Management Functions

To fulfill manager's roles, they must constantly communicate, make decisions and rely on information.

Planning & decision making > organizing > staffing > leading & communicating > controlling >

1. Planning

It is the process where senior managers (nowadays some companies even involve their junior staff) start setting objectives and identifying alternatives. These are in turn compared and contrasted before the necessary decesions are made. Planning also involves the steps that need to be taken to achieve the objectives.

Planning would encompass the mission statement, corporate strategies, budgets and programmes. Plans could not be short - term (2-4 months), medium term (1-2 years) and long term (3-10 years). Top management may be involved in planning for 5-10 years, while at the lower levels, staff could be involved in weekly planning. Generally, planning would involve determining the resources to be used, the types and number of personnel needed, laying the path and environment (internal) in which operate and determining the standards against which progress is to be measured.

2. Organizing

This function is concerned with the assembling and allocating of resources in order to achieve the organization's goals. It will involve the identification and classification or required activities, the co-ordination of the horizontal and vertical information flow, the establishments of the organizational structure (which would involve the creation of units, departments) and the ascertainment of a clear line of authority. This would include the various rules, regulations and procedures. Organizing should aim for maximum efficiency and minimum waste.

3. Staffing

It is the function of manning the organization structure and keeping it manned. Staffing has assumed greater importance in the recent years due to advancement of technology, increase in size of business, complexity of human behavior etc. The main purpose o staffing is to put right man on right job i.e. square pegs in square holes and round pegs in round holes. According to Kootz & O’Donell, “Managerial function of staffing involves manning the organization structure through proper and effective selection, appraisal ; development of personnel to fill the roles designed un the structure”. 

Staffing involves:

• Manpower Planning (estimating man power in terms of searching, choose the person and giving the right place).
• Recruitment, selection & placement.
• Training & development.
• Remuneration.
• Performance appraisal.
• Promotions & transfer.

4. Leading

5. Controlling

It implies measurement of accomplishment against the standards and correction of deviation if any to ensure achievement of organizational goals. The purpose of controlling is to ensure that everything occurs in conformities with the standards. An efficient system of control helps to predict deviations before they actually occur. 

According to Theo Haimann, “Controlling is the process of checking whether or not proper progress is being made towards the objectives and goals and acting if necessary, to correct any deviation”. According to Koontz & O’Donell “Controlling is the measurement ; correction of performance activities of subordinates in order to make sure that the enterprise objectives and plans desired to obtain them as being accomplished”. Therefore controlling has following steps:

• Establishment of standard performance.
• Measurement of actual performance.
• Comparison of actual performance with the standards and finding out deviation if any.
• Corrective action.

6. Directing

It is that part of managerial function which actuates the organizational methods to work efficiently for achievement of organizational purposes. It is considered life-spark of the enterprise which sets it in motion the action of people because planning, organizing and staffing are the mere preparations for doing the work. Direction is that inert-personnel aspect of management which deals directly with influencing, guiding, supervising, motivating sub-ordinate for the achievement of organizational goals. Direction has following elements:

• Supervision
• Motivation
• Leadership
• Communication

Supervision- implies overseeing the work of subordinates by their superiors. It is the act of watching & directing work & workers.

Motivation- means inspiring, stimulating or encouraging the sub-ordinates with zeal to work. Positive, negative, monetary, non-monetary incentives may be used for this purpose.

Leadership- may be defined as a process by which manager guides and influences the work of subordinates in desired direction.

Communications- is the process of passing information, experience, opinion etc from one person to another. It is a bridge of understanding.