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ORGANIZATION AND MANAGEMENT OF A BUSINESS
MANAGEMENT
Management as a process: A process of employing human and physical resource to the accomplishment of pre- determined objectives of a firm.
Or
Is a process consisting of activities involved in the planning and controlling of performance to the attainment of stated objectives using human and other physical resources.
Or
Management is a process by which managers create, direct, maintain and operate organizations through systematic coordinated and cooperative human efforts.
Management as a group.
A group of personnel who perform different functions for the accomplishment of certain goals. These people are known as managers.
A manager: is a person who performs the managerial functions of planning, organizing staffing, directing, controlling and coordinating.
Management as a discipline: Is both a science and an art.
As a science: The knowledge and principles which managers use in managing is referred to as the field of management science.
As an art: The performance of managerial functions requires certain skills and tactics which are personal possession.
MANAGEMENT AS A SCIENCE
Management has a systematic body of knowledge.
- Management has concepts hypothesis, theories, experimentation and principles.
- Management principles are universally accepted among other characteristics of science discipline example.
- It should have a systematic body of knowledge including concept principles and theories.
- It should establish course and effect of relationship.
- It should have a method of scientific inquiry.
- Its principles should be verifiable.
- It should ensure predict results.
- It should have a universal application.
Management as an art
Art is bringing the desired result through application of knowledge and skills.
Note: Science seeks knowledge and art use knowledge to achieve results.
Art has the following features.
- It needs personal skills
- It signifies practical knowledge
- It help in achieving results
- It is creative in nature
Note: Every manager apply certain knowledge skills and personal creativity while dealing with people to achieve the desired results.
MANAGEMENT AS PROFESSION
To be judged as profession must have the following criteria
- A body of knowledge: knowledge that can be learnt through illustrations for reasonable long time
- Competent application: utilization of knowledge in solving complex and important problems.
- Social responsibilities: Desire to serve others and the community
- Community sanction: High community respect based upon society’s recognition of the first three criteria
- Self control: Established code of conduct enforced by professional membership
OBJECTIVES OF MANAGEMENT
The main objective of any business is to earn profit by providing wants and satisfying goods and services to customers
In order to attain that aim a firms management should fulfill the following
- Produce and distribute goods to customers
- Keep customers satisfied with good services and quality products
- Build a team of knowledgable competent workers who are well taken care and happy.
- Achieve workers cooperation for the attainment of organization’s goals
- Maintain and achieve good relations with suppliers of raw- materials and finance so that production can continue
- Build a favorable public image of the firm and its product
- Use resources economically by avoiding wastage
- Improve the welfare of people surrounding the firm by maintaining environment and provision of services
CHARACTERISTICS OF MANAGEMENT:
1. Management is milt-disciplinary
It takes the help of social sciences such as sociology, psychology and economics i.e much of management literature is the result of the association of those disciplines.
2. Man
agement is a universal activity: The principles and practice of management are universal in use.
agement is a universal activity: The principles and practice of management are universal in use.
3. Management is activity based. The task of management is based upon a given productive based activity
4. Management makes things happen: managers focuses their attention and efforts in bringing about successful results i.e They known where to start, what to do to keep things moving.
5. Management is accomplished by with and through the efforts of others. It is the ability of the person in getting work accomplished through people at work
6. Management is an integrative process. Management is the integration of human and other resources that lead to effective performance.
7. Management is intangible. Management is unseen force, its presence is evidenced by the result of its efforts like adequate work output and good spirit of workers
8. Management is an art and a science. Managers use scientific and artistic way in dealing with the human and physical resources of a company.
LEVELS OF MANAGEMENT
Refers to a line of democracy between various management positions in an organization
The number of levels increase when the size of the business and work force increase.
But there are generally three levels of management
1. Top management
2. Middle level management
3. Lower lever or first line management
NOTE: Management is best studied into three groups:
1. Managerial qualities.
2. General principles of management.
3. Elements of management(functions of management).
MANAGERIAL QUALITIES
The following are qualities required by managerial personnel.
1. Physical. Includes health, vigor and appearance
2. Moral: willingness to accept responsibilities, initiative, loyalty and dignity
3. General education
4. Special knowledge: knowledge and skills to functions performed
5. Qualities of experience. Knowledge and skills arising from the work.
Managerial skills
All managers have similar skills in three important areas .
- Conceptual skills: Ability to solve long term problems. It involves looking at organization problems from broad conceptual base and making decisions more consistent with organizational objectives.
- Human skills: ability to work effectively, ensure interpersonal relations motivate and influence other to achieve organizational goals.
- Technical skills: ability to use tools, apply specialized knowledge and manage processes.
PRINCIPLES OF MANAGEMENT
A principle is a fundamental statement of truth providing guide to the thought and action.
The management principles therefore enable the manager to approach problems systematically.
The principles serve as a guide for managerial activity.These principles include:
- Division of work: To achieve efficiency, work must be divided for workers to specialize.
- Authority and responsibility must be as par
i) Authority: is the right to give orders to subordinates.
ii) Responsibility: Duty which the subordinate is expected to perform by virtue of his position in the organization.
iii) Authority and responsibility co exist and they must go hand in hand.
- Discipline: This implies obedience, respect of authority and observance of established rules and regulations
- Unity of command: an employee should receive orders from one superior and only one superior at a time.
- Unity of direction: There should be one head and one plan for a group of activities having the same objectives
- Subordination of individual common interest or interest to general of the company i.e Constant supervision is necessary to prevent promotion of personal. Interest at the cost of the organization.
- Remuneration of personnel: method of remuneration payable to personnel should be fair, reasonable and rewarding of effort.
- Centralization: centralization of authority to the management.Centralization and decentralization is a matter of proportion.This proportion should be decided keeping in view the circumstance of the particular case.
- Scalar chain: Chain of superiors ranging from the ultimate authority to the lowest rank.It is unbroken chain or line of command from the top to the bottom of the organization
- Equity : There should be equity of treatment in dealing with subordinates and no discrimination.
- Stability and tenure: This help to develop loyalty and attachment on the part of employees.
- There must be spirit and coordination among members of an organization. Unity is strength and strength of the company lies in the cooperation and harmony in individual efforts.
MANAGERIAL FUNCTION OR ELEMENTS/FUNCTIONS OF MANAGEMENT
Elements of Management common to all broadly are grouped into the following
i. Planning
ii. Organizing
iii. Staffing
iv. Directing
v. Coordinating
vi. Controlling
Operative functions
i. Production management.
ii. Purchasing management.
iii. Marketing management.
iv. Financing management.
v. Personnel management.
1.PLANNING
1.PLANNING
Is deciding in advance what is to be done. It involves the selection of objectives policies procedures and programmes from among alternatives.
A Plan: is a per-determined course of action which helps to provide direction for members of a business organization.
Purpose of planning
- Establish the goals of the organization.
- Provide sense of security for managers and workers.
- Establish a sense of direction future activities of the organization as a whole.
- Coordinate activities in pursuit of objectives.
- Enable a firm to respond to anticipated events.
- Intervene and act positively in situations rather than react to them.
- Synthesize and utilize data for the future use.
- Reduce the gap between objectives and performance
- Handle changes.
- Review objects and determine priorities.
Requirement/Principles of a good plan
- The plan should be simple:Simple to be understood and be worked upon by individuals and groups in an organization.
- The plan should be specific rather than general: objectives and goals should be clearly stated and defined and the means of carrying out the plan should be specifically detailed.
- The plan should be logical and practical: the facts and figure used should appeal and make sense to those who use it.
- The plan should be flexible in nature: the plan should accommodate changes if necessary .
- The plan should be complete and integrated: The plan must be comprehensive enough to cover all actions expected from the sections and individuals
- The plan is integrated when the various administrative sub plans are engaged that the whole organization operate efficiently.
BENEFITS OF PLANNING:-
Sound planning is the foundation of efficient management because it results the following
Advantages:-
- Emphasis on objectives:- The whole planning process is based and directed towards achieving organization objectives.
- Minimizes uncertainty:- Planning is for future which anticipate future events
- Facilitates control: Plan lay down objectives and standards of performance which are essential for performance control.Control is the act of checking performance against the agreed standard.
- Improves coordination: Planning ensures unity of direction towards organizational goals.Coordination: is the unifying integrating and harmonizing the activities of different departments and individuals.
- Planning secures economy: Since planning leads to good locatio
n of resources thus lead to optimum utilization of resources - Encourages Innovation: Planning is basically a deciding function. It therefore helps in innovation and creative thinking to be put into use because new ideas must be accommodated and applied to achieve results.
- Improve competitive strength because planning means looking a head into the futures therefore an organization give competitive advantage to the enterprise that do not have planning.
LIMITATIONS OF PLANNING
Planning may fall short of it objectives due:-
- Expensive process: Money and effort should be spent in forecasting collection of information evaluation of alternatives i.e. Services of experts may be necessary in order to have a good plan.
- Non –availability of data: There are may be lack of enough historical and current data which plans may be based.
- In-ability of planners: If planners fails to use available information for the purpose of planning he may not be able to produce a good plan.
- Inaccuracy: Plan is based on certain premises relating to forecasts about the future this may fall short and hinder prediction of changes in environment performance of objectives.
- Time consuming:- Planning require much time. Therefore not suitable for sudden/immediate action.
- Psychological: Planning often implies changes which the executives may like to ignore hoping changes may affect their position.
- External limitation: Changes in business environment may restrict free planning e.g: Changes in technology, Government policies.
CHARACTERISTICS OF PLANNING
- Planning is an intellectual activity involved vision and foresightedness to decide the things to be due in future.
- Planning is basic to all management function:- All other managerial functions come after a firm has plans.
- Planning is related to objectives: An efficient plan details out the methods to achieve the objectives with minimum cost and consequences.
- Planning is a continuous process.The process of production and distribution of plans is continuously implemented and prepared. Plans have to be reviewed or modified to suit the business environment.
- Plan is selective in nature:- Planning involves decision making or choosing of the best alternatives out of the many available alternatives.
STEPS IN PLANNING
A systematic approach to plan involves the following steps:-
- Definition and description of objectives or problems: Need for planning arises for solving problems or exploiting an opportunity that may arise in the future. I.e the problem to be solved or opportunity to be utilized should be clearly defined with the help of policies, programmes, procedures, rules, budgets and strategies.
- Determination of planning premises.Planning premisses are the assumption about the future they provide boundaries in which plans will be implemented.
i. Tangible and intangible premises: Assumptions which can be expressed in quantitative terms e.g: capital investment, time available (tangible) and qualitative
in nature e.g:- Employees morale, goodwill of the business (Intangible premises)
in nature e.g:- Employees morale, goodwill of the business (Intangible premises)
ii.Internal and External premises. Assumptions about internal working condition of the business like capital and machine (internal premises) and assumptions
factors outside the business like in technology, population growth, government policy (external premises).
factors outside the business like in technology, population growth, government policy (external premises).
iii.Controllable and Uncontrollable premises.Controllable premises are policies and programmes of the organization which can be fully regulated by the
management.e.g: Price policy.
management.e.g: Price policy.
· Uncontrollable premises are the external factors like political changes which are beyond the control of the management.
iv.Discovering and developing alternative: Collect and analyze all relevant information so as to identify all possible alternatives.
v. Choose among the alternatives after detailed cost and benefit analysis.
vi.Distribution of a plans.
vii.Followup, make changes in plans.
iv.Discovering and developing alternative: Collect and analyze all relevant information so as to identify all possible alternatives.
v. Choose among the alternatives after detailed cost and benefit analysis.
vi.Distribution of a plans.
vii.Followup, make changes in plans.
2.STAFFING
Is the managerial function that involves the determination of manpower requirements of the business and provi
ding it with the adequate competent people at all levels.
ding it with the adequate competent people at all levels.
Personnel Management: Is the planning, Organizing, Compensation, integration and maintenance of people for the purpose of contributing to organizational, personal and societal goals.
A personnel Manager therefore performs the staffing functions of manpower planning, recruitment selection, training, performance appraisal and compensation.
NATURE/SCOPE OR STAFFING
Staffing is a function which is done by Managers at all levels in the business organization. The scope of staffing is as follows
i) Manpower planning. Determining the number and kind of personal required in various position in he organization.
ii) Recruitment, selection and placement of personnel.
iii) Training and development of employees.
iv) Appraisal of performance of employees and taking corrective measures (steps) e.g: transfer from one job to another.
v) Remuneration of employees.
vi) Motivation of workforce by providing financial incentives and promotion.
IMPORTANCE OF STAFFING
The importance of staffing has increased because of the following factors:
- Advanced technology: Right type of workers for technology have to be identified and employed.
- Increasing size of organization.Large firms require the employment of thousands of workers.
- Long –range needs for manpower.Determination of manpower requirements in advance, develop existing personnel.
- Staffing spend money so management must ensure staffing which will not lead to high cost unnecessarily, i.e ensure staffing function is done in an efficient manner
- Motivation: Workers are to be motivated properly through financial and non-financial incentives.
3. MANPOWER PLANNING : Is the process of determining and assuring that the organization have adequate number of qualified personnel.
SIGNIFICANCE OF MANPOWER PLANNING
Manpower planning is essential activity due to the following:
- Shortage of manpower will be revealed and corrective steps can be taken in time.
- Manpower forecasting provides a base for recruitment, transfer and training of employees.
- It reduces cost by avoiding over staffing.
- It helps to identify talents available in the organization such that training for promotion can be given to the talented employees.
- It helps in the growth and diversification of business i.e. Suitable manpower is made available to handle new jobs.
STEPS IN MANPOWER PLANING:
1. Current manpower inventory: Analysis of current manpower supply should be undertaken by departments or by occupation.
2. Manpower forecasting. Management has to forecast manpower requirement. The following factors have to be considered.
a) Expansion plans of business.
b) Nature of technology to be adopted.
c) Retirement schedule of employees.
d) Expected separation of employees.
3.Employment programmes.Long-term employment program must be set out to deal with forecast difficult of manpower.It includes the steps like recruitment,
selection, placement, performance appraisal, transfer and promotion.
3.Employment programmes.Long-term employment program must be set out to deal with forecast difficult of manpower.It includes the steps like recruitment,
selection, placement, performance appraisal, transfer and promotion.
4.Training and development program.Identify training needs in the organization because employees need appropriate training so that they may learn the required
skills.
4. RECRUITMENT: Is the process of searching for prospective employees and stimulating them to apply for jobs in the organization.
skills.
4. RECRUITMENT: Is the process of searching for prospective employees and stimulating them to apply for jobs in the organization.
The process of recruitment involve
i. Identification of different sources of supply of labor.
ii. Assessing their validity
iii. Choosing the most suitable sources
iv. Inviting applications from the prospective candidates.
SOURCES OF RECRUITMENT: we have internal and external sources of recruitment.
External sources of recruitment: The commonly used external sources of recruitment are.
a) Direct employment or recruitment at factory gate.This is done by placing a notice on the notice board of the organization specifying the details of the jobs available.
Advantages of external source of recruitment:
I. It involves no advertising costs.
II. It is the cheapest methods to fill up casual vacancies.
III. It helps to fill the vacancies or even get help if there is an emergency or rush work.
b) Unsolicited application: Applications received not in response to any advertisement but from individual who are looking for jobs. Firms can make use of these
applications to get workers.
applications to get workers.
c) Advertisements: These are placed in newspapers or trade and professional journals are used when qualified or experienced personnel are required by firms.
Advantages
I. More information about the firm is given, job description and job specification also made available.
II. It allows self screening by the prospective candidates.
III. Give a wider range of candidates to choose from.
Disadvantages
I. It is very costly due to advertising cost.
II. It gives in flood of responses end many times from unsuitable candidates.
d) Employment agencies or Bureau.Employment agencies bring the job givers in contact with job seekers. They provide a national wide services attempting to match personnel demand and supply.
5. SELECTION: This involves giving of various test to the candidates/intending employees and interviewing them in order to select the suitable candidates.
Steps in staff selection/procedures:
1. Preliminary interview.
2. Application blank.
3. Employment tests.
4. Employment interview.
5. Physical examination.
6. Checking with references.
7. Final selection.
8. Induction or orientation.
1.PRELIMINARY INTERVIEW:- It consists of exchanging of information with respect to the organization interest in hiring and the candidate inquiry.It is performed in order
to screen and identify those who are suitable or to reduce the number of those who should move to the next step.
to screen and identify those who are suitable or to reduce the number of those who should move to the next step.
2.Application blank: These are forms used to obtain information in the applicant’s own handwriting sufficiently to identify him and make decision regarding suitability for
employment.
employment.
3.Employment test: They are given to all candidates in order to know the level of each one’s ability and knowledge his interest and aptitudes. This will require the the use of
intelligence test, aptitude personality test.
intelligence test, aptitude personality test.
4.Individual employment interview –Much information which could not be obtained from application blank and employment tests are easily revealed here.
MAIN PURPOSE OF EMPLOYMENT INTERVIEW
- To find suitability of the candidates (testing the qualities and capabilities of candidates)
- To seek more information about the candidates.
- To give the candidate the accurate picture of the job with details of the terms and conditions and some ideas of organization policies
Limitations of employment interview
- Interview is an expensive device
- Interview can test only personality the candidate and not his skills and ability for the job.
- Interviewers may be not experts and may be not able to extract maximum information from the candidates
- The device depends too much on personal judgement of the interviewers which may not always be accurate
- Prejudice may affect results of the interview.
5.Checking references: Prior to final selection, the employer normally makes an investigation on the references supplied by the applicants and undertakes more thorough
search on the candidate past employment, education, personal reputation, police records etc.
search on the candidate past employment, education, personal reputation, police records etc.
6.Physical/medical/examination.Pre-employment physical examination or medical test of the candidate is an important step in the selection process.Physical/Medical examination has the following objectives.
I. It helps to ascertain the applicants physical capabilities to meet the job requirements.
II. It help to protect the organization against the unwanted claims under workers compensation law or against law suits for damages.
III. It help to prevent communicable diseases from entering the organization.
NOTE: A proper medical examination will ensure higher standard of health and physical fitness of the employees and will reduce the rates of accident and absenteeism.
7.FINAL SELECTION
A Candidate who has cleared all steps, he is finally appointed by issuing an appointment letter.The letter will give the date by which the candidate has to join the organization term and conditions of employment, nature of job and pay scale.
8.INDUCTION OR ORIENTATION: This is concerned with introducing a new employee to the organization its procedures, rules and regulations and the people with whom he will interact in doing his job like supervisors and fellow employees.He also given orientation training before he is asked to occupy a particular position e.g: Being introduced an organization software programme.
6.TRAINING: This is an organized activity of increasing the knowledge and skills of people for a definite purpose.Training makes newly recruited employees fully productive in the minimum of time.
NOTE Old workers may also attend refresher courses to update their knowledge and skills.
Advantages of training to an organization
- Less learning period: Systematic training programmes helps to reduce the learning time to reach the acceptable level of performance i.e Employees need not to learn by trial and error or by observing others and waste time.
- Better performance: Training increase knowledge and skills of employees leads to better performance.
- Uniformity of procedure: With the help of training methods and standards can be made available to all employees.
- Economy of materials and equipments: Trained personnel will make better use and economical use of materials and equipments.
- Fill manpower needs. Training can be used to obtain manpower to fill the vacancies.
- Less supervision: Training reduces the need of detailed and constant supervision.
- Good human relations: With the help of training dissatisfaction complaints, absenteeism can be reduced among employees.
Advantages of training to an employee
- New skills: Employees acquires new skills, knowledge with will help them to improve their career.
- High productivity: Efficiency of the workers increases as a result of training.
- Less accidents: Trained workers can handle equipments carefully and able to use various safety devices.
- Opportunity for promotion: After training workers can apply for higher job positions.
- Increased mobility: Trained employees can shift from one organization to another is order to advance there career or greener pastors.
- High morale: Trained employees know well their jobs and have greater job satisfaction this increases their morale.
TYPES OF TRAINING PROGRAMMES
- Induction or orientation training:Training concerned withe the problem of introducing or orienting a new employee to the organization and i
ts procedures rules and regulation.
Objectives of Induction training
a) To build up new employees confidence in the organization and in himself so that he may become an efficient employee.
b) To give a new employee the information he needs like location of rooms cafeteria and other facilities.
c) To promote a feeling of belonging and loyalty to the organization among new comers.
d) To ensure that new employee not form false impression regarding the new place of work because first impression is the last impression.
- Refresher training or retraining:The basic purpose of refresher training is for existing workforce acquire the latest methods of performing their jobs and improve their efficiency.
Importance of refresher training
a) New technology is associated with new work methods and job requirements i.e Existing workers need to learn new methods to use new technology in doing their jobs.
b) Workers require training to bring them up to date with the knowledge and skills and to learn what they have forgotten.
c) New jobs which are created due to change in demand are to be learnt by existing employees.
- Apprenticeship training:This involves imparting knowledge and skills in doing a craft or series of related jobs.
· This training combines on job training and class-room instructions in particular subjects.
· The trainee is placed under supervision of experienced person who teaches him the necessary skills and observes his performance
- Internship training:This is where vocational Institutes enter into arrangement with the business organization for providing practical knowledge to its students by gaining actual work experience.Internship training is usually meant for vocations where advance theoretically knowledge is to be backed up by practical experience on the job.E.g: Medical students are sent to big hospitals to get practical knowledge OR Engineers students are sent to big Industries.
METHODS OF TRAINING
- On job training: Under this method, the worker is given training at work place by his supervisor.
· This method is practical oriental.
· It facilitate learning by doing.
· It permit the trainee to learn at the actual equipments and in the environment of the job.
- Vestibule training: This method is used when a large number of workers need to be trained and where mistakes are likely to occur which will disturb production schedules.
· This training method is used when it is not possible to do on job training.
· Training job is entrusted to the qualified instructors.
· A vestibule school is an attempt to create environment as nearly as possible to the actual work condition of the work place.
- Special courses:These are conducted by the line managers of thee organiza
tion or specialists from the vocational educational institutes.
· Many firms follow the practice of sending selected employees to training and development programmes run by various educational institutions.
REMUNERATION OF WORKERS
A firm must offer good wages attracting competent employees in the organization.
· Workers must be adequately remunerated to support their families and raise their standard of living.
· Compensation to workers will vary depending upon the nature of the job skills required risk involved, working conditions etc.
WAGE AND SALARY
WAGE: The term used to denote remuneration to workers doing manual or physical work. Wages are given to compensate unskilled workers for their services provided to the organization.Wages may be based on hourly daily, weekly or even monthly basis.
SALARY: This refers to monthly compensation to office employed foremen, Managers, Professionals and technical staff.
FACTORS AFFECTING WAGES
Wages paid to worker depend upon the following factors:
- Demand for and supply of labor.
- Ability of employers to pay.
- Cost of living.
- Productivity i.e the higher the productivity the higher payment.
- Collective bargaining (trade unions).
- Prevailing wage rates or wages paid for similar occupations in the industry.
- The economy as a whole.
- State regulations.Laws on minimum wage, hours of work. These laws are enacted to bring about a measure of fairness.
METHODS SYSTEMS OF WAGE PAYMENT
a) Those based on the time worked.i.e Time rate wage system.
b) Those based on quantity produced. i.e Piece rate wage system.
c) Those which combine the features of both time and piece wages.
d) Bonus wage system.
d) Bonus wage system.
TIME WAGE METHOD
A worker is paid for the time spent on the job. I.e the worker is paid after the time fixed for work is completed irrespective of output or completion of the work.Wages can be determined by the following formula.
wages = no of hours worked x Rate per hour
A worker is paid for the time spent on the job. I.e the worker is paid after the time fixed for work is completed irrespective of output or completion of the work.Wages can be determined by the following formula.
wages = no of hours worked x Rate per hour
Advantages of time wages system
- It is simple to calculate the amount earned and to measure the time spent on the job
. - A worker knows in advance what will be his total pay at the end of the period.
- Equality of wages: All workers doing the same job get the same rate, therefore sense of equality prevails.
- Better quality: The quality of work output is more important than quantity.
- Less wastage:- Workers need not speed up their operations to earn higher wages, therefore there will be less wastage of materials.
- This method ensure stable income to all the employees.
Disadvantages
- Inefficiency: No link between wages and productivity.
- Lack of motivation: It makes no difference between an efficient worker and lazy one since both are treated the same.
- Increased supervision: Leads to lower productivity unless strictly supervision is provided.
PIECE WAGE SYSTEM
Under this system, the output of work is the basis of payment. The rate of wages is determined per unit of output and is fixed in advance.
· An efficient worker will earn higher wages as compared to an inefficient worker.
· Wages can be determined by the following formulae
Wages = No of units produced × rate per unit
Advantages of piece wage system
- Incentive for higher production i.e encourages workers to produce more.
- Fairness: The system ensures fairness by correlating wages and productivity.
- Costing: Cost of production become easier as wages are a constant factor of the units of output.
- Lesser supervision.
- Personnel decision: Under this system decision can be made quickly about lazy workers e.g: transfer of workers.
- Economy: Total cost of output comes down with larger output.
Disadvantages (Drawbacks) Of piece wage system
1. Low quality: Due to high emphasis on the quality of production may lower the quality of products.
2. Insecurity to workers: Workers feel insecure due to the fact that they would get lower wages during the period when their efficiency is low.
3. Problem in industrial relations: The relationship between employees and management if lower output is caused by management negligence.
4. More administrative work: Daily records of production for each worker.
7. MOTIVATION. Is the process of stimulating people to take the desired course of action.
- It is the act of inspiring subordinates to work hard, so that to achieve the goals of the organization
- Needs wants are used to motivate workers.
Features of Motivation
- Psychological concept: It is an internal feeling.
- A person can not be motivated in part. I.e motivation is total and not peace-meal.
- Motivation is a continuous process because human needs are ever –growing and never fully satisfied.
- Motivation directly influence the behavior and performance of a person.
- Motivation is a task of every manager because every manager has to inspire his subordinate to complete their jobs efficiently.
- Motivation may be positive or negative.
(a)Positive motivation:- This involves inspiring people to work better and appreciating work that is well done by offering rewards.
(b)Negative motivation:- This involves forcing people to work by holding out threats or punishment.
NEEDS
These are requirements which are necessary for human existence. e.g food.Moreover only unsatisfied needs motivate a person i.e In order to motivate a person it is
necessary to understand and satisfy their needs
These are requirements which are necessary for human existence. e.g food.Moreover only unsatisfied needs motivate a person i.e In order to motivate a person it is
necessary to understand and satisfy their needs
CLASSIFICATION OF HUMAN NEEDS
Abraham Maslow classified human needs into five categories
- Physiological needs/survival needs: These are basic needs which should be satisfied before all other needs e.g: Food, air.
- Safety or security needs: These include physical safety against danger, economic security against old age, sickness e.g shelter, clothing, health, Insurance, pension security.
- Social needs: A man is social in nature. He needs love, affection, sense of belonging, association, friendship.Therefore an Individual creates family, relatives and friends.
- Ego or Esteem needs: Self esteem means self confidence, self respects, Esteem of others means power prestige, Independence, achievement, and recognition.
- Self-actualization needs: Desire to be come what one can become. It involves self fulfillment and maximum possible degree of achievement.These needs are Psychological and infinite i.e. An individual is never satisfied interns of achievement because there is no limit to progress.
INCENTIVES
An incentive is inducement which stimulates a person to act in a desired direction.
- An Incentive has a motivational power because it helps to satisfy a needs
- Incentives are classified into monetary and non-monetary Incentives.
MONETARY INCENTIVES.These are financial incentives
- They involve payment of reward in terms of money e.g: Cash awards.
- Money is a means of satisfying physiological, safety and social needs.
- Money is considered as a symbol of power, prestige and status.
NOTE: Employees do not work only for money, they need recognition, freedom, status, job satisfaction etc.
NON-MONETARY INCENTIVES
These are non – financial because they do not involve the flow of money and do not add to the income of the recipient
- They include challenging job, competitions, appreciation of work done, social recognition, opportunity for growth, participation in decision making.
- These incentives are more helpful in satisfying higher level than physiological needs and safety needs.
Different between monetary incentive and non –monetary incentives
- Monetary incentives payment of money whereas non-monetary incentives do not involve use of money.
- Monetary incentives are tangible i.e Visible and measurable while non –monetary incentive are invisible and non-measurable.
- Monetary incentives are used to satisfy lower level needs e.g: food, clothing, shelter while non monetary incentives are used to satisfy higher level needs like ago and self actualization.
- Monetary incentives are used to motivate workers while monetary incentives are used to motivate managerial personnel and can be used to supplement and support the monetary incentives.
8.COORDINATION
Is an orderly arrangement of group efforts to provide unity of action in the pursuit of a common goal.
- It involves unifying, integrating harmonizing the activities of different departments and individuals for the achievement of common goals or objectives.
ESSENTIALS OF EFFECTIVE COORDINATION
To achieve effective coordination, the following things must be observed
- Clearly defined goals. Every individual must understand the overall objectives and contribution of his job to the efficiency of the business.
- Comprehensive policies and programmes.There should be proper policies, programmes and procedures to create uniformity of actions.
- Clear line of authority: clear authority relationships facilitates mutual cooperation which is essential for effective coordination.
- Effective communication: Formal and Informal communication between members should be encouraged.
PRINCIPLES OF COORDINATION
1. Coordination must not be directed in autocratic manner but rather encouraged in democratic manner.
2. It should operate vertically as well as horizontally and effected at the most appropriate time.
3. It should be effected by direct contact between persons as immediately.
4. It must commence at the earliest stage of planning and policy making.
5. It must b continuous process.
TOOLS FOR ACHIEVING COORDINATION
- Committees: These the coordination because they.
I. Pool resources to solve problem.
II. Coordinating conflicting functions.
III. Ensures prior consultation hence lead to greater acceptance of decisions.
IV. Enable executives to be trained.
- Staff meetings: These are helpful because they:
I. Give the sense of unity to the workers of the organization.
II. Provide opportunity to subordinates to question superiors and provide forum for discussion.
III. Inform staff of any new development and problems.
- Conferences:- These are methods of making group discussion. They are free discussion and help company matters.These are usually organized for managers and supervisor.
- Programmes: These are Instruments of coordination which help enables work to be performed in a systematic way.They also give an opportunity to compare results with standard and action taken where necessary.Programmes communicate decisions and hence allow delegation.
9.CONTROLLING
Is the measuring and correcting of activities of subordinates ensure that events conform to plans.Or is the process of checking actual performance against the agreed standards or plans with a view to ensure adequate progress or satisfactory performance.
OBJECTIVES OF CONTROLLING
An effective system of control helps to achieve the following
- Determining the progress of work.
- Detecting deviations from the planned standards.
- Investigating the causes of deviations.
- Taking the corrective measures to check deviations.
- Avoid loss due to faulty production.
FEATURES/CHARACTERISTICS OF CONTROL
- It is performed by all managers of the organization
- Dynamic process: Review of performance ensuring results and taking corrective measures to bring life to the organization.
- Continuous process.
- Formal looking: It is preventive and relatives to future providing checks to individuals and the organization.
- Action oriented: A good system of control facilitates timely action so that there is minimum waste of timee and energy.
BENEFITS OF CONTROL
An effective control field the following advantages:-
a) Control provides the b
asis for future action.
asis for future action.
b) An effective control system facilitates decentralization of authority.
c) Control and planning go hand.Inter – relationship between planning and control .
d) Control facilitates decisions taking.
e) The existence of control system has a positive impact on behavior of the employees.
f) Control helps in coordination of the activities of the various departments of the enterprise.
LIMITATIONS OF CONTROL
- Business organizations can not control the external factors such as government policies and technological changes.
- Control is an expensive process because sufficient attention has to be paid to observe the performance of the subordinates this require time and expenditure
- Control loses us effectiveness when standards of performance can not be defined in quantitative terms e.g: It is difficult to measure employee morale.
- The effective of control depend on its acceptance by the subordinates, if subordinates resist if they feel that it will reduce their freedom.
Features of a good control system
A good control system has the following features
- Emphasis on objectives.Standards of performance should base on the objectives.If objectives are not clear good results will not be achieved
- Suitability: Control should be tailored to suit the need of the organization.
- Simplicity: Simple to understand employees must know what is expected (their performance).
- Flexibility: It should be able accommodate changes according to the circumstances i.e Control procedures must be changed it can’t achieve its basic purpose.
- Forward looking: Control system should be directed forward the future.
Qualities of a good standard of control
- Simple and easy to understand.
- Should be cable of being achieved with reasonable amount of effort and time.
- Should be flexible not rigid they should be capable of being modified whenever necessary.
- Should be consistent with the overall objectives of the organization.
- Should be set scientifically i.e after a time studies.
- If possible standards. Should be expressed in quantitative terms.
- Should be set after consultation with people who are going to attain them.
TOOLS OF CONTROL
The common used tools are
- Written report: Each manager prepares report on the performance of his subordinates and submit the report to the general manager.
- Budgets: Budgets pre-determine the extent of expenditure which can’t be exceeded i.e budget control expenditure.
- Key ratios: Pre-determined ratio of performance that must be achieved by organization. The common ratio are the return on investment (ROI), ratios between current assets and current liabilities, debt-equity ratio, etc
- Accounting techniques: Financial and cost accounting techniques are useful in controlling the use of finances of the organization.
- Internal audit: offer independent control on the use of financial resources and human resources. Periodic checks on the accounting procedures is the work of internal audit.
- Break –even analysis: This useful in determining the volume of sales at which total costs are fully covered and beyond which profit will be earned.This help the firm in guiding sales and controlling costs.
CONTROL PROCESS :-
Control process consists of the following steps
- Establishment of standards.A standard: Is the criterion against which actual performance can be compared.
I. Physical standards i.e those expressed in physical terms eg no of units hours.
II. Monetary standards : Those expressed in monetary terms eg sales revenue, expenses
- Measurement of performance: Actual performance is measured for individuals, groups and then comparing with standards already set.
- Investigate deviations: Comparing performance will reveal deviations from standards, then investigate the causes of deviation.
- Taking corrective actions: Taking appropriate actions so that deviations may not occur again and objectives of organization can be achieved.
DIRECTING AND SUPERVISION
Is the management process which activates the members of the organization to work efficiently and effectively for the attainment of the desired goals.
It is concerned with influencing, guiding, supervising and inspiring the subordinates to accomplish pre – determined objectives
It is concerned with influencing, guiding, supervising and inspiring the subordinates to accomplish pre – determined objectives
FEATURES OF DIRECTION
- Management functions: It is through direction that management initiates actions in the organization.
- Continuing function: A manager must continuously guide inspire and supervise subordinates to get things done.
- Result oriented function: direction converts plans into performance and breath life into the organization.
- Pervasive function: Direction is the responsibility of each and every manager and it is performed at all levels of management.
- Linking function: It translates plans into performance and thereby provides the material for control.
- Human factor: Direction is concerned with human behavior. It is interpersonal aspect of management.
Importance of direction
Effective direction provides the following advantages:
- Initiate action: Planning, Organizing and staffing are merely preparation for doing work.
- It is directing which starts actual work to convert plans into results
- Improve efficiency: A manager persuades his subordinates to work to the best of his ability through direction.
- Ensures coordination: Managers use various techniques of direction to integrate the efforts of different individuals in the organization.
- Facilitates changes: A manager can persuade her subordinates to accept and carry out changes from time to time.
- Helps stability and growth: Efficient direction helps an enterprise to survive and grow.
ELEMENTS OF DIRECTION
Direction consists of the following elements:
- Issuing orders and instructions to tell them what to do and how to do it.
- Supervising the subordinates to ensure that they are doing their jobs properly.
- Motivating the subordinates in order to persuade them to work hard to the accomplishment of organizational objectives.
- Providing leadership (guide) and advise subordinates.
- Communicating with people to remain in constant touch with them.
NOTE Orders, supervision, motivation, leadership and communicating are elements of direction.
- Issuing orders and instructions an order: is a command by a superior requiring a subordinate to do something. Its purpose is to initiate or modify action.
- Order can be oral or written depending on the situation.
Features of a good order
a) Order should be simple and easily understandable by the subordinates.
b) The order should be consistent with the objectives and policies of the organization.
c) The orders should be reasonable and attainable.
d) Orders should be in a language and tone that is not offensive to the subordinates.
e) The orders should specify the time limit within which it should be implemented.
f) The orders should preferably be in writing.
Supervision
Is defined as seeing the subordinates at work from above to ensure that they are working according to plans and policies of the organization.
- Supervision involves instructing guiding and assisting people towards better performance.
- A supervisor is also known as foreman, Gang-man charge-man, Overseer, Section officer or super intendent.
Qualities of a good supervisor
A supervisor to be effective in his job he should posses the following attributes
- Technical competence: Have a complete knowledge of the job supervised by him.
- Managerial qualities
- Leadership skills:- to be able to guide subordinates and promote harmony relations among them.
- Skill in instructing: a good supervisor should be able to communicate clearly with subordinates. End issue them orders without difficulty.
- Human orientation: should treat his subordinates as human being and deal with them accordingly to achieve good relation.
- Decision making skills: should be competent to take managerial decisions.
-He should be mentally alert and have a thorough knowledge of the working and surrounding environment.
FUNCTIONS OF A SUPERVISOR
- Planning the work: Determines the work schedule to ensure steady flow of work.
· He assigns work to different workers according to their ability
· He makes arrangement for raw materials, machines, tools and equipment
- Issuing orders: He tells the worker what to do and how to do.
- Providing leadership: Providing necessary guidance.He explains orders and instructions and advises workers to do work assigned to them.
- Motivating workers: Inspiring the workers for higher productivity and better quality
- Enforcing discipline: Enforcing rules and regulations of the organization to maintain discipline among workers.
- Handling grievances: Listen to grievances and complaints to workers and takes all possible steps to remove them.
- Controlling output: Keeps check on the quantity and quality of output.He takes necessary actions to ensure that production takes place according to pre-determined standards.
- Ensuring safety: Ensures that workers use safety device.He carriers out regular inspection to ensure that all machines and equipments are in proper condition.
- Maintaining conditions of work:- Ensures that working conditions are healthy.He suggests improvements in lighting, ventilation, cleanliness to tom management.
- Preserving records: Supervisor keeps records of output, attendance of each worker. He supplies necessary information on output, costs to the top management.
Leadership
Is the ability to persuade/guide others to meet objectives.
A leader: is the one who guide and directs other people.A leader gives efforts of his followers a direction and purpose by influencing their behavior
Qualities of a good leader
a) Intelligence: Mental ability to think scientifically and analyze accurately the problems.
b) Physical features: Physical characteristics and level of maturity.
c) Emotional feature: He should posses a high level of emotional stability and cool temperament.He needs a high degree of tolerance and social maturity.
d) Vision and foresight: able to visualist event in advance.He should have a high degree of imagination and determination.
e) Inner motivation: A leader must have a strong motivation to accomplish something.To initiate suitable action in proper time.
f) Acceptance of responsibility: He must be prepared to shoulder responsibility.Be responsible for any steps he takes.
g) Open mind(flexibility): A leader should be ready to absorb and adopt new ideas as may be demanded by the situation.
h) Self confidence: he has confidence in himself whenever he initiates any course of action.
i) Human relations attitude: A leader has to develop social understanding with other people.
Functions of leadership
A leader performs the following functions
- Determination of goals: He act as a guide to the goals and policies.
- Organization: A good leader helps in structuring the organization on scientific lines with the view of making its various components operate efficiently.
- Coordination:- A leader reconciles the goals of the individuals with the the organizational goals and creates a community of interest.
- Representation: A leader is a representative of his group.
- Providing guidance: He is available for advice whenever subordinate faces any problem.
- Motivation.
LEADERSHIP STYLES
There are 3 important leadership styles.
- AUTOCRATIC (AUTHORITARIAN) LEADER
Autocratic leader gives orders which he insists must be obeyed.He determines policies for the group without consulting them.He simply tells the group what steps they should take criticism on his own initiative and he insist to be listen by the group for most of the time.
- DEMOCRATIC (PARTICIPATIVE) LEADER
Is a leader who gives orders after consulting the group.
· He sees to it that policies are worked out in group discussion and with the acceptance of the group.
· Participative leadership increases the acceptance of management, ideas and reduces resistance to changes.
· It increases the workers morale.
· It lead to reduction in number of grievances of the workers.
- LAISSEZ FAIRE OR FREE REIN LEADER
A free rein leader leaves the group entirely to itself.
- He avoids using power, he largely depends upon the group to establish its own goals and work out its own problem.
- Group members work themselves and provide their own motivation.
- The leader exists as a contact man with the outsider to bring for his group the information and resources it need to accomplish its job.
OTHER LEADERSHIP STYLES
- Task centered leader: A leader here is primarily concerned with performance of assigned task using standards and methods.
· He believes in getting results by using better methods, keeping people constantly busy, using rewards and punishment.He is authoritarian in nature.
- Employee centered leader: Is a leader who helps his subordinates in solving their problems.
· He gives them
greater degree of freedom and allow them to participate in the decision making process.
greater degree of freedom and allow them to participate in the decision making process.
· He is democratic in nature .
NOTE: Task centered and employee centered are not two opposite ends, generally, managers have both in different degrees depending on the task to be performed.
