2 Planning Planning is the first function performed by a manager. It refers to what is to be done, how it is to be done and when it is to be done. Planning involves choosing tasks that must be performed to attain organizational goals, outlining how the tasks must be performed, and indicating when they should be performed. Planning is supposed to be done at each and every level of an organization by each and every employee. Planning is today’s projection for tomorrow’s activity. It bridges gap between present and future.
3 Contd….. Planning can be short run or long run, but it is mostly for both. Short term plans made to benefit long term plans. Planning is always an ongoing process.
6 Organizing Organizing is accumulating physical, human and monetary resources to execute the plan. This assembling would depend on the objective set by an organization. Organizing can be thought of as assigning the tasks developed in the planning stages, to various individuals or groups within the organization. Organizing is to create a mechanism to put plans into action. In short, Organization is all about division of work amongst individuals and co-ordination of their efforts to achieve the objective set by the organization. Immediately after planning, the manager needs to organize the team according to plan. 7 Contd…. This involves organizing all of the company’s resources to implement a course of action and determining the organizational structure of the group, and in order to do this correctly, management will need to evaluate the different divisions of departments and the staff to figure out the best way to accomplish the tasks needed to reach their goals. This function is also known to be the backbone of management. Without organization, a company will have no structure and their day-to-day operation of business will most likely collapse. If management is disorganized, it can trickle down to the employees because they will lose confidence in their leaders.
8 Steps of Organization Function 1. Determination of activities of the enterprise in the line of its objectives. 2. Dividing the activities into appropriate groups. 3. Assignment of these activities to individuals. 4. Delegation of authority. 5. Fixing responsibilities. 6. Co-ordination of these activities and authority relation.
9 Staffing For achieving an objective, the company needs to appoint individuals for various positions in order to complete that objective. The purpose of staffing is to control all recruitment and personnel needs of the organization. After management decides what needs they have, they may decide to hire more employees in a certain department. It is also responsible for training and development, promotions, transfers, and firing. The importance of this function has grown lately, mostly because of the increasing size of businesses and the advancement of technology. 10 Contd… Example:-A good example of this is the IT department. The size of the IT department in a company ten years ago was nothing compared to what it is now because of the dependence we have on computers and servers. Without the staffing function, a business will certainly fail because there will not be an experienced, sufficient number of employees within each department.
11 Directing The manager in this function, is supposed to direct or lead appointed individuals and explain them how is their appointed jobs to be done. Supervision, motivation, leadership, and communication are all involved in the directing function. Management needs to be able to oversee and influence the behavior of the staff and achieve the company’s goals, whether that means assisting or motivating them. When morale is high within a company, it usually has a significant impact on job performance and efficiency. Incentive programs and rewards are a great way for a business to keep its employees happy and motivated.
12 Contd… However, the most important aspect of directing is having good communication. This means building positive interpersonal relationships, effective problem solving and evaluating one another. Most directing takes place in meetings and other meeting sessions with the department leaders to ensure that everyone is on the same page. Poor communication will lead to poor execution in an organization. The essential steps in this function are as follows:- Issuing orders and instructions. Guiding and counseling. Supervision.
13 Controlling It is the process of measuring actual results with some standard of performance, finding the reason for deviations of actual from desired result and taking corrective action when necessary. Thus, controlling enables the realization of plans. Controlling involves the following roles played by the manager:- Gather information that measures performance. Compare present performance to pre-established performance norms. Determine the next action plan and modifications for meeting the desired performance parameters. 14 Controlling Involves 1. Measurement of accomplishment against standards. 2. Analyzing reasons of deviations. 3. Responsibility Fixation. 4. Taking corrective measures.
15 Points to be remember Planning involves choosing tasks that must be performed to attain organizational goals, outlining how the tasks must be performed, and indicating when they should be performed. Organizing can be thought of as assigning the tasks developed in the planning stages, to various individuals or groups within the organization. The purpose of staffing is to control all recruitment and personnel needs of the organization. In directing a manager is supposed to direct or lead appointed individuals and explain them how their appointed jobs is to be done. Controlling is the process of measuring actual results with some standard of performance, finding the reason for deviations of actual from desired result and taking corrective action when necessary.
