Unit No. 1: Introduction To Management Concepts and Managerial Skills
Unit No. 1: Introduction To Management Concepts and Managerial Skills
Unit No. 1: Introduction To Management Concepts and Managerial Skills
1:
Introduction To Management Concepts And Managerial Skills
Introduction:
Management is the art of getting work done through people with satisfaction for employer,
employees and public.
It is the process of designing and maintaining an environment in which individuals,
working together in groups, effectively accomplish selected aims.
All organizations need management for directing and unifying the group efforts through
collective action towards a common objective.
The block diagrams given below are representing the working of an organization without
management and with management.
Management is the process of effectively utilizing resources like manpower, money, materials and
machinery to achieve goals of enterprise through proper methods.
1.1 Definitions of Management, Role And Importance of Management:
As it is very difficult to define management through a single definition, listed below are a few
definitions provided by renowned experts.
9.John F Mee:
Management is the art of securing maximum results with minimum efforts so as to secure maximum
prosperity for employer and employee and give the public the best possible service.
10. Harold Koontz:
It is the art of getting the work done through and with people in formally organized groups.
Role of Management
In any organizational unit, whether it is a company or a section in a company, the manager
stands between the organization and its environment. The role of the management is to ensure
that the goals of the organization are achieved.
Today, the society has become very complex and a change in one part generates changes in
other parts. These changes are reflected in both tangible and intangible forms.
Tangible changes are concerned with changes in technology, size of organization,
specialization of work and theories which affect the society. Intangible changes are changes in
attitude, human values, culture, etc. The challenge of changes can be met by management
only.
Management ensures that all the activities are designed effectively such that the working of
each individual employee will contribute to the attainment of the organizational goals.
Importance of Management:
Principles of Management
Taylor’s Principles of Scientific Management
F.W. Taylor is regarded as father of Scientific Management. His principles of scientific
management are-
1. Science, Not Rule of Thumb: This means using scientific methods to study work and
determine the most efficient way of performing specific tasks instead of working by "rule
of thumb" or habit.
2. Development of each and every person to his or her greatest efficiency: Employees
should be scientifically selected and placed depending upon their skills, capabilities and
aptitudes. They should be provided proper training to learn the best method of doing a job.
3. Harmony, Not Discord: Harmony means there should be complete agreement on ideas and
opinions between workers and management. Discord or difference in opinion will lead to
conflicts.
4. Cooperation, Not Individualism: This lays stress on mutual cooperation between workers
and the management. Cooperation, mutual confidence, sense of goodwill should prevail
among both, managers as well as workers. It will replace internal competition with
cooperation.
5. Maximum output in place of restricted output: By maximizing the production
efficiency, the earnings of employees and employers will also increased.
6. Financial Incentives: According to this principle the wages paid should be as per
performance of the worker. An efficient worker should be paid more than an inefficient
worker. This will motivate the workers to become more efficient.
Henry Fayol’s Principles of management
1. Division of work:
According to this principle, work should be divided among workers according to their
personal aptitude and skills.
Division of work leads to specialization which is necessary for efficient utilization of
labour. This will result in increased efficiency and productivity.
2. Authority and Responsibility:
Managers need to have the authority (and with it responsibility) to command their
teams. When managers have teams reporting to them they are usually responsible for
the team's performance.
Authority and Responsibility should go hand in hand and must be related to one
another. An executive can do justice to his responsibility only when he has authority.
Responsibility without Authority or vice versa is meaningless.
3. Discipline:
Discipline is absolutely necessary for efficient functioning of all sections of an
organization.
Discipline is described as “respect for agreements that are directed at achieving
obedience, application, and the outward marks of respect”.
Fayol declares that discipline requires good superiors at all levels, clear and fair
agreement and judicious application of penalties.
4. Unity of command:
This principle relates to the functioning of personnel. According to this principle, an
employee should receive orders and instructions from one superior only.
This principle is useful to avoid confusions, mistakes and delays in work.
5. Unity of direction:
This is a broader concept than unity of command. It deals with the functioning of the
body corporate. According to this principle, each group of activities having the same
objective must have one head and one plan.
6. Subordination of individual interest to general interest:
In any organization, the interest of the organization should be above that of the
individual. This is necessary to maintain unity and avoid friction among employees.
7. Remuneration of personnel:
Remuneration is the price paid by the organization to its employees for the services
rendered by them.
The remuneration and methods of payment should be fair and provide maximum
satisfaction to employee and employer.
8. Centralization:
Centralization means the concentration of authority with top management. In
a centralized organization, power is held by head office or a small number of managers,
whereas decentralized organizations allow departments and individuals to make
decisions.
According to Fayol, it is important to have a balance between centralization and
decentralization for proper working. The appropriate level of centralization will depend
on the organizational structure and objectives.
9. Scalar chain:
The unbroken line of authority from the highest level to the lowest levelis calledscalar
chain.
Managers are regarded as ‘Chain of Superiors” from the highest to the lowest ranks and
the unbroken line of command and authority should be maintained.
However the chain may be short-circuited when scrupulous following of it would be
detrimental for the organization
10. Order:
According this principle, everything(material)and everyone (human being), has a
specific place in the organization. They should be arranged such that right material/right
person should be located at the right place for effective functioning.
11. Equity:
According to this principle, managers should treat all employees/subordinates with
fairness, kindness and justice.
This will make the employees to be more loyal and devoted towards the organization.
12. Stability of tenure of personnel:
Stable and secure work force is an asset to an enterprise. Stability of tenure means
ensuring that employees do not leave the company.
Instability is a result of bad management and increases the costs of unnecessary labour
turnover.
13. Initiative:
Initiative is conceived as thinking and execution of a plan. It is one of the keenest
satisfactions for an intelligent employee.
Managers should encourage and motivate the employees to take initiative which will
help the organization to improve.
Employee initiative can include employee suggestions, new ideas, solutions to a
problem and dealing with situations without being asked to do so.
14. Esprit de corps:
This principle of management emphasizes the need for team work, i.e. harmony and
understanding among the employees and shows the importance of communication in
obtaining such team work.
“Union is strength” is the essence of this principle.
Organization:
Organization is the framework of management. It is the function of putting together the
different parts of an enterprise into working order.
Management carries out the policies of Administration through the frame work of
organization.
It is the foundation upon which the whole business is built. Without efficient
organization, no management can perform its function smoothly. Strong organization
contributes greatly to the continuity and the success of an enterprise. A poor
organization structure makes good performance impossible, no matter how good the
individuals are.
It is a structure of relationships among the individuals working together for a common
goal.
Organization is concerned with the building, developing and maintaining of a structure
of working relationships in order to accomplish the objectives of the enterprise.
Organization means the determination and assignment of duties to individuals and also
the establishment and the maintenance of authority relationships among the grouped
activities.
1. Functions
2. Usage / Applicability
On the Basis of Functions: -
Basis Management Administration
Skills Mainly requires technical and humanskills Mainly requires conceptual and
human skills
1. Planning
It is the first step of management function.
Planning is deciding in advance what to do, how to do, when to do, who will do and
where to do.
Planning is essential for utilizing all available resources in the best way to achieve
goals, to develop and establish the enterprise.
It is a process by which a manager anticipates the future and discovers alternatives to
get the work done. Then he decides how best to achieve goals, profit and applying best
strategies.
Without proper planning, the activities of the enterprise will become confused and
ineffective.
2. Organizing
Organizing is the second function of management. It follows planning. It is the process
by which structure and allocation of jobs is done.
Organizing refers to the relationship between people, work and resources to achieve
goals.
This involves dividing the work into convenient tasks, and grouping them properly
into departments and sections. Then the jobs are allotted to proper people with the
necessary amount of authority and responsibility.
3. Staffing
Staffing is a process of recruitment, selection, acquiring, training, appraising
employees. It is a continuous process.
Employees are the most important resources of any organization. The right staff is
very important for a company because they can change and ensure the organization’s
success.
4. Directing
Directing is a process in which the managers instruct, guide and overview the performance of
the workers to achieve the company’s goals.
It includes functions like Leadership, communication, motivation and supervision.
Leadership: It is the quality of the manager to inspire confidence and trust in his subordinates,
get maximum cooperation from them and guide their activities to create an organized effort.
Communication: It is the process by which ideas are transmitted, received and understood by
others for producing desired results. It may be verbal or written orders, reports, instructions,
etc. Ineffective communication leads to confusion, misunderstanding and dissatisfaction.
Motivation : Motivation means inspiring the subordinates to do work or to achieve company
objectives efficiently.
Supervision: Supervision is necessary to ensure that work is going on as per the established
plan and the workers are doing work as they were directed to.
5. Controlling
It is a continuous process which measures the current performance and guides it towards
the predetermined goal. This process helps the managers evaluate the company’s performance
and know whether any change is needed.
Controlling involves the following steps:
Setting up or establishment of standards:
Measuring the actual performance
Comparing the actual performance with established standards
Take corrective actions if needed
1.3 Types of planning
Planning can be classified on the basis of coverage of activities, importance of contents in
planning, approach adopted in planning process, time dimension and degree of formalization
in planning process.
1. Coverage of activity: Corporate and functional planning
2. Importance of contents: Strategic and tactical/operational planning
3. Time period involved: Long term and short term planning
4. Approach adopted: Proactive and reactive planning
5. Degree of formalization: Formal and Informal planning
The planning activities at the corporate level which cover the entire organizational activities
are called corporate planning.
The focus in corporate planning is to determine long term objectives as a whole and to
generate plans to achieve these objectives bearing in mind the probable changes in dynamic
environment. Corporate planning is the basis for functional planning.
Functional planning:
It is derived from corporate planning. Itis undertaken for each major function of the
organization like production, marketing, finance etc.,
As functional planning is derived out of corporate planning, it contributes to the
corporate planning.
Strategic planning is a process in which the top management determines its vision for
the future and identify the goals and objectives for the organization.
It sets the directions in which the organization wants to proceed in future.
Strategic planning involves a time span of more than one year and for most of the
organization it ranges from the next 3 and 5 years.
It takes into account all the external factors, strengths and weaknesses, risks,etc and
makes a long term policy for the organization.
Examples of strategic planning may be diversification of business into new lines, new
products, planned grown rate in sales etc.
Tactical planning:
It is an extension of strategic planning. Tactical plans are created for all levels of
organization. It is concerned with the integration of various organizational units. It
involves how the resources should be used to achieve the strategic goals.
Operational planning:
This planning is done by lower level management. It is concerned with day to day
operations of the organization. It is detailed and specific and usually based on past
experiences. It covers functional aspects like finance, production human resources, etc.
The time span for operational planning is less than one year.
The examples of operational planning may be adjustment of production within available
capacity, increasing the efficiency of the operating activity by analyzing past performance.
Long and short term planning:
The long term planning is strategic in nature and involves more than one year period and
can extend to 15 to 20 years or so.
Short term planning usually covers one year. Short term plans are made with reference to
long term plans because short term plans contribute to long term plans.
Proactive and reactive plans:
Planning is an open system approach and hence it is affected by environmental factors which
keep on changing continuously. The organization’s response to these changes differs. Based
on these responses planning may be proactive and reactive.
Proactive planning involves designing suitable courses of action in anticipation of likely
changes of environment.
Managers adopting proactive changes do not wait for environment to change, but take
action in advance of environmental changes. For this, continuous scanning of
environment is necessary.
Reactive planning:
In reactive planning response comes after environmental changes take place. By the time
organization responds to change in environment there may be further change in
environment.
Hence this type of planning is suitable in the environment which is fairly stable over a
long period of time.
Formal and informal planning:
Formal Planning:
Large organizations undertake planning in a formal way. Generally a separate corporate
planning cell is formed at higher level. The cell is staffed by people of different
backgrounds like engineers, economists, statisticians etc., depending upon the nature. The
cell continuously monitors the environment. When environment shows some change, the
cell analyses the environment and suggest suitable measures to take the advantage of the
changing environment. This type of planning is rational, systematic, regular and well
documented and called formal planning.
Informal planning:
Informal planning is undertaken generally by small organizations. This planning process
is based on manager’s experience, intuitions rather than based on systematic evaluation
of environmental changes.
This planning process is part of manager’s regular activity and is suitable for small
organizations.
Steps in planning
The planning process is different from one plan to another and one organization to another.
The steps generally involved in planning are as follows:
1. Establishing goals/objectives
Planning
3.Deciding the planning period
In
4.Evaluation and selection of
5.Developing derivative/supportive
Figure 8 Steps in Planning
(1) Establishing goals/objectives:
The first step in planning process is to determine the enterprise objectives. These are
set by upper level managers after number of objectives has been carefully considered.
The objectives set depend on the number of factors like mission of the organization,
abilities of the organization etc., Once the organizations objectives are determined, the
section wise or department wise objectives are planned at the lower level.
Defining the objectives of every department is a very essential one; then only clear cut
direction is available to the departments. Control process is very easy if the objectives
are clearly defined.
(2) Establishing planning premises:
This is the second step in planning. It involves the conditions under which planning
activities will be undertaken.
Planning premises are planning assumptions or factors like the expected
environmental factors, pertinent facts and information relating to the future such as
general economic conditions, population trends, competitive behaviour etc.
The planning premises can be classified as below:
(a) Internal and External premises.
(b) Tangible and Intangible premises.
(c) Controllable and non-controllable premises.
(3) Deciding the planning period:
Once the long term objectives and planning premises are decided, the next task is to
decide the period of the plan.
Some plans are made for a year and in others it will be decades. Companies generally
base their period on a future that can reasonably be anticipated.
(4) Identification of alternatives:
The next step in planning is identifying alternatives. A particular objective can be
achieved through various actions. For example an organization’s objective is to grow
further which can be achieved in several ways like expanding in the same field of
business orproduct line, diversifying in other areas, joining hands with other
organization, acquiring other organizations and so on. With each category there may
be several alternatives.
(5) Evaluation and selection of alternative:
After the alternatives are identified, the next step is to evaluate the alternatives
according to the premises and goals, and to select the best course of action.
This is done with the help of quantitative techniques and operations research. In
addition, software packages are available for evaluating alternatives.
(6) Developing derivative/supportive plans:
After the best plan is selected, various other plans are derived so as to support the main
plan. These may be plans for buying equipment, buying raw material etc. They are
derivative plans /supportive plans formulated to support the main plan.
(7) Measuring and controlling the process:
Managers need to check the progress of their plans so that remedial action can be
taken to make plan work or change the plan if it is unrealistic. Hence process of
controlling is a part of any plan.
.
Figure 9
Works Manager
Superintendent 1 Superintendent 2
Disadvantages
1. There is lack of specialisation.
2. Departmental heads are over-burdened with various routine jobs, so they do not
have time for further expansion and planning.
3. It overloads a few key executives.
4. Due to lack of specialization, there may be chances of accidents, wastage of material
and man hours.
5. Chances of delay in communicating the orders of General Manager or any other
departmental head to the workers and, therefore, possibility of distortion, due to long
channel.
6. It encourages dictatorial way of working.
7. It has no means of rewarding good workers.
Applications:
1. Suitable for factories of small and medium size, where the number of subordinate and
operational staff is less.
2. Suitable for continuous process such as sugar, paper, oil refining, spinning and weaving
industries, textiles, etc.
3. Suitable where labour problems are not difficult to solve.
4. Suitable where automatic plants are used.
2. Functional Organization
The line organization does not provide specialists in the structure. Many jobs require
specialized knowledge.
In functional organization the specialists are made available in the top positions
throughout the enterprise.The functional organization was introduced by F.W.Taylor.
Figures 1 and 2 below represent line and staff organization
Under functional organization, various activities of the enterprise are classified according
to certain functions like production, marketing, finance, personnel etc., and are put under
the charge of functional specialists as show in fig1
A functional in charge directs the subordinates throughout the organization in his
particular area of business operation. This means that subordinates receive orders and
instructions not from one superior but from several functional specialists.
Figure 11 Functional Organization
In figure11 , there are 8 functional foremen like route clerk, speed boss, inspector, etc
who are specialists in their own fields. Each specialist provides expert advice to workers
in his field and workers receive orders and instructions from eight superiors.
Advantages of functional organization
1. Due to specialisation quality of work is better.
2. This system provides more specialised knowledge and guidance to individual workers
through experts.
3. It helps mass production by standardisation and specialisation.
4. If any operation needs improvement, it can be improved even up to the last moment.
5. Considerable expansion of the factory is possible.
6. As expert guidance is available, chances of accidents, wastage of materials, man and
machine hours are reduced. This will reduce prime cost.
7. Unnecessary overloading of responsibilities will not be there, as was in the case of line
organization.
8. No special knowledge of workers is required as the instructions are supplied by drawing
and experts.
9. The line executives are spared from routine specialized decisions.
Disadvantages
1. As each worker is responsible to all experts, it becomes difficult to maintain discipline
2. By employing high waged experts, the total cost of job may become high.
3. As line workers will not be using their skills, their initiative cannot be utilised.
4. It is very difficult to fix up the responsibility to any one foreman in case something goes
wrong.
5. Workers will always be confused about the authority and activity of each expert.
6. Proper co-ordination of the work of different departments is required but it is difficult to
maintain as everybody is working individually.
7. Lack of coordination among functional executives will delay decision making.
8. Industrial relationships become more complex.
Application:
Due to the above disadvantages, a pure functional system is rarely found. However in
modified form, it is used in a few modern advanced concerns.
3. Line and Staff Organization
Figures 12 and 13 below represent line and staff organization. Here the line executives are
marked vertically and staff executives are placed horizontally.
Line and staff organization has advantages of both line and functional organization.
Here, the line executives have supervisory authority and control over subordinates.
Authority flows from top to bottom as it does in the line organization
In addition, specialists called staff are recruited to advisethe line executives on important
matters. The final decision whether to accept and implement the recommendations of staff
lies with line executives.
The staff officials do not have any power of command in the organization as they are
employed only to provide expert advice to the line manager.
(G.M.: General Manager; W.M.: Works Manager; Suptd : Superintendent; F/M : Foreman; B.O.D: Board Of
Directors)
Advantages
(1) Specialized and expert advice from staff executives is available.
(2) Reduction of burden on line managers.
(3) Better decisions, as staff specialists help the line managers
(4) Unity of command
(5) Flexible when compared to functional organization.
(6) Less wastage of material, man and machine hours.
(7) Quality of product is improved.
(8) Has all advantages of both line and functional organization.
Disadvantages
(1) If allocation of duties between line and staff is not clear, it may give rise to confusions.
(2) There might be conflict between line and staff executives.
(3) Since staff is not accountable, they may not perform well.
(4) Product cost will increase because of high salaries of staff executives.
Now-a-days this type of organization is preferred for medium and large scale industries,
depending upon internal structure, nature of productive activities and span of business area.
It is applied in automobile industries and other intermittent nature of industries
4. Project Organization:
When an organization takes up a new project, a Project Organization is set up in order to
complete the project.
It comprises of specialists from different functional areas of the parent organization. If
needed experts are hired from outside also.
The team of specialists work simultaneously to achieve the goals of the project.
After the project is completed the team is dissolved. So it is a temporary in nature.
Advantages:
It does not interfere with the functioning of the existing organization.
Decision making is quick.
It allows maximum usage of specialist knowledge.
It provides the maximum attention that a project needs.
Disadvantages:
The members are recruited for a short period so it creates a feeling of insecurity
and uncertainty.
There may be conflicts among specialists.
The project manager may not have complete authority over team members.
Sometimes decision may be difficult due to pressures from different specialists.
Applications:
In IT companies like L&T, Infosys, TCS, Wipro, etc where business is mainly project based.
CEO
Marketing HR Manager
Manager
Engineering Engineering
Activities Activities
Resources Resources
Assignment of duties
Determination of objectives
B. Marketing Management:
Marketing Management is planning, organizing, controlling and implementing of marketing
programmes and policies to distribute the organization’s products to the buyers to generate an
acceptable profit.
The major objectives of marketing management are: creation of demand, customer
satisfaction, market share, generation of profits, creation of good will and public image.
The sub-activities are:
(1) Advertising: Involves giving information about products to buyers.
(2) Marketing research: It is related to the systematic collection and analysis of data relating
to the marketing of goods and services.
(3) Sales management: It involves management efforts directed towards movement of
products and services from producers to consumers.
C. Financial Management:
Financial Management is planning, organizing, directing and controlling the financial
activities like procurement and utilization of funds of the enterprise. It means applying
management principles to financial resources of the enterprise. The objectives are:
1) To ensure regular and adequate supply of funds to the organization.
2) To ensure adequate returns to the shareholders
3) To ensure optimum funds utilization
4) To ensure safety on investments
5) To plan a sound capital structure
The functions are financial planning and forecasting, determination of capital composition,
fund investment, maintaining proper liquidity, disposal of surplus and financial controls.
D. Human Resource (Personnel) Management: Human Resource Management includes the
processes of planning, selecting, recruiting and inducting employees in an organization. The
objectives include
a) Effective utilization of human resources
b) Motivation
c) Creating policies and procedures
d) Growth and development of Human resources.
The functions of human resource management include man power planning, recruitment,
selection, performance appraisal, training, wage and salary administration, compensation and
rewards, industrial relations, employee communication and personnel record maintenance.
Technical Skills
Technical skills involve the knowledge of and proficiency in activities involving methods,
processes and procedures. For example, mechanics work with tools and their supervisors
should have the ability to teach them how to use these tools.
The skills are acquired through education or experiences in particular industry .These
skills involve the use of tools, equipment, procedures, and techniques of the industry.
Technical skills are most important for supervisory level or first-level managers. As we go
through a hierarchy from the bottom to higher levels, the technical skills lose their
importance.
Conceptual Skills
Conceptual skills are the abilities to see the organization as a whole, to recognize inter
relationships among different functions of the business and external forces and to guide
effectively the organization efforts.
It is easier to learn technical skills than the conceptual skills.
These skills help in making long-range plans and decisions for expanding the business
(forecasting).
The conceptual skills will help managers to look outside their department’s goals. So, they
will make decisions that will satisfy overall business goals.
Conceptual skills are vital for top managers, less critical for mid-level managers, and
not required for first-level managers.
These can be classified as Decision Making skills and Organizational skills.
Decision making skills:
o It is the ability of a person to take timely and accurate decisions. This requires
mental ability and presence of mind.
Organizational skills:
It helps to select and fix right people at right work.
These skills represent the ability of a manager to work effectively with people.
They help to build a team and create an environment in which people feel
secure and free to express their opinions. As seen in above figure, these skills
are equally essential for managers at all levels in the company.
They are classified as:
Communicating skills:
It is the ability to convey information to the other. Improper, insufficient and
poorly expressed information can create confusion.
Motivating skills:
It inspires people to do what the manager wants them to do. The
motivationmay be positive or negative.
Positive motivation includes rewards, Negative motivation
includes punishment, threats, etc
Leadership skills:
This skill helps the manager to lead the people working under
him. It is the ability to inspire confidence and trust in the
subordinates in order to have maximum cooperation from them.