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MANAGEMENT FUNCTIONS

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CONTENT

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 Define Mangement
 Role of management

 Basic Management Functions:

1. Planning

2. Organizing

3. Infulencing

4. Controlling

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DEFINE MANAGEMENT

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 Management:
 It is the process of reaching organizational goals by working with
and through people and other organizational resources.
1. Process of series of related activities
2. Reaching organizational goals
3. Through people and other organizational resources
 Management can be defined in detail in following categories :
1. Management as a Process
2. Management as an Activity
3. Management as a Discipline
4. Management as a Group
5. Management as a Science
6. Management as an Art 3
7. Management as a Profession
 DEFINE MANAGEMENT
 As a process, management consists of three aspects:

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1. Management is a social process - management is concerned with
developing relationship among people. It is the duty of management to
make interaction between people - productive and useful for obtaining
organizational goals.
2. Management is an integrating process - Management undertakes the
job of bringing together human physical and financial resources so as to
achieve organizational purpose.
3. Management is a continuous process - It is a never ending process. It is
concerned with constantly identifying the problem and solving them by
taking adequate steps. It is an on-going process.
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 DEFINE MANAGEMENT
 According to Koontz, “Management is what a manager does”. Management as an

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activity includes :
1. Informational activities - In the functioning of business enterprise, the manager
constantly has to receive and give information orally or in written: for effective
functioning of an enterprise.
2. Decisional activities - Therefore, managers are continuously involved in
decisions of different kinds since the decision made by one manager becomes the
basis of action to be taken by other managers. (E.g. Sales Manager is deciding the
media & content of advertising).
3. Inter-personal activities - Management involves achieving goals through people.
Therefore, managers have to interact with superiors as well as the sub-ordinates.
They must maintain good relations with them. The inter-personal activities include
with the sub-ordinates and taking care of the problem. (E.g. Bonuses to be given to
the sub-ordinates).
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 DEFINE MANAGEMENT
 Management as a discipline refers to that branch of knowledge which is
connected to study of principles & practices of basic administration. It
specifies certain code of conduct to be followed by the manager & also various
methods for managing resources efficiently.

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 DEFINE MANAGEMENT
 Management as a group refers to all those persons who perform the task of
managing an enterprise.
 In other words, those who are concerned with making important decisions,
these persons enjoy the authorities to use resources to accomplish
organizational objectives & also responsibility to for their efficient utilization.

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 DEFINE MANAGEMENT
 Management as a Science is a systematic body of knowledge pertaining to a
specific field of study that contains general facts which explains a
phenomenon. It establishes cause and effect relationship between two or
more variables and underlines the principles governing their relationship.

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 DEFINE MANAGEMENT
 Management as an Art implies application of knowledge & skill to trying
about desired results. An art may be defined as personalized application of
general theoretical principles for achieving best possible results.

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 DEFINE MANAGEMENT
 Management as a profession may be defined as an occupation that requires
specialized knowledge and intensive academic preparations to which entry is
regulated by a representative body.

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ROLE OF MANAGEMENT

 The role of management is to guide organizations to achieve and

accomplish their goals .

1. Encourage all activities that will lead to achieve organizational goals

2. Discourage all activities that will lead to hinder organizational goals

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FOUR BASICS
MANAGEMENT

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FUNCTIONS

1. Planning

2. Organizing

3. Influencing

4. Controlling

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MANAGEMENT FUNCTIONS

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MANAGEMENT FUNCTIONS: PLANNING

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 Planning involves choosing tasks that must be performed
 Planning essential in getting the right thinks done

 Planning is tied to project success in short and long term

According to KOONTZ, “Planning is deciding in advance - what to do,

when to do & how to do. It bridges the gap from where we are &
where we want to be”.

https://www.youtube.com/watch?v=zN1PyNwjHpc
Jeff Bezos, CEO and Founder, Amazon 43:00
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MANAGEMENT FUNCTIONS: ORGANIZING

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 Definition:
 Organizing is the process of establishing orderly uses of resources within
the management system.

 The Importance of Organizing:

 It create and maintain relationship between all organizational resources
by indicating which resource will be used for specific activity and when

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MANAGEMENT FUNCTIONS: ORGANIZING

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THE
ORGANIZING
PROCESS

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MANAGEMENT FUNCTIONS: ORGANIZING
THE ORGANIZING PROCESS
First Step: Reflect on plans and objectives:

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 Because Planning will determine how will attain its objectives.
 Manger cannot start organizing until he fully understand planning

Second and Third Step: Establish major task and subtask:

Fourth Step: the main purpose is to create relationship, order

between tasks and individual

Fifth Step: Gather feedback of how the organizing strategy is

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MANAGEMENT FUNCTIONS: ORGANIZING
RESPONSIBILITY AND DELEGATION SKILL

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 This is very essential element that must be understood to perform
organizing well.
 Responsibility and delegation skill is the ability to understand
one’s obligation to perform assigned activities and to enlist the help
of others to complete those activities.
 Responsibility: the obligation to perform the assigned activities.
Usually people agree to accept responsibility when they accept the job.
 Delegation is the actual process of assigning job activities to specific
individual

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MANAGEMENT FUNCTIONS: INFLUENCING AND COMMUNICATION

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 Influencing is the process of guiding the activities of organization
members to attain the management objectives.
 It focus on people
 MORAL SELF ESTEEM
 CONFLICT

 PERSONAL DEVELOPMENT

 MOTIVATIONS

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MANAGEMENT FUNCTIONS: INFLUENCING AND COMMUNICATION

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INFLUENCING
SUBSYSTEM

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 INFLUENCING AND COMMUNICATION

INFLUENCING
SUBSYSTEM

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 Very
Important
skills that is
needed in the
industry and
must be
taught to
management
student

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MANAGEMENT FUNCTIONS: INFLUENCING AND COMMUNICATION

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EMOTIONAL INTELLIGENCE
 It is the capacity of people to
recognize their own feelings and
the feelings of others to motivate
themselves and to manage their
own emotion as well as the
emotions in relationship of
others.

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MANAGEMENT FUNCTIONS: INFLUENCING AND COMMUNICATION
Motivate Motivate others

Focus on Focus on personal and organizational achievement

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Understand Understand other

Communica Communicate efficiently and effectively

te

Lead Lead others

Build Build successful teams

SKILLS Handle Handle conflict

POSSESSED BY
Manage Manage diversity
EMOTIONALLY
Manage Manage creativity and innovation
INTELLIGENT
MANAGERS Change Change organization appropriately 24
MANAGEMENT FUNCTIONS: INFLUENCING AND COMMUNICATION

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 It is the process of sharing information with
others.
Communication  Sender
 Message

COMMUNICAT  Channel
 Receiver

ION

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MANAGEMENT FUNCTIONS: INFLUENCING AND COMMUNICATION

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Seek to Examine the Consider You might
clarify true purpose of physical consult
your ideas each setting others
before communication such as
communica social
ting media vs
MANAGER CAN classroom

SHARPEN
Work on Follow up Be sure Be good
THEIR your tone your listener
of voice, actions when
COMMUNICATI your support someone
expression, your interrupt
ON SKILLS BY and
generally
message you to ask
or

FOLLOWING : facial
expression
comment
on your 26
and body message
language
MANAGEMENT FUNCTIONS: INFLUENCING AND COMMUNICATION

Communication Strategies

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About Communication (I)
• Communication is the single most
important part of a project.
• To help overcome obstacles and eliminate
surprises during the project, a
communication plan needs to be created.
• Communication plans are typically generated
at the onset of a project.
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MANAGEMENT FUNCTIONS: INFLUENCING AND COMMUNICATION

Communication Strategies

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About Communication (II)
• Communication plans can be a spreadsheet
or a formal document.
• The plan outlines who will receive updates,
how often updates will be provided, the
medium, the frequency of team meetings,
and the format of all communications.
• The communication plan sets up
expectations for communication. 28
MANAGEMENT FUNCTIONS: INFLUENCING AND COMMUNICATION

Communication Strategies

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About Communication (III)
All types of communication activity should
have the following information:
• Purpose
• Information Required
• Frequency
• Method

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MANAGEMENT FUNCTIONS: INFLUENCING AND COMMUNICATION

Communication Strategies

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About Communication (IV)
Sample Communication Plan

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MANAGEMENT FUNCTIONS: INFLUENCING AND COMMUNICATION

Communication Strategies

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Team Members
• Project sponsor
• Project stakeholders
• Project team
• Other special target groups/users
• Cross-functional teams

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MANAGEMENT FUNCTIONS: INFLUENCING AND COMMUNICATION

Communication Strategies

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Communication Exercise
What Who/Target Purpose Frequency Method(s)

Project Sponsor and Team introduction, Once at the Meeting

Kickoff project team scope definition, start of the w/minutes to
members and work project follow
assignments

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MANAGEMENT FUNCTIONS: INFLUENCING AND COMMUNICATION

MOTIVATION:

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 It is the inner state that causes an individual to behave in away
that ensures the accomplishment of some goals.

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MANAGEMENT FUNCTIONS: INFLUENCING AND COMMUNICATION

CONTENT THEORY OF MOTIVATION

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 It is an explanation of motivation that emphasizes people’s
internal characteristic. It focuses on what needs people have .

 Maslow hierarchy of need

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MANAGEMENT FUNCTIONS: INFLUENCING AND COMMUNICATION
MASLOW HIERARCHY OF NEED

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MANAGEMENT FUNCTIONS: CONTROLLING

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 Controlling skill: the ability to use information and technology to
ensure that an event occurs as it was planned to occur.

 a systematic effort by business management to compare

performance to predetermined standards, plans, or objectives to
determine whether performance is in line with these standards

 and presumably to take any remedial action required to see that

human and other corporate resources are being used in the most
effective and efficient way possible in achieving objectives
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MANAGEMENT FUNCTIONS: CONTROLLING

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 Controlling process:
1. Measuring performance
2. Comparing measured
performance to standards
3. Taking corrective action

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HUMAN RESOURCES MANAGEMENT SKILL

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 It is the ability to take
actions that increase the
contributions of individuals
within the organization
 Steps in providing human
resources:
 Recruitment
 Selection
 Training
 Performance appraisal

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SELECTION PROCESS:

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 It is the process of choosing an individual to hire from all those
who have been recruited.
 Stages of Selections:
1. Screening from records,
2. Potential of an individual tests,
3. Personality test
4. Interview
5. Medical

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TRAINING PROCESS

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 It is the process of developing the qualities in human resources
that will enable them to be more productive and thus contribute
more to organizational goal attainment
 Steps of the training process:
1. Determining the training needs
2. Designing the training program
3. Administering the training program
4. Evaluating the training program

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REFERENCES

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[1] Modern management, Samuel C. certo, S. Trevis Certo

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