FUNDAMENTALS OF HUMAN RESOURCE MANAGEMENT

Chapter 1

MANAGEMENT RECAP

Learning Objectives

1. Explain who managers are and where they work;

2. Define Management and describe what managers do, the roles they play and the skill and
competencies required for their position;
3. Explain why it is important to study management

Lecture Notes

1. WHO ARE MANAGERS AND WHERE DO THEY WORK?

Managers work in organizations: a deliberate arrangement of people brought together to

accomplish some specific purpose. Our university is an organization. These organizations
share three common characteristics.

What Three Characteristics Do All Organizations Share?

1. The first characteristic of an organization is that it has a distinct purpose, which is

typically expressed in terms of a goal or set of goals.
2. That purpose or goal can only be achieved with people, which is the second common
characteristic of organizations. An organization’s people make decisions and engage in
work activities to make the goal(s) a reality.
3. Finally, the third characteristic is that all organizations develop a deliberate and
systematic structure that defines and limits the behavior of its members. Within that
structure, rules and regulations might guide what people can or cannot do, some
members will supervise other members, work teams might be formed, or job
descriptions might be created so organizational members know what they’re supposed
to do.

How Are Managers Different from Nonmanagerial Employees?

Although managers work in organizations, not everyone who works in an organization is a

manager. For simplicity’s sake, we’ll divide organizational members into two categories:
nonmanagerial employees and managers.

Nonmanagerial employees are people who work directly on a job or task and have no
responsibility for overseeing the work of others. These nonmanagerial employees may be
referred to by names such as associates, team members, contributors, or even employee
partners. Managers, on the other hand, are individuals in an organization who direct and
oversee the activities of other people in the organization. This distinction doesn’t mean,
however, that managers don’t ever work directly on tasks. Some managers do have work
duties not directly related to overseeing the activities of others.
 What Titles Do Managers Have?

Identifying exactly who the managers are in an organization isn’t difficult, but be aware that
they can have a variety of titles. Managers are usually classified as top, middle, or first-line.
Top managers are those at or near the top of an organization. For instance, as the CEO is
responsible for making decisions about the direction of the organization and establishing
policies and philosophies that affect all organizational members. Top managers typically
have titles such as vice president, president, chancellor, managing director, chief operating
officer, chief executive officer, or chairperson of the board. Middle managers are those
managers found between the lowest and top levels of the organization. These individuals
often manage other managers and maybe some nonmanagerial employees and are typically
responsible for translating the goals set by top managers into specific details that lower-
level see get done. Middle managers may have such titles as department or agency head,
project leader, unit chief, district manager, division manager, or store manager. First-line
managers are those individuals responsible for directing the day-to-day activities of
nonmanagerial employees. First-line managers are often called supervisors, team leaders,
coaches, shift managers, or unit coordinators.

2. WHAT IS MANAGEMENT?

Simply speaking, management is what managers do. But that simple statement doesn’t tell
us much. A better explanation is that management is the process of getting things done,
effectively and efficiently, with and through other people. We need to look closer at some
key words in this definition. A process refers to a set of ongoing and interrelated activities.
In our definition of management, it refers to the primary activities or functions that
managers perform. Efficiency and effectiveness have to do with the work being done and
how it’s being done. Efficiency means doing a task correctly (“doing things right”) and
getting the most output from the least amount of inputs. Because managers deal with scarce
Efficiency = How
inputs—including resources such as people, money, and equipment—they’re concerned Effectiveness = What
with the efficient use of those resources. Managers want to minimize resource usage and Efficacy = ??
thus resource costs. It’s not enough, however, just to be efficient. Managers are also
concerned with completing activities. In management terms, we call this effectiveness.
Effectiveness means “doing the right things” by doing those work tasks that help the
organization reach its goals. Whereas efficiency is concerned with the means of getting
things done, effectiveness is concerned with the ends, or attainment of organizational goals.
Although efficiency and effectiveness are different, they are interrelated. Conclusion: Poor Effectivity is
management is most often due to both inefficiency and ineffectiveness or to effectiveness Important than
achieved without regard for efficiency. Good management is concerned with both attaining efficiency and
efficacy
goals (effectiveness) and doing so as efficiently as possible.

What Are the Four Management Functions?

According to the functions approach, managers perform certain activities or functions as

they direct and oversee others’ work. What are these functions? In the early part of the
twentieth century, a French industrialist by the name of Henri Fayol proposed that all
managers perform five management activities: plan, organize, command, coordinate, and
control. Today, these management functions have been condensed to four: planning,
organizing, leading, and controlling. Because organizations exist to achieve some purpose,
someone has to define that purpose and find ways to achieve it. A manager is that someone
and does this by planning. Planning includes defining coordinate activities. Setting goals,
establishing strategy, and developing plans ensures that the work to be done is kept in
proper focus and helps organizational members keep their attention on what is most
important. Managers are also responsible for arranging and structuring work to accomplish
the organization’s goals. This function is called organizing. Organizing includes
determining what tasks are to be done and by whom, how tasks are to be grouped, who
reports to whom, and who will make decisions. We know that every organization has
people. And it’s part of a manager’s job to direct and coordinate the work activities of those
people. This is the leading function. When managers motivate employees, direct the
activities of others, select the most effective communication channel, or resolve conflicts Achieving
among members, they’re leading. The fourth and final management function is controlling, Consistency of
which involves monitoring, comparing, and correcting work performance. After the goals Organizational
are set, the plans formulated, the structural arrangements determined, and the people hired, Values and actions
trained, and motivated, there has to be some evaluation to see if things are going as planned.
Any significant deviations will require that the manager get work back on track. Just how
well does the functions approach describe what managers do? Is it an accurate description of
what managers actually do? Some have argued that it isn’t. So, let’s look at another
perspective on describing what managers do.

What Are Management Roles?

Fayol’s original description of management functions wasn’t derived from careful surveys
of managers in organizations. Rather, it simply represented his observations and experiences
in the French mining industry. In the late 1960s, Henry Mintzberg did an empirical study of
five chief executives at work. What he discovered challenged longheld notions about the
manager’s job. For instance, in contrast to the predominant view that managers were
reflective thinkers who carefully and systematically processed information before making
decisions, Mintzberg found that the managers he studied engaged in a number of varied,
unpatterned, and short-duration activities. These managers had little time for reflective
thinking because they encountered constant interruptions and their activities often lasted
less than nine minutes. In addition to these insights, Mintzberg provided a categorization
scheme for defining what managers do based on the managerial roles they use at work.
These managerial roles referred to specific categories of managerial actions or behaviors
expected of a manager. Mintzberg concluded that managers perform 10 different but
interrelated roles. The interpersonal roles are ones that involve people (subordinates and
persons outside the organization) and other duties that are ceremonial and symbolic in
nature. The three interpersonal roles are figurehead, leader, and liaison. The
informational roles involve collecting, receiving, and disseminating information. The three
information roles include monitor, disseminator, and spokesperson. Finally, the
decisional roles entail making decisions or choices. The four decisional roles are
entrepreneur, disturbance handler, resource allocator, and negotiator. Recently,
Mintzberg completed another intensive study of managers at work and concluded that,
“Basically, managing is about influencing action. It’s about helping organizations and units
to get things done, which means action.” Based on his observations, Mintzberg said
managers do this in three ways: (1) by managing actions directly (for instance, negotiating
contracts, managing projects, etc.), (2) by managing people who take action (for example,
motivating them, building teams, enhancing the organization’s culture, etc.), or (3) by
managing information that propels people to take action (using budgets, goals, task
delegation, etc.). According to Mintzberg, a manager has two roles—framing, which defines
how a manager approaches his or her job; and scheduling, which “brings the frame to life”
through the distinct tasks the manager does. A manager “performs” these roles while
managing actions directly, managing people who take action, or managing information.
Mintzberg’s newest study gives us additional insights on the manager’s job, adding to our
understanding of what it is that managers do. So which approach is better—functions or
roles? Although each does a good job of describing what managers do, the functions
approach still seems to be the generally accepted way of describing the manager’s job. Its
continued popularity is a tribute to its clarity and simplicity. “The classical functions
provide clear and discrete methods of classifying the thousands of activities that managers
carry out and the techniques they use in terms of the functions they perform for the
achievement of goals.” However, Mintzberg’s initial roles approach and newly developed
model of managing do offer us other insights into what managers do and newly developed
model of managing do offer us other insights into what managers do

What Skills and Competencies Do Managers Need?

The final approach we’re going to look at for describing what managers do is by looking at
the skills and competencies they need in managing. Management researcher Robert L. Katz
and others have proposed that managers must possess and use four critical management
skills in managing. Conceptual skills are the skills managers use to analyze and diagnose
complex situations. They help managers see how things fit together and facilitate making
good decisions. Interpersonal skills are those skills involved with working well with other
people both individually and in groups. Because managers get things done with and through
other people, they must have good interpersonal skills to communicate, motivate, mentor,
and delegate. Additionally, all managers need technical skills, which are the job-specific
knowledge and techniques needed to perform work tasks. These abilities are based on
specialized knowledge or expertise. For top-level managers, these abilities tend to be related
to knowledge of the industry and a general understanding of the organization’s processes
and products. For middle- and lower-level managers, these abilities are related to the
specialized knowledge required in the areas where they work—finance, human resources,
marketing, computer systems, manufacturing, information technology, and so forth. Finally,
managers need and use political skills to build a power base and establish the right
connections. Organizations are political arenas in which people compete for resources.
Managers who have and know how to use political skills tend to be better at getting
resources for their groups. More recent studies have focused on the competencies managers
need in their positions as important contributors to organizational success. One such study
identified nine managerial competencies including: traditional functions (encompassing
tasks such as decision making, short-term planning, goal setting, monitoring, team building,
etc.); task orientation (including elements such as urgency, decisiveness, initiative, etc.);
personal orientation (including things such as compassion, assertiveness, politeness,
customer focus, etc.); dependability (involving aspects such as personal responsibility,
trustworthiness, loyalty, professionalism, etc.); open-mindedness (encompassing elements
such as tolerance, adaptability, creative thinking, etc.); emotional control, which included
both resilience and stress management; communication (including aspects such as
listening, oral communication, public presentation, etc.); developing self and others
(including tasks such as performance assessment, self-development, providing
developmental feedback, etc.); and occupational acumen and concerns (involving aspects
 such as technical proficiency, being concerned with quality and quantity, financial concern,
etc.).

3. WHY IT IS IMPORTANT TO STUDY MANAGEMENT?

First, all of us have a vested interest in improving the way organizations are managed.
Why? Because we interact with them every day of our lives and an understanding of
management offers insights into many organizational aspects.
The second reason for studying management is the reality that for most of you, once you
graduate from college and begin your career, you will either manage or be managed. For
those who plan to be managers, an understanding of management forms the foundation on
which to build your management skills and abilities. For those of you who don’t see
yourself managing, you’re still likely to have to work with managers. Also, assuming that
you’ll have to work for a living and recognizing that you’re likely to work in an
organization, you’ll probably have some managerial responsibilities even if you’re not a
manager. The point is that you don’t have to aspire to be a manager to gain valuable
information from a course in management.

Reference: Fundamentals of Management of the latest edition by Robbins, Decenzo, and Coulter