UNIT-5

DIRECTION AND SUPERVISION

Introduction:
Management means and includes getting things done through others. For this purpose, the factors
of production are assembled in an organization. The relation between the men and material is
established through functions of management like planning, coordinating, staffing, etc. Mere,
assembly of these does not give any results. Therefore, there is a need to direct all these. The
direction is management in action.

Meaning and Definitions:

The term direction means to show the way of performing the activities. It indicates an action.
The organization moves from assembly of resources to utilization. It is done through issue of
directions.

Definition of Direction according to some experts is as follows:

Koontz and O’Donnel:
“Directing is interpersonal aspect of managing by which subordinates are led to understood and
contribute effectively and efficiently to the attainment of enterprises objectives.”
Urwick and Breach:
“Directing is the guidance, the inspiration, the leadership of men and women that constitutes the
real case of the responsibilities management.”
Massie:
“Directing concerns the total manner in which a manager influences the action of subordinates. It
is the final actions of manager in getting other’s act after all preparations have been completed.”

Scope of Direction:
Generally, the scope indicates the area covered, in this sense, the scope of direction means where
direction is needed most and more applicable. The area covered by direction relates to:
i. Supervision.
ii. Orientation.
iii. Communication.
iv. Motivation.
v. Instruction.
vi. Leadership.
vii. Command.

These are briefly explained as follows:

1. Supervision:
It is relating to such work where observation of subordinates work is done. This exists at
all levels of management. It is direct and quick guidance to subordinates in the
performance of work. In this process, the superiors see and check whether subordinates
are working strictly in accordance with plan, within time schedule, policies, programs.

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 2. Orientation:
Every employee in the organization should have knowledge of the organization where
they are engaged. This makes them clear about the objectives, organizational set up,
authority-responsibility relationship, nature and culture of assigned work.
3. Communication:
The policies and programs decided at the top level management should be communicated
to the middle as well as bottom level management, then only those can be implemented.
Therefore, in every organization a good communication system is established to share the
ideas and works to be done by all.
4. Motivation:
This is the act of influencing others to do particular tasks. People can be motivated with
proper direction. The way the instructions and directions are given decides the motivation
level. So, motivation inspires people to work with zeal, willingness and initiation to
achieve the goals.
5. Leadership:
Always the quality of influencing and directing the subordinates determines the good
personality. A leader must be a perfect director.
6. Command:
It is the quality of possessing thorough knowledge about organization, personnel,
assessment, etc. By commanding, a superior get what is expected from employees. A
good commanding superior will have a capacity to identify the right and competent
employees in the organization.

Techniques of directing:
Direction basically stands for the specific way of issuing order. The orders should be issued very
cautiously. So that the expected results are easily extracted from subordinates. There are three
techniques adopted to direct subordinates:
A) Consultative direction:
To consult means to discuss with concerned parties before issuing orders or decisions. It
is a way in which participant’s opinions are collected and orders are issued. During the
consultation, the possibility and workability of the order is tested.
Advantages:
1. It is democratic way of issuing orders.
2. It boosts the moral of subordinates.
3. It encourages the subordinates to express their opinions.
Disadvantages
1. It shows the weakness of managers.
2. Results would be delayed due to long process
3. The subordinates may mis-use the process

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 B) Free rein direction:
The subordinates are set free to think and act in this method. The superior does not issue
orders forcibly and extract the work. The subordinates are at their liberty to take any
suitable decision.
Advantages:
1. It provides an opportunity to subordinates to think and act.
2. It motivates the subordinates to take initiative steps.
Disadvantages
1. It takes away the extra time of superiors in direction. In the initial step orders are
given and they are to be reviewed with actual decisions and initiative steps of
subordinates.
2. The unskilled and uneducated employees cannot equally participate in this method.

C) Autocratic direction:
It is the one way direction. Hitler’s style of directorship. The supervisor himself solves
the problem and issues orders to subordinates. No chance is given to subordinates to take
any initiation. They have to simply accept the orders and perform.
Advantages:
1. The quick implementation of plans through orders.
2. The results would be uniform, as solutions are common to all subordinates.
Disadvantages:
1. The employees initiation has no-scope
2. It leads to dictatorship of rejection.
3. The rejection percentage of orders instructions will increase.

CHARACTERISTICS OF GOOD ORDERS

Meaning: The term order means a command, a written instruction or directives by superior to
their subordinates. These are used as interchangeable to each other. It is an important toll of
management.
KOONTZ AND O, DONNELL
Define the order as directional technique, an instruction is understood to be a charge by a
superior requiring a subordinate to act or refrain from acting in given circumstance

Good Order:
A good order is one which creates an understanding in the minds of subordinates in the manner
in which superior wishes to share. It is a communication with instruction. There may be some
directions which may misguide the followers, such directions or orders are not considered as the
good order.
The following are the features of a good order:
1. It should be clear and free from doubts.
2. It should be enforceable.
3. It should be towards the achievement of organizational goals or objectives.
4. It should motivate and stimulate the subordinates.

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 5. It should be in writing.
6. It should specify the time limit.
7. It should be relevant to the situation and the subordinates.

Types of orders:
a) General orders:-
The orders which are issued in total to the whole organization are called general orders.
These are commonly applicable to all the persons working in the organization. It does not
point at a particular subordinate to perform any work.
For example: The first batch of subordinates should attend the work for the second shift
between 10 to 5 pm.
b) Specific orders:-
The orders which are issued to a specific person or particular group are known as specific
orders.
For example: A time limit given to a particular project team to complete the concerned
project.
c) Written orders:-
The orders served with written statements through circulars, notices, memos are called
written orders. The instructions are concrete and clearly stated in a printed format. The
written orders are most clear and become the permanent record with the subordinates. It
can be referred to in the future under the similar circumstances.
d) Oral orders:-
The orders which are orally issued to subordinates are called oral orders. It is a face to
face exchange of instructions or communication between the superior and subordinates.
These are usually situational and emergency calls. The quick action is expected from the
subordinates. But these do not form the records of organization.

SUPERVISION:-
Introduction:
The management of an organization remains incomplete without proper supervision. The
organized factors need to function with co-ordination and co-operation to reach the goals of an
organization. The human force employed for this purpose is expected to be self-responsible
while performing their duties.
There is a need of an independent system to check the happenings in an organization. It is
essential for both physical and human assets.
Meaning and definition:
The term supervision has been derived from the Latin words ‘Super’ means ‘Above’ and
‘Vision’ means ‘See’ or ‘Observe’ or ‘to watch’.
In other words, the term supervision is the act or function of overseeing something or somebody.
It includes both material things and human beings.
Supervision is an act of overseeing and observing the activities of subordinates. Supervisor
observes others work to ensure that the work is being performed according to the requirements of

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the job. It is done through, leading, coordinating, and directing the work of others which stands
as support to attain the pre-determined goals of organization.

The definitions of supervision according to some experts are:

R.C. DAVIS:
“Supervision is the function of assuring that the work is being done in accordance with plan and
instruction.
BERNARD AND GOODYEAR:
“Supervision is an intervention provided by the most senior member of the profession to the
most junior member of the same profession. The relation is evaluative, extends over time, and
has purpose of enhancing the professional functioning of juniors and monitoring the quality of
services.
Supervision establishes relationship between the senior member and subordinates of an
organization. Through this relationship alone, the supervision evaluates, extends and
simultaneously enhances the professional performance of junior members.
Characteristics:-
The supervision is identified with following features:-
1) It is an act of guiding and overseeing others.
2) It is done by senior and expert members of an organization.
3) It is a relation building activity.
4) It is a goal accomplishing activity.
5) It establishes link between supervisor and supervisee.
6) It motivates the employees for accomplishment of organizational goals.
Distinction between direction and supervision
Basis Direction Supervision
1. Meaning It refers to issuing orders and It refers to the observation of
instructions and motivating the progress of assigned tasks
sub-ordinates to achieve the of subordinates
goals of an organization
2. Scope Compared to supervision, it It isa part of direction, hence it
has wide-scope as it includes has narrow scope.
supervision, leadership,
motivation, co-ordination and
communication.
3. Personal Contact Direction given may be direct It is always done through the
or indirect.ie. face to face face to face contact with the
contact may or may not be followers.
established.
4. Level It is usually carried out at top It is carried out at the lower
and middle level of level management.
management
5. Correction The deviations at different The supervisors being at the
levels are corrected at the spot correct the deviations
guidance of top level immediately.

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 management.

Functions of Supervisor:-
The act of supervision is executed by the supervisors through the following functions:
1. Communication:
The first and the most important function performed by supervisor is to communicate the
information to the followers. The goals of organization and workers should be aliened in
a straight line. Both are in a right position to satisfy each other’s goals and contribute for
the organizational productivity.
2. Motivation:
The supervisors not only communicate the messages but also motivate the subordinates.
The presence of supervisor at the work place is a motivation to workers. When workers
are corrected by officials at the work place, it is a big boost to followers.

3. Performance evaluation:
The workers are assigned some tasks with set-standard level of performance. The actual
performance of the workers is evaluated by supervision by comparing with the standards.
It is supervisors to define outperforming, slow performing and poor performing
employees. Though it is tough task, the supervisors with their experience justify the
performance evaluation.
4. Improving the performance:
The evaluation of performance does not and merely with a report to management but,
suggestions are offered by supervisors to the poor performing employees. It is an act of
correction and improvement.

Qualities of Supervisor:-
Supervising human being is a tough task, it expects best qualities with supervisor. The supervisor
is expected to be a model leader to supervise the followers. The attributes of the supervisors need
to be good and effective. The following qualities are commonly found with best supervisor.
1. Interactive communication:
Supervision is all about transforming and transferring the messages to the followers. He
should have the ability to clarify the desires of organization to employees so that,
expectations could be realized. It is give and take relationship between supervisor and
supervisee. A good supervisor interacts effectively with employees, maintaining open
lines of communication to ensure, the followers are informed about the progress in
projects.
2. Empathy and compassion:
Supervisor being a human being should know that he is supervising the human being. He
is expected to understand the problems of workers by stepping to their position. If the
employees are asked to work for overtime, you have to take care of the problems arising
out of unusual time. It is called empathic behavior of supervisor. Supervisor has to
command in the face of genuine need and employees will be loyal in return.

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 3. Delegation abilities:
Supervision is not a one man’s show. The successful accomplishment of an object expect
the proper delegation of authority and responsibility. Proper delegation streamlines a
project, ensures efficiency and maximization of profit. Delegation of the essentials
always results in to best performance due to best contribution.
4. Flexible:
The supervisor faces different situations at different times and with different people.
There is no any standard solution to all the problems. The supervisor has to choose
‘situational tactics’ to face the situation effectively. Hence, he needs to flexible and
adjustable. The flexibility makes the supervisor more relevant to the situations and
problems.
5. Self-Confidence:
The supervisor is the leader of followers, hence should be self-confident. If the supervisor
has any fear about the problems, then he cannot guide the followers. The confident
behavior of supervisor makes the employees to feel secured in the leadership and accept
the orders.
6. Positive attitude:
The supervisor should have an ability to look brighter side of the problem or situation.
Such an attitude alone allows him to reduce the ill-effects of darker side. Supervisors who
come to work with positive attitude make the office environment a great place to be. This
attitude reduces the severity of negative factors as positive attitude is contagious. Being
positive always changes the environment.

7. Human face:
An act of humanity is always praise worthy. Supervisor has to accept the responsibility in
case of failure instead of blaming others or followers. The mistakes are quite common,
but acceptance of the same makes you great.
8. Passion for the organization:
The supervisor should have passion towards organization for which he is serving.
Supervisor should love the company and be a part of its culture and practices. He has to
appreciate the company’s objectives, goals, vision, mission, strategies. He has to create
an environment in which employees should feel that it is a place of heaven to work.

CONCLUSION:-

The organization is a culmination of physical and human resources. The direction and
supervision is relevant for both. It is more essential to human assets. When people are in group
for a job, they just represent individual differences in a common place unless and until they are
directed and supervised towards the attainment of organizational goals, otherwise all the efforts
goes in vain. Hence, there is a need to adopt the proper techniques of direction and supervision.
Well-structured direction and supervision always act positive force in all the organizations.