Management Functions and Roles
Management Process and Functions
Management in business can be defined as the acquisition, allocation and utilization of resources through a set of general functions: planning, organizing and staffing, leading and controlling. Management involves the coordination of human, financial, material and information resources in order to operate a business organization efficiently to realize the company's goals.realize The Managerial process is a continuous decision-making process that takes place within the context of management functions of planning, organizing, leading and controlling activities. Managers must, first, develop a plan plan, then organize resources according to the plan, lead/direct the resources (i.e., employees) to work towards achieving the plan goals, and finally, control everything by monitoring and measuring the effectiveness of the plan. These four managerial functions are highly inseparable and work as an interrelated set of functions; each function bleeds into the others and each affects the performance of the others.
The management functions are part of a body of practices and theories on how to be a successful manager. All these functions have different purposes and critical skills requirements, but they all depend on communications, pattern recognition of situational context awareness to act, sensitivity to relationships, and an understanding of the organization's power structure. These functions are highly inseparable and work as a continuous management process, each function bleeds into the others and each affects the performance of the others. These functions are standard across industries, whether that be in a manufacturing plant, a home office, a grocery store, a retail store, a restaurant, a hotel, or even an amusement park. These functions enable managers to work with, and through other people to get work done.
Management in business can be defined as the acquisition, allocation and utilization of resources through a set of general functions: planning, organizing and staffing, leading and controlling. Management involves the coordination of human, financial, material and information resources in order to operate a business organization efficiently to realize the company's goals.realize The Managerial process is a continuous decision-making process that takes place within the context of management functions of planning, organizing, leading and controlling activities. Managers must, first, develop a plan plan, then organize resources according to the plan, lead/direct the resources (i.e., employees) to work towards achieving the plan goals, and finally, control everything by monitoring and measuring the effectiveness of the plan. These four managerial functions are highly inseparable and work as an interrelated set of functions; each function bleeds into the others and each affects the performance of the others.
The management functions are part of a body of practices and theories on how to be a successful manager. All these functions have different purposes and critical skills requirements, but they all depend on communications, pattern recognition of situational context awareness to act, sensitivity to relationships, and an understanding of the organization's power structure. These functions are highly inseparable and work as a continuous management process, each function bleeds into the others and each affects the performance of the others. These functions are standard across industries, whether that be in a manufacturing plant, a home office, a grocery store, a retail store, a restaurant, a hotel, or even an amusement park. These functions enable managers to work with, and through other people to get work done.
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Planning
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Organizing
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Leading
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Controlling
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Planning Function
Planning is the function of management that involves setting direction, and setting objectives then determining a course of action for achieving those objectives. Planning involves setting objectives and determining a course of action for achieving those objectives. According to KOONTZ "Planning is deciding in advance what to do, when to do, and how to do. In essence they map out where the organization is headed, its short-range and long-range performance targets, and the competitive moves and internal action approaches to be used in achieving the targeted results.
The planning process deals with chalking out a future course of action and deciding in advance the most appropriate course of actions for achieving predetermined and/or desired goals. It requires thinking strategically first, then applying that thought to making decision on choosing future courses of action from among alternatives. For managers, planning and decision-making require an ability to foresee, to visualize, and to look ahead purposefully. Planning results in plans that are specifications desired intentions (modeled as intentional goal model) and the specification of the methods/means (strategies/processes) to be employed to achieve the desired. Planning involves the following activities:
Planning requires that managers be aware of environmental conditions facing their organization and forecast future conditions through situation analysis. It also requires that managers be good decision makers. Planning is a process consisting of several steps. It begins with environmental scanning (awareness of the critical contingencies facing their organization in terms of economic conditions, their competitors, and their customers). Planners must then attempt to forecast future conditions. These forecasts form the basis for planning. Planning is looking ahead into the future and predicting possible trends or occurrences which are likely to influence the working situation. It is the most vital quality and job of a manager; and it helps maintain managerial effectiveness by guiding future activities. The result in the planning process is the creation of various types of plans, e.g., strategic plans, budgets, tactical plans such as business plan, marketing plan, financial plan, operations plan, etc. The organization's success and progress in achieving vision and mission will be indicated by how well the underlying goals and objectives are achieved.
Planning is the function of management that involves setting direction, and setting objectives then determining a course of action for achieving those objectives. Planning involves setting objectives and determining a course of action for achieving those objectives. According to KOONTZ "Planning is deciding in advance what to do, when to do, and how to do. In essence they map out where the organization is headed, its short-range and long-range performance targets, and the competitive moves and internal action approaches to be used in achieving the targeted results.
The planning process deals with chalking out a future course of action and deciding in advance the most appropriate course of actions for achieving predetermined and/or desired goals. It requires thinking strategically first, then applying that thought to making decision on choosing future courses of action from among alternatives. For managers, planning and decision-making require an ability to foresee, to visualize, and to look ahead purposefully. Planning results in plans that are specifications desired intentions (modeled as intentional goal model) and the specification of the methods/means (strategies/processes) to be employed to achieve the desired. Planning involves the following activities:
- Setting Direction - Direction setting through the development of goals and objectives, in essence, map out where the organization is headed, its short-range and long-range performance targets, and the competitive moves and internal action approaches to be used in achieving the targeted results.
- Setting Objectives - Planners must establish objectives, which are statements of what needs to be achieved and when. Goals are typically set for the organization as a whole to set the stage for a hierarchy of goals that align with the various areas in the organization structure such as functional areas, and products and services areas. Functional areas like marketing HR, accounting, etc., will need to have goals and objectives that contribute to the organization goals and objectives (derived from the vision and mission goals and objectives). Similarly, product and service areas will have goals and objectives. Goals and objectives can also be set for the way that functions and product and service areas interact.
- Option Development - Planners must then identify alternative courses of action for achieving objectives. After evaluating the various alternatives,
- Strategic Choice - Planners must make decisions about the best courses of action for achieving objectives.
- Operations Strategy Design - They must then formulate necessary steps and ensure effective implementation of plans.
Planning requires that managers be aware of environmental conditions facing their organization and forecast future conditions through situation analysis. It also requires that managers be good decision makers. Planning is a process consisting of several steps. It begins with environmental scanning (awareness of the critical contingencies facing their organization in terms of economic conditions, their competitors, and their customers). Planners must then attempt to forecast future conditions. These forecasts form the basis for planning. Planning is looking ahead into the future and predicting possible trends or occurrences which are likely to influence the working situation. It is the most vital quality and job of a manager; and it helps maintain managerial effectiveness by guiding future activities. The result in the planning process is the creation of various types of plans, e.g., strategic plans, budgets, tactical plans such as business plan, marketing plan, financial plan, operations plan, etc. The organization's success and progress in achieving vision and mission will be indicated by how well the underlying goals and objectives are achieved.
Organizing Function
Organizing is the function of management that involves developing an organizational structure and allocating human resources to ensure the accomplishment of objectives. Organizing is a function of management that involves determining and providing resources (human and non-human) to the business organization. The Organizing function brings together physical, financial, and human resources and the productive relationships among them for achieving the goals established in the planning function. This is the process by which the established plans are moved closer to realization (implementation and execution). Essentially, to organize a business entails providing it with everything useful for its functioning; i.e., raw materials, tools, capital, and personnel.
Organizing involves determining how activities and resources are to be assembled and coordinated and involves the following activities:
Organizing is the part of managing which involves establishing an intentional formalized structure of functions/capabilities, positions and roles/responsibilities for people to fill in the organization. Organizing at the level of the organization involves deciding how best to departmentalize, or cluster, jobs into departments to coordinate effort effectively. There are many different ways to departmentalize, including organizing by function, product, geography, or customer. Organizing at the level of a particular job involves how best to design individual jobs to most effectively use human resources.
The organizing, function must address goals and objectives; the way the organization is organized can affect goals and objectives in terms of how performance of those functional areas are tracked, as well as exactly what constitutes performance will vary from function to function. Leaders need to identify what activities are necessary, assign those activities to specific personnel, effectively delegating tasks. Leaders need to coordinate tasks to keep resources moving efficiently toward goals.
Staffing Function
Staffing is the function of manning the organization structure and keeping it manned through proper and effective selection, appraisal and development of personnel to fill the roles/job positions designed in the organization structure. Staffing function involves:
Organizing is the function of management that involves developing an organizational structure and allocating human resources to ensure the accomplishment of objectives. Organizing is a function of management that involves determining and providing resources (human and non-human) to the business organization. The Organizing function brings together physical, financial, and human resources and the productive relationships among them for achieving the goals established in the planning function. This is the process by which the established plans are moved closer to realization (implementation and execution). Essentially, to organize a business entails providing it with everything useful for its functioning; i.e., raw materials, tools, capital, and personnel.
Organizing involves determining how activities and resources are to be assembled and coordinated and involves the following activities:
- Organization Structure - Organizing produces a structure of relationships in an organization and it is through these structured relationships that plans are pursued and resources coordinated. Organization structure is a component of organization design and its purpose is to create an environment for the best human performance. The structure defines the tasks to be done. The rules so established must also be designed in light of the abilities and motivations of the people available. The structure of the organization is the framework within which effort is coordinated.
- Decision Rights - Decision rights are a component of organization design. They identify what business decisions need to be made to both drive business operations and to drive alignment to strategy; who is involved in making them; what jobs and tasks, who will work for whom, and how they will be made through operating processes.
- Staffing - The process of finding the right employee with the appropriate qualifications and experience and recruiting them to fill a position, role, or job. The staffing model refers to data that measures work activities, how many labor hours are needed, and how employee time is spent.
- Job Design -Decisions made about the nature of jobs within the organization are generally called “job design” decisions.
- Organization Functions - The Organizing function brings together physical, financial, and human resources and the productive relationships among them for achieving the goals established in the planning function. Leaders need to identify what activities are necessary, assign those activities to specific personnel, effectively delegating tasks. Leaders need to coordinate tasks to keep resources moving efficiently toward goals It is important to prioritize which resources are essential at any given time.
- Organization Units (Functions / Working Parts) Goals - Organizations typically will have Functional Areas such as marketing, sales, human resources, etc., and products and services areas. Goals and objectives are set for the functional areas and products and services areas; measuring and tracking these goals and objectives help show if and how these functions are contributing to the organization goals and objectives. Goals and objectives are also set for the way the functions and products and services areas interact.
- Position Goals - These are performance goals
Organizing is the part of managing which involves establishing an intentional formalized structure of functions/capabilities, positions and roles/responsibilities for people to fill in the organization. Organizing at the level of the organization involves deciding how best to departmentalize, or cluster, jobs into departments to coordinate effort effectively. There are many different ways to departmentalize, including organizing by function, product, geography, or customer. Organizing at the level of a particular job involves how best to design individual jobs to most effectively use human resources.
The organizing, function must address goals and objectives; the way the organization is organized can affect goals and objectives in terms of how performance of those functional areas are tracked, as well as exactly what constitutes performance will vary from function to function. Leaders need to identify what activities are necessary, assign those activities to specific personnel, effectively delegating tasks. Leaders need to coordinate tasks to keep resources moving efficiently toward goals.
Staffing Function
Staffing is the function of manning the organization structure and keeping it manned through proper and effective selection, appraisal and development of personnel to fill the roles/job positions designed in the organization structure. Staffing function involves:
- Manpower planning
- Recruitment, Selection and Placement
- Training and development
- Re-numeration
- Performance Appraisal
- Promotions and Transfers
Leading Function
Leading is one of the functions of management involving the directing of activities and actuating the organizational methods/actions through negotiations and selling to motivate staff. Leading involves the social and informal sources of influence that you use to inspire action taken by others. If managers are effective leaders, their subordinates will be enthusiastic about exerting effort to attain organizational objectives. Leading is the responsibility of managers to let staff know what work needs to be done, and also by when to ensure efficient achievement of organizational purposes.
Leading sets the enterprise in motion through the actions of people to execute the work prepared during planning, organizing and staffing. Leading is that inter-personnel aspect of management which deals directly with influencing, guiding, supervising, motivating subordinates for the achievement of organizational goals. To become effective at leading, managers must first understand their subordinates’ personalities, values, attitudes, and emotions. The Leading function requires leaders to do more than simply give orders, they must supervise subordinates while simultaneously motivating teams through guided leadership communicated in clear ways to contribute in meaningful ways.
Leading/Directing is one of the functions of management that directs activities and actuates the organizational methods/actions. Leading is the responsibility of managers to let staff know what work needs to be done, and also by when, to ensure efficient achievement of organizational purposes. Leading is that inter-personnel aspect of management which deals directly with influencing, guiding, supervising, motivating subordinates for the achievement of organizational goals.
Leading/Directing activities involves following tasks:
The leading/directing function requires leaders to do more than simply give orders, they must supervise subordinates while simultaneously motivating teams through guided leadership communicated in clear ways to contribute in meaningful ways. Directing sets the enterprise in motion through the actions of people to execute the work prepared during planning, organizing and staffing.
Studies of motivation and motivation theory provide important information about the ways in which workers can be energized to put forth productive effort. Studies of communication provide direction as to how managers can effectively and persuasively communicate. Studies of leadership and leadership style provide information regarding questions, such as, “What makes a manager a good leader?” and “In what situations are certain leadership styles most appropriate and effective?”
Leading is one of the functions of management involving the directing of activities and actuating the organizational methods/actions through negotiations and selling to motivate staff. Leading involves the social and informal sources of influence that you use to inspire action taken by others. If managers are effective leaders, their subordinates will be enthusiastic about exerting effort to attain organizational objectives. Leading is the responsibility of managers to let staff know what work needs to be done, and also by when to ensure efficient achievement of organizational purposes.
Leading sets the enterprise in motion through the actions of people to execute the work prepared during planning, organizing and staffing. Leading is that inter-personnel aspect of management which deals directly with influencing, guiding, supervising, motivating subordinates for the achievement of organizational goals. To become effective at leading, managers must first understand their subordinates’ personalities, values, attitudes, and emotions. The Leading function requires leaders to do more than simply give orders, they must supervise subordinates while simultaneously motivating teams through guided leadership communicated in clear ways to contribute in meaningful ways.
Leading/Directing is one of the functions of management that directs activities and actuates the organizational methods/actions. Leading is the responsibility of managers to let staff know what work needs to be done, and also by when, to ensure efficient achievement of organizational purposes. Leading is that inter-personnel aspect of management which deals directly with influencing, guiding, supervising, motivating subordinates for the achievement of organizational goals.
Leading/Directing activities involves following tasks:
- Supervision - This implies overseeing the work of subordinates by their supervisors. It is the act of watching and directing work and workers.
- Motivation - Inspiring, stimulating or encouraging the subordinates with zeal to work. Positive, negative, monetary, non-monetary incentives may be used for this purpose.
- Leadership - The process by which a manager guides and influences the work of subordinates in a desired direction. Leadership usually denotes top managers who set goals and objectives for the entire organization. ideally, lower-level managers would set operations goals and have input into the goals and objectives relevant to their respective parts of the business. Goal setting is a primary function of leadership along with holding others accountable for their respective goals and objectives.
- Communication - The process of passing information, experience, opinion, etc., from one person to another. It creates a bridge of understanding.
The leading/directing function requires leaders to do more than simply give orders, they must supervise subordinates while simultaneously motivating teams through guided leadership communicated in clear ways to contribute in meaningful ways. Directing sets the enterprise in motion through the actions of people to execute the work prepared during planning, organizing and staffing.
Studies of motivation and motivation theory provide important information about the ways in which workers can be energized to put forth productive effort. Studies of communication provide direction as to how managers can effectively and persuasively communicate. Studies of leadership and leadership style provide information regarding questions, such as, “What makes a manager a good leader?” and “In what situations are certain leadership styles most appropriate and effective?”
Controlling Function
Controlling function refers to all the systems, processes and procedures that leaders create to monitor and evaluate the success of a plan. Controlling involves monitoring of activities, measurement of accomplishments and evaluation against some standards established in the organization; and action to correct deviations if any, to ensure achievement of organizational goals established in the plan.
Controlling involves ensuring that performance does not deviate from standards. Controlling consists of three steps, which include
This function of management concerns the manager’s role in taking necessary actions to ensure that the work-related activities of subordinates are consistent with and contributing toward the accomplishment of organizational and departmental objectives. Effective controlling requires the existence of plans, since planning provides the necessary performance standards or objectives. Controlling also requires a clear understanding of where responsibility for deviations from standards lies. Two traditional control techniques are budget and performance audits. An audit involves an examination and verification of records and supporting documents. A budget audit provides information about where the organization is with respect to what was planned or budgeted for, whereas a performance audit might try to determine whether the figures reported are a reflection of actual performance. Although controlling is often thought of in terms of financial criteria, managers must also control production and operations processes, procedures for delivery of services, compliance with company policies, and many other activities within the organization.
The Controlling function of management involves constant monitoring and evaluation of the progress of the strategy, its implementation and execution to assess whether the planned results are being achieved. Controlling implies measurement of accomplishments against some defined standards, and correction of deviations if any, to ensure achievement of organizational goals.
Control Systems
Controlling systems, the term refers to all the processes that leaders create to monitor success. The purpose of controlling is to ensure everything occurs in conformity with the standards. Goals and objectives can provide a form of control, since they create a feedback opportunity regarding how well or how poorly the organization is executing its strategy. Goals and objectives are also the basis for reward system and can align interests and accountability within and across business units.
Controlling systems function is comprised of the following elements:
Business functions (i.e., sales, marketing, etc.) require leaders to establish performance standards, measure actual performance and compare to expectations to determine anomalies. Leaders review the data and make adjustments in processes, policies, training, or personnel to address failures based on that data.
Controlling function refers to all the systems, processes and procedures that leaders create to monitor and evaluate the success of a plan. Controlling involves monitoring of activities, measurement of accomplishments and evaluation against some standards established in the organization; and action to correct deviations if any, to ensure achievement of organizational goals established in the plan.
Controlling involves ensuring that performance does not deviate from standards. Controlling consists of three steps, which include
- establishing performance standards,
- comparing actual performance against standards, and
- taking corrective action when necessary.
This function of management concerns the manager’s role in taking necessary actions to ensure that the work-related activities of subordinates are consistent with and contributing toward the accomplishment of organizational and departmental objectives. Effective controlling requires the existence of plans, since planning provides the necessary performance standards or objectives. Controlling also requires a clear understanding of where responsibility for deviations from standards lies. Two traditional control techniques are budget and performance audits. An audit involves an examination and verification of records and supporting documents. A budget audit provides information about where the organization is with respect to what was planned or budgeted for, whereas a performance audit might try to determine whether the figures reported are a reflection of actual performance. Although controlling is often thought of in terms of financial criteria, managers must also control production and operations processes, procedures for delivery of services, compliance with company policies, and many other activities within the organization.
The Controlling function of management involves constant monitoring and evaluation of the progress of the strategy, its implementation and execution to assess whether the planned results are being achieved. Controlling implies measurement of accomplishments against some defined standards, and correction of deviations if any, to ensure achievement of organizational goals.
Control Systems
Controlling systems, the term refers to all the processes that leaders create to monitor success. The purpose of controlling is to ensure everything occurs in conformity with the standards. Goals and objectives can provide a form of control, since they create a feedback opportunity regarding how well or how poorly the organization is executing its strategy. Goals and objectives are also the basis for reward system and can align interests and accountability within and across business units.
Controlling systems function is comprised of the following elements:
- Establishment of standard performance
- Measurement of actual performance
- Comparison of actual performance with the standards and finding out deviation, if any.
- Corrective action
Business functions (i.e., sales, marketing, etc.) require leaders to establish performance standards, measure actual performance and compare to expectations to determine anomalies. Leaders review the data and make adjustments in processes, policies, training, or personnel to address failures based on that data.
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