FUNCTIONS OF MANAGEMENT- DIRECTION (Communication,Supervision,Motivation,Leadership)

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Directing is concerned with instructing, guiding, supervising and inspiring people in the organisation to achieve its objectives. It is the process of telling people what to do and seeing that they do it in the best possiblemanner.

 

Elements in Directing: The four essential elements in Directing are :

 

  1. Communication
  2. Supervision
  3. Motivation
  4. Leadership

 

 

  1. COMMUNICATION

 

Communication is a basic organisational function, which refers to the process by which a person (known as sender) transmits information or messages to another person (known as receiver). The purpose of communication in organisations is to convey orders, instructions, or information so as to bring desired changes in the performance and other Attitude of employees. In an organisation, supervisors transmit information to subordinates. Proper communication results in clarity and securing the cooperation of subordinates. Faulty communication may create problems due to misunderstanding between the superior and subordinates. The subordinates must correctly understand the message conveyed to them.

 

Communication Cycle :-

 

Sender—> Message—>Encoding—>Channel/Medium—>Transmission of message—> Receiving & Decoding—>Response & feedback—> Receiver.

 

Classification of Communication :-

 

  • On the basis of Organizational Structure:

 

  • Formal and Informal Communication

The path through which information flows is called channel of communication. In every organisation we have both formal and informal channels. The paths of communication which are based on relationship established formally by management are the formal channels.

For example, The Collector of the district communicates a decision to the SDM who may then issue orders or instructions to the Tahsildaar.

 

Communication, which takes place on the basis of informal or social relations among staff, is   called informal communication.

For example, any sharing of information between a police inspector and an accountant, as they happen to be friends or so. Mostly informal channels are used due to friendly interaction of members of an organisation. In fact, it may be purely personal or related to organisational matters.

 

 

 

  • On the basis of Direction

 

  • Upward: When employees make any request, appeal, report, suggest or communicate ideas to the superior, the flow of communication is upward i.e., from bottom to top. For instance, when a typist drops a suggestion in the suggestion box, or a foreman reports breakdown of machinery to the factory manager, the flow of communication is upward. Upward communication encourages employees to participate actively in the operations of their department. They get encouraged and their sense of responsibility increases when they are heard by their supervisors about problems affecting the jobs.

 

  • Downward: When communication is made from superiors down the hierarchy it is called a downward communication. For instance, when superiors issue orders and instructions to subordinates, it is known as downward communication. When the General Manager orders supervisors to work overtime, the flow of communication is downward i.e., from top to bottom. Similarly, communication of work assignments, notices, requests for performance, etc. through bulletin boards, memos, reports, speeches, meetings, etc, are all forms of downward communication.

 

 

  • Horizontal: Communication can also be amongst members at the same level in the organisation. For instance, production manager may communicate the production plan to the sales manager. This is known as horizontal flow of communication. Here, the communications among people of the same rank and status. Such communication facilitates coordination of activities that are interdependent.

 

  • Diagonal: when communication is not made between people who are in the same department nor at the same level of organisational hierarchy, it is called diagonal communication. For example, cost accountant may request for reports from sales representatives not the sales manager for the purpose of distribution cost analysis. This type of communication does take place under special circumstances.

 

  • On the basis of Mode of Expression

 

  • Verbal and Non verbalCommunication : On the basis of the mode used, communication may be verbal or non-verbal. While communicating, managers may talk to their subordinates either face to face or on telephone or they may send letters, issue notices, or memos. These are all verbal communication. Thus, the verbal modes of communication may be oral and written. Face to face communication, as in interviews, meetings and seminars, are examples of oral communication. Issuing orders and instructions on telephone or through an inter-communication system is also oral communication. The written modes of communication include letters, circulars, notices and memos. Sometimes verbal communication is supported by non-verbal communication such as facial expressions and body gestures. For example – wave of hand, a smile or a frown etc. This is also termed as the gestural communication

 

 

 

 

 

 

 

 

 

 

  1. SUPERVISION

 

It is the duty of the manager to see that they perform the work as per instructions. Managers play the role of supervisors and ensure that the work is done as per the instructions and the plans. Supervisors clarify all instructions and guide employees to work as a team in co-operation with others.

Though supervision is required at all levels of management, it is of great importance at the operational level i.e., at the level of first line supervisor. Managers at this level devote maximum time in supervising the work of subordinates. Though the top or middle level managers also supervise the work of their subordinate managers, but it is the first line supervisors who are in direct and constant touch with operatives i.e., workers in the factory and clerical staff in the office. Thus, they are directly responsible for getting the work done through most of the employees in an organisation.

 

Functions of a Supervisor

 

A supervisor works at the lowest level of management like all other managers he performs the functions of planning, organising, directing and controlling with respect to his own subordinates and department. A major part of his time is devoted in directing and controlling the activities of his subordinates. He also coordinates the activities of his subordinates by integrating the same with the activities of other departments of the enterprise. Besides he performs certain special functions which have been described below:

 

  1. Link between Top Management and Workers: A supervisor works as a link between managers working at higher levels and workers. He conveys the decision of the higher level managers to the workers and also communicates the performance of the workers to the higher level management through different performance reports. He also communicates the grievances, feelings of demands etc. of the workers to the higher level management.

 

  1. Creating Ideal Atmosphere: Being an important link between the operatives and the management a supervisor is expected to create an ideal atmosphere for work in the organisation by correctly communicating the ideas, wishes and decisions of the higher level management to the workers.

 

  1. Guiding the Workers: For obtaining best results the supervisor assigns jobs to the workers keeping in mind their ability and Aptitude for work. He makes them available the necessary tools and equipments, raw materials etc. for proper execution of the jobs. He also guides the worker properly to ensure that the job is done with perfection and accuracy.

 

  1. Quality Output : A supervisor has to ensure quality output through constant watch on the performance of workers. He ensures that the performance of the worker takes place as per the plans. This results into study flow of output.

 

  1. Feedback: A supervisor keeps on watching the performance of his subordinates and identifies their strengths and weaknesses. He gives the feedback about this to the workers with the object to further improve the performance of the workers in future.

 

  1. Suggest Training Programmes: A supervisor identifies the areas in which the workers require training and accordingly suggests training programmes that should be organised for them.

 

 

 

  1. MOTIVATION

 

Motivation is one of the important elements of directing.

It is a force that inspires a person at work to intensify his willingness to use the best of his capability for achievement of specified objectives. It may be in the form of incentives like financial (such as bonus, commission etc.) or, non-financial (such as appreciation, Growth etc.), or it could be positive or negative. Basically, motivations directed towards goals and prompt people to act.

 

The importance of motivation lies in converting this ability to work into willingness to work. Performance depends on ability as well as willingness; and willingness depends on motivation. Thus, motivation is a key element in directing people to do the job.

 

Each employee has some needs of his own that he wants to fulfil. While directing, it is essential to ensure that any of the unfulfilled need of the individual is being taken care of.

Maslow’s Hierarchy of Needs:-

 

According to Maslow, an individual has many needs and their order can be determined. If a person satisfies his first need, then he thinks about his next need. After satisfying the second need, he tries to satisfy third need and so on. So needs are the motivators. Maslow has given hierarchy of needs in the following ways :

 

  1. Physiological Needs: These needs include need for food, shelter and clothing.

 

  1. 2. Safety and Security Needs: Once physiological needs are fulfilled then the people start thinking about their safety. Safety needs include need for physical safety and economic safety. Physical safety means safety from accidents, disease etc. Economic safety refers to safety of livelihood.

 

  1. Social Needs: Man is a social animal. He wants to live in the Society honourably. Therefore, he wants friends and relatives with whom he can share his joys and sorrows. Social needs include need for love, affection, friendship etc.
  2. 4. Esteem Needs: These are the need for respect and recognition. Esteem needs are also known as Ego needs.

 

  1. Self ActualisationNeeds : Self actualisation needs are concerned with becoming what a person is capable of becoming. These needs include need for growth, self-fulfilment etc.

 

 

Financial and Non-financial Hierarchy Theory

 

Monetary / Financial incentives are directly related with Money. Non-financial incentives are not directly related with money. Following are the financial incentives:

 

  1. Pay and Allowances: Salary is the basic monetary incentive of every employee. Salary includes basic pay, dearness allowance etc.

 

  1. Bonus: Bonus means the payment to employees in addition to their regular remuneration. Bonus is provided in the form of cash, free trips to resorts or foreign countries etc.

 

  1. Commission: In sales department, sales persons get commission on the basis of their sales.

 

  1. Retirement Benefit: Every employee is concerned about his future after retirement. Some retirement benefits are Provident fund, Pension, Gratuity etc.

 

  1. Perquisites: Rent free accommodation, car allowance, facility of a servant etc.are called as perquisites.

 

Non-financial Incentives: Besides the financial incentives there is certain non financial incentive that motivates the employees. The important non-financial incentive is given below:

 

  1. Career Advancement Opportunity : Appropriate Skill development programmes will encourage employees to show improved performance.

 

  1. Status: Status means the rank of a person in a organisation. The rank is linked with authority, responsibility and other extra benefits. Everybody has a wish to be in high rank. Therefore an employee can be motivated by placing him in higher rank.

 

  1. Employee Recognition Programmes: Every employee wants to be considered as an important part of the organisation. Work of an organisation should be distributed in such a way that every employee feels that his work is yield and he is capable to do that work. This motivates the worker and he works hard and in a responsible manner.

 

  1. Employee Participation: It means involving employee in DECISION MAKING especially when decisions are related to workers.

 

  1. Organisation Climate: It means the relationship between superior and subordinates. Employees can put their best if healthy climate exist in an organisation. It is important to remember that the needs and desires of people change. Once their basic needs are satisfied, other needs arise. Managers have thus, to understand the needs and desires of subordinates and decide how to motivate them. The knowledge of the different types of need enables a manager to adopt different ways to motivate individuals depending upon which need is unsatisfied for the individual. For example, a person whose physiological needs are not fulfilled may be motivated to work with a promise of increase in pay, whereas another person may be motivated if he is given a very challenging job to perform regardless of the pay.

 

 

 

  1. LEADERSHIP

 

Leadership is the process, which influences the people and inspires them to willingly accomplish the organisational objectives. The main purpose of managerial leadership isto gets willing cooperation of the workgroup to achieve the goals.

Leadership is the ability to persuade and motivate others to work in desired way for achieving the goals. Thus, a person who is able to influence others and make them follow his instructions is called a leader.

Leadership and Management are two separate concepts.

Leadership exists in both formal and informal organization but Management operates in formal organization.

 

Leadership Styles :

 

  • Autocratic or Authoritarian Style : 2 types

Pure autocrative or negative Leader : Dictator & makes all decisions by himself.

Benevolent autocrat or Positive Leader : Reward power to influence subordinate and welfare of subordinates.

 

  • Participative Leaders : Decentralise authority, Such leaders involve subordinates in decision-making process.

 

  • Free-rein or Laissez – faire Style : Leaders uses his power very little, gives high degree of freedom to his subordinates in their operation. Aids subordinates in performing their job.

 

 

  • Paternalistic Leadership : It is authoritarian by Nature. Heavily work-centred but has consideration for subordinates.

 

Leadership Qualities: – In order to be successful, a leader must possess certain qualities. A good leader should be professionally competent, intelligent, analytical and he/she should have a sense of fair play, including honesty, sincerity, Integrity, and sense of responsibility. He must possess initiative, perseverance, be diligent and realistic in his outlook. He must also be able to communicate his subordinates effectively. Human relation skills are must for any leader. Earlier, it was believed that the success or effectiveness of a leader depends upon his personal traits or characteristics, like physical appearance, intelligence, self-confidence, alertness, and initiative.,

Communication

Communication is the process of exchanging information between two or more people. It is a key function of management, as it allows managers to share their vision and goals with employees, and to get feedback from them.

There are two main types of communication: verbal and nonverbal. Verbal communication is the use of words to convey information. Nonverbal communication is the use of body language, facial expressions, and tone of voice to convey information.

Effective communication is essential for good management. Managers need to be able to communicate their ideas clearly and concisely, and they need to be able to listen to and understand the concerns of their employees.

Supervision

Supervision is the process of overseeing the work of employees and ensuring that they are meeting expectations. It is a key function of management, as it allows managers to ensure that work is being done correctly and efficiently.

There are two main types of supervision: direct supervision and indirect supervision. Direct supervision is when a manager is directly involved in the work of employees. Indirect supervision is when a manager delegates work to employees and then monitors their progress.

Effective supervision is essential for good management. Managers need to be able to provide clear instructions, set deadlines, and monitor progress. They also need to be able to provide feedback and support to employees.

Motivation

Motivation is the process of influencing people to take action. It is a key function of management, as it allows managers to get employees to do what they need to do to achieve organizational goals.

There are two main types of motivation: intrinsic motivation and extrinsic motivation. Intrinsic motivation is when people are motivated by internal factors, such as a sense of accomplishment or personal satisfaction. Extrinsic motivation is when people are motivated by external factors, such as rewards or punishments.

Effective motivation is essential for good management. Managers need to understand what motivates their employees and then use that knowledge to create a motivating work Environment.

Leadership

Leadership is the process of influencing a group of people to achieve a common goal. It is a key function of management, as it allows managers to get employees to work together towards organizational goals.

There are many different styles of leadership. Some leaders are authoritarian, while others are democratic. Some leaders are task-oriented, while others are people-oriented.

Effective leadership is essential for good management. Managers need to be able to adapt their leadership style to the situation and to the needs of their employees.

In conclusion, communication, supervision, motivation, and leadership are all key FUNCTIONS OF MANAGEMENT. Managers need to be able to perform all of these functions effectively in order to be successful.

Communication

  1. What is communication?
    Communication is the process of exchanging information between two or more people. It can be verbal, nonverbal, or written.
  2. What are the different types of communication?
    There are many different types of communication, including:
  3. Verbal communication: This is the use of words to communicate. It can be spoken or written.
  4. Nonverbal communication: This is the use of body language, facial expressions, and other nonverbal cues to communicate.
  5. Written communication: This is the use of written words to communicate. It can be in the form of letters, emails, or reports.
  6. What are the barriers to communication?
    There are many barriers to communication, including:
  7. Language barriers: This can occur when people do not speak the same language.
  8. Cultural barriers: This can occur when people have different cultural backgrounds.
  9. Physical barriers: This can occur when people are in different locations and cannot communicate face-to-face.
  10. Psychological barriers: This can occur when people have different emotional states or are not open to communication.
  11. How can you improve communication?
    There are many ways to improve communication, including:
  12. Be clear and concise: When you communicate, be sure to be clear and concise. This means using simple language and avoiding jargon.
  13. Be respectful: When you communicate, be respectful of the other person’s time and feelings.
  14. Be open to feedback: When you communicate, be open to feedback from the other person. This will help you to improve your communication skills.
  15. Be a good listener: When you communicate, be a good listener. This means paying attention to what the other person is saying and not interrupting.

Supervision

  1. What is supervision?
    Supervision is the process of overseeing the work of others. It involves providing guidance, direction, and feedback to employees.
  2. What are the different types of supervision?
    There are many different types of supervision, including:
  3. Direct supervision: This is when a supervisor is directly involved in the work of their employees.
  4. Indirect supervision: This is when a supervisor is not directly involved in the work of their employees, but provides guidance and direction from a distance.
  5. Self-supervision: This is when employees are responsible for supervising their own work.
  6. What are the roles of a supervisor?
    The roles of a supervisor vary depending on the type of supervision they are providing. However, some common roles include:
  7. Planning and organizing work: Supervisors are responsible for planning and organizing the work of their employees.
  8. Providing guidance and direction: Supervisors are responsible for providing guidance and direction to their employees.
  9. Monitoring and evaluating performance: Supervisors are responsible for monitoring and evaluating the performance of their employees.
  10. Providing feedback: Supervisors are responsible for providing feedback to their employees.
  11. Resolving problems: Supervisors are responsible for resolving problems that arise in the workplace.
  12. What are the skills and qualities of a good supervisor?
    The skills and qualities of a good supervisor vary depending on the type of supervision they are providing. However, some common skills and qualities include:
  13. Communication skills: Supervisors need to be able to communicate effectively with their employees.
  14. Problem-solving skills: Supervisors need to be able to solve problems that arise in the workplace.
  15. Decision-making skills: Supervisors need to be able to make decisions that are in the best interests of their employees and the organization.
  16. Leadership skills: Supervisors need to be able to lead and motivate their employees.
  17. Organizational skills: Supervisors need to be able to organize and manage their time effectively.

Motivation

  1. What is motivation?
    Motivation is the driving force behind human behavior. It is what causes people to take action and achieve their goals.
  2. What are the different types of motivation?
    There are many different types of motivation, including:
  3. Intrinsic motivation: This is motivation that comes from within the individual. It is based on personal interests and goals.
  4. Extrinsic motivation: This is motivation that comes from outside the individual. It is based on rewards or punishments.
  5. What are the factors that influence motivation?
    There are many factors that influence motivation, including:
  6. Goals: People are more motivated when they have goals that they are working towards.
  7. Feedback: People are more motivated when they receive feedback on their performance.
  8. Rewards: People are more motivated when they are rewarded for their accomplishments.
  9. Punishments: People are less motivated when they are punished for their mistakes.
  10. Autonomy: People are more motivated when they have a sense of autonomy and control over their work.
  11. Competence: People are more motivated when they feel competent and capable of completing their work.
  12. Relatedness: People are more motivated when they feel connected to their work and to the people they work with.
  1. Which of the following is not a function of management?
    (A) Planning
    (B) Organizing
    (C) Directing
    (D) Controlling

  2. Which of the following is not a type of leadership?
    (A) Autocratic
    (B) Democratic
    (C) Laissez-faire
    (D) Transactional

  3. Which of the following is not a type of motivation?
    (A) Extrinsic
    (B) Intrinsic
    (C) Hygiene
    (D) Motivational

  4. Which of the following is not a type of communication?
    (A) Verbal
    (B) Nonverbal
    (C) Written
    (D) Symbolic

  5. Which of the following is not a responsibility of a supervisor?
    (A) Assigning tasks
    (B) Providing feedback
    (C) Disciplining employees
    (D) Making decisions

  6. Which of the following is not a benefit of good communication?
    (A) Increased productivity
    (B) Improved morale
    (C) Reduced conflict
    (D) Increased turnover

  7. Which of the following is not a benefit of good motivation?
    (A) Increased productivity
    (B) Improved morale
    (C) Reduced absenteeism
    (D) Increased turnover

  8. Which of the following is not a benefit of good leadership?
    (A) Increased productivity
    (B) Improved morale
    (C) Reduced conflict
    (D) Increased turnover

  9. Which of the following is not a characteristic of a good leader?
    (A) Vision
    (B) Communication
    (C) Decisiveness
    (D) Micromanagement

  10. Which of the following is not a characteristic of a good supervisor?
    (A) Fairness
    (B) Consistency
    (C) Flexibility
    (D) Micromanagement