitted from one member of an organization to

another. Communication is to unlock the mystery.


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THE PROCESS

BASIC

ELEMENTS

IN THECOMMUNICATION

PROCESSSENDER

ENCODING

MESSAGE

MESSAGE MEDIUM

THE RECEIVER

THE FEED BACK


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THE TYPES

ORAL

WRITTENFORMAL

GRAPEWINE

RUMOURINFORMAL


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U FLOW FROM

SUBORDINATE

FEED BACK

H LATERAL,

INTERACTIVE PRODUCTION

TOMAINTENANCE

D

SENIOR TOSUBORDINAT

E DIRECTIONS,

ORDERS,REWARDS,

FORMAL


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BARRIERS TO COMMUNICATION

ORGANIZATIONAL

PERSONALEXTERNAL

ORGANIZATIONAL

PERSONALINTERNAL


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BARRIERS TO COMMUNICATION

y FILTERING

y SELECTIVE PERCEPTION

y LANGUAGE

y EMOTIONAL DISTURBANCE

y INFORMATION OVERLOAD

y NONVEBAL CUES

y TIME PRESSURES

y SEMANTIC BARRIERS-MIS UNDERSTAND

y ENVIRONMENTAL


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Control definition ,system &

process

y May be defined as regulation through executive

action.

y It is a process that guides activity towards some

predetermined goals , analyze whether actions areproceeding in the right direction and take corrective

action whenever needed.

y Control means continuous monitoring, executive

process aiming at coordinating and integratingy Organizational activities.


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Control & other functions

y Planning is the basis

y Action is the essence

y Delegation is the key

y Information is the guidey Control is to guard against deviations and

y Ensure the achievement of targeted results


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Control

y Control ensures whether the results meet the

expectation, the targets or goals , or the norms

already planned or set.

y

WDH=WS

H (what did happen = what was supposedto happen)

y Planning w/o corresponding control would hollow

hopes.

y

Planning is viewed as forward looking and control isviewed as backward looking activity.


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The Control process

Setstandards

Basic current

Measureperformance

compare compute

Variance

analysis

CausesRemedial

action

If standards are used it is called control thro standards.

If budgets are used it is control thro budgets

The process is known as management by exception


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What to control

y A few key areas

y Critical point control

y Technique used ABC ANALYSIS

y Management by exception


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When to control

y Post control that is after the event , based on feed

back-thro budgets and standards

y Current control as the events progress or take

place, like steering control, yes/no controls, stop/ goahead signals.direct supervision /over seeing

y Pre- control- before the event based on experience ,

that is past is the guide for future. Also called feed

forward controls .based not on feed back but feed

forward, direction and trainning.


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The pre-requisites

y Direction, communication , supervision

y The MIS


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Ouchis control techniques

y He divides all control techniques into 3 steps

y Market control: price mechanism ,demand & supply

y Bureaucratic rules & regulations , authority &

responsibilityy Clan & peer controls- tradition, culture, shared

belief.


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Thinky U r appointed as a consultant by a transport

company ,running 50 buses over 9 longroutes.complaints have been received over quality ofservice to travellers & customers.the present

manager has powers to control crews , driversworking in the main terminal but has no power to setthe fares, buy spares or reschedule which is donecentrally from the H.O at delhi.how to improveefficiency and reduce complaints?

y What control points u suggest?.

y How to measure performance at these points?


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THE WAY U EXPRESS DECIDES THEOUTCOME.WHAT U THINK IMMATERIAL ISSOMETIMES VERYMATERIAL

Functions of Management DIRECTION ETC

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