Function of Management- Direction

DIRECTION (Communication,Supervision,Motivation,Leadership)

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 :

Communication
Supervision
Motivation
Leadership

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

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:

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.

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.

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.

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.

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.

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.

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 :

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

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.

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.
4. Esteem Needs: These are the need for respect and recognition. Esteem needs are also known as Ego needs.

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:

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

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.

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

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

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:

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

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.

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.

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

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.

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.,

Direction is one of the four functions of management, along with planning, organizing, and controlling. Direction is the process of setting goals, planning, organizing, leading, and controlling an organization.

Goal setting is the process of determining what the organization wants to achieve. Goals should be specific, measurable, achievable, relevant, and time-bound.

Planning is the process of developing a course of action to achieve the organization’s goals. Plans should be specific, realistic, and flexible.

Organizing is the process of creating a structure for the organization and assigning tasks to individuals. The organization structure should be clear, efficient, and effective.

Leading is the process of motivating and inspiring employees to achieve the organization’s goals. Leaders should be able to set a vision, communicate effectively, and build relationships.

Controlling is the process of monitoring performance and making adjustments as needed. Controls should be in place to ensure that the organization is on track to achieve its goals.

Direction is essential for the success of any organization. By setting clear goals, planning effectively, organizing efficiently, leading effectively, and controlling performance, managers can help their organizations achieve their goals.

Goal setting is the foundation of direction. Without clear goals, it is difficult to develop effective plans, organize Resources, or lead and control employees. Goals should be specific, measurable, achievable, relevant, and time-bound. Specific goals are easy to understand and focus on. Measurable goals allow managers to track progress and make adjustments as needed. Achievable goals are realistic and within the reach of the organization. Relevant goals are aligned with the organization’s mission and values. Time-bound goals provide a deadline for achieving the goal.

Planning is the process of developing a course of action to achieve the organization’s goals. Plans should be specific, realistic, and flexible. Specific plans are easy to understand and implement. Realistic plans are achievable given the organization’s resources and constraints. Flexible plans allow the organization to adapt to changes in the Environment.

Organizing is the process of creating a structure for the organization and assigning tasks to individuals. The organization structure should be clear, efficient, and effective. A clear organization structure allows employees to understand their roles and responsibilities. An efficient organization structure minimizes duplication of effort and maximizes productivity. An effective organization structure allows the organization to achieve its goals.

Leading is the process of motivating and inspiring employees to achieve the organization’s goals. Leaders should be able to set a vision, communicate effectively, and build relationships. A clear vision provides employees with a sense of purpose and direction. Effective communication allows leaders to share information and ideas with employees. Strong relationships between leaders and employees create a positive work environment that is conducive to high performance.

Controlling is the process of monitoring performance and making adjustments as needed. Controls should be in place to ensure that the organization is on track to achieve its goals. Controls can be financial, operational, or strategic. Financial controls track the organization’s income and expenses. Operational controls track the organization’s day-to-day activities. Strategic controls track the organization’s progress towards its long-term goals.

What is direction in management?

Direction is the process of setting goals and objectives, and then communicating those goals and objectives to employees so that they know what is expected of them. It also involves providing employees with the resources and support they need to achieve those goals.

What are the four steps of direction?

The four steps of direction are:

Set goals and objectives. The first step in direction is to set goals and objectives. Goals are broad statements of what the organization wants to achieve, while objectives are more specific and measurable targets that must be met in order to achieve the goals.
Communicate goals and objectives. Once goals and objectives have been set, they must be communicated to employees so that they know what is expected of them. This can be done through a variety of methods, such as meetings, presentations, and written materials.
Provide resources and support. Employees need the resources and support they need to achieve their goals. This may include training, equipment, and financial assistance.
Monitor progress and provide feedback. Managers need to monitor progress and provide feedback to employees so that they can make sure they are on track to achieve their goals. This can be done through regular meetings, performance reviews, and other methods.

What are the different types of direction?

There are two main types of direction: top-down direction and bottom-up direction. Top-down direction is when managers set goals and objectives and then communicate those goals and objectives to employees. Bottom-up direction is when employees set goals and objectives and then communicate those goals and objectives to managers.

What are the benefits of direction?

There are several benefits of direction, including:

Increased productivity: When employees know what is expected of them, they are more likely to be productive.
Improved quality: When employees have the resources and support they need, they are more likely to produce high-quality work.
Reduced costs: When employees are productive and produce high-quality work, it can lead to reduced costs for the organization.
Improved morale: When employees feel like they are part of a team and that their work is valued, they are more likely to be motivated and have high morale.

What are the challenges of direction?

There are several challenges of direction, including:

Resistance to change: Employees may resist change, especially if they are not involved in the decision-making process.
Lack of motivation: Employees may not be motivated if they do not feel like their work is valued or if they do not believe that they can achieve the goals that have been set for them.
Communication problems: Communication problems can occur if managers do not communicate effectively with employees or if employees do not understand the goals and objectives that have been set for them.
Lack of resources: Employees may not have the resources they need to achieve the goals that have been set for them.

How can managers overcome the challenges of direction?

Managers can overcome the challenges of direction by:

Involving employees in the decision-making process.
Providing employees with the resources and support they need.
Communicating effectively with employees.
Setting realistic goals and objectives.
Monitoring progress and providing feedback.

Which of the following is not a function of management?
(a) Planning
(b) Organizing
(c) Directing
(d) Controlling
Which of the following is not a type of planning?
(a) Strategic planning
(b) Operational planning
(c) Tactical planning
(d) Functional planning
Which of the following is not a step in the planning process?
(a) Setting goals
(b) Developing strategies
(c) Implementing plans
(d) Evaluating results
Which of the following is not a type of organization?
(a) Line organization
(b) Staff organization
(c) Functional organization
(d) Divisional organization
Which of the following is not a principle of organizing?
(a) Unity of command
(b) Span of control
(c) Division of labor
(d) Departmentalization
Which of the following is not a type of leadership?
(a) Autocratic leadership
(b) Democratic leadership
(c) Laissez-faire leadership
(d) Transactional leadership
Which of the following is not a function of control?
(a) Setting standards
(b) Measuring performance
(c) Taking corrective action
(d) Evaluating results
Which of the following is not a type of control?
(a) Preliminary control
(b) Concurrent control
(c) Feedback control
(d) Postaction control
Which of the following is not a benefit of planning?
(a) It helps to achieve goals.
(b) It reduces uncertainty.
(c) It facilitates coordination.
(d) It increases flexibility.
Which of the following is not a benefit of organizing?
(a) It facilitates coordination.
(b) It increases efficiency.
(c) It improves communication.
(d) It reduces costs.
Which of the following is not a benefit of leadership?
(a) It motivates employees.
(b) It increases productivity.
(c) It improves morale.
(d) It reduces turnover.
Which of the following is not a benefit of control?
(a) It ensures that goals are achieved.
(b) It prevents problems.
(c) It improves efficiency.
(d) It reduces costs.
Which of the following is not a type of decision?
(a) Programmed decision
(b) Nonprogrammed decision
(c) Routine decision
(d) Creative decision
Which of the following is not a step in the decision-making process?
(a) Identifying the problem
(b) Generating alternatives
(c) Evaluating alternatives
(d) Implementing the decision
Which of the following is not a type of conflict?
(a) Intrapersonal conflict
(b) Interpersonal conflict
(c) Intergroup conflict
(d) Intraorganizational conflict
Which of the following is not a way to manage conflict?
(a) Avoidance
(b) Accommodation
(c) Compromise
(d) Collaboration
Which of the following is not a type of communication?
(a) Verbal communication
(b) Nonverbal communication
(c) Written communication
(d) Electronic communication
Which of the following is not a barrier to communication?
(a) Physical barriers
(b) Psychological barriers
(c) Semantic barriers
(d) Cultural barriers
Which of the following is not a way to improve communication?
(a) Be clear and concise.
(b) Use active listening.
(c) Be aware of nonverbal communication.
(d) Use feedback.
Which of the following is not a type of motivation?
(a) Intrinsic motivation
(b) Extrinsic motivation
(c) Hygiene factors
(d) Motivators
Which of the following is not a way to motivate employees?
(a) Set challenging goals.
(b) Provide feedback.
(c) Offer rewards.
(d) Create a positive work environment.
Which of the following is not a type of group?
(a) Formal group
(b) Informal group
(c) Task group
(d) Self-managed team
Which of the following is not a benefit of groups?
(a) They can provide social support.
(b) They can help to achieve goals.
(c) They can improve communication.
(d) They can reduce costs.
Which of the following is not a