Management of Sporting Events

Management is described as the process of planning, organising, directing and

controlling the efforts of organisational members and of using organisational resources
to achieve specific goals. Different experts have classified functions of management.

Henry Fayol distinguishes between the principles and elements of management.

Principles are the rules and guidelines, while elements are the functions of management.
He has grouped the elements into five managerial functions — planning, organizing,
commanding, coordinating, and controlling.

According to George & Jerry, “There are four fundamental functions of management i.e.
Planning, Organising, Actuating and Controlling.

The controlling function comprises co-ordination, reporting and budgeting, and Luther
Guelick coined the word POSDCORB where:

 Planning
 Organising
 Staffing
 Directing
 Coordination
 Reporting
 Budget
The most useful method of classifying managerial functions is to group them around the
components of planning, organizing, staffing, directing, and controlling. The above
functions of management are common to all business enterprises as well as to organizations
of other fields, but the manner in which these are carried out will not be the same in
different organizations.

Let us now look at each function in detail:

Functions of Management: Planning

Planning is the basic function of management. It implies decision-making as to what is to be
done, how it is to be done, when it is to be done and by whom it is to done. Planning is
thus, the preparatory step for actions and helps in bridging the gap between the present
and the future.
Planning, thus, involves setting objectives and developing best courses of action to achieve
these objectives.

Features of Planning

 Primary function of management – as every activity needs to be planned before it is

actually performed.
 Focus on achieving objectives – goal directed
 Planning is persuasive – at all levels of management and at also at all functional
areas.
 Continuous Process –
 Planning is futuristic
 Involves decision making
 Intellectual Activity – Requires certain conceptual skills, good foresight and sound
judgment to anticipate future events, develop alternative courses of action.
Importance of Planning

 Planning gives direction

 Planning reduces the risks of uncertainty
 Planning reduces overlapping and wasteful activities
 Planning promotes innovative ideas
 Planning facilitates decision making
 Planning establishes standards for controlling
Process of Planning

1. Setting Objectives/Goals
2. Developing Premises
3. Identifying alternative courses of action
4. Evaluating alternative courses
5. Selecting an alternative
6. Implementing the plan
7. Follow-up action
Functions of Management: Organising
Process of Organising

 Identification and division of work

 Departmentalisation
 Assignment of duties
 Establishing reporting relationships
Importance of Organising

 Benefits of specialisation
 Clarity in working relationships
 Optimum utilization of resources
 Adaptation to change
 Effective administration
 Development of personnel
 Expansion and growth
Functions of Management: Staffing
After planning and selection of the organisation structure, the next step in the management
process is to fill the various posts provided in the organisation. This is termed as the
management of staffing function. In the simplest terms, staffing refers to the managerial
function of employing and developing human resources for carrying out the various
managerial and non-managerial activities in an organisation.

Importance of Staffing

No organisation can be successful unless it can fill and keep filled the various positions
provided for in the structure with the right kind of people.

 Proper Staffing helps in discovering and obtaining competent personnel for various
jobs;
 Staffing makes for higher performance, by putting right person on the right job;
 Staffing ensures the continuous survival and growth of the enterprise through the
succession planning for managers.
 Staffing helps to ensure optimum utilisation of the human resources.
 Staffing improves job satisfaction and morale of employees through objective
assessment and fair reward for their contribution.
Process of Staffing

1. Estimating the Manpower Requirements

2. Recruitment
3. Selection
4. Placement and Orientation
5. Training and Development
6. Performance Appraisal
7. Promotion and career planning
8. Compensation
Aspects of Staffing

There are three main aspects of staffing:

 Recruitment
 Selection
 Training & Development.
Functions of Management: Directing
While managing an enterprise, managers have to get things done through people. In order
to be able to do so, they have to undertake many activities, like guide the people who work
under them, inspire and lead them to achieve common objectives. All these activities of a
manager constitute the directing function. Thus, directing is concerned with instructing,
guiding, supervising and inspiring people in the organisation to achieve its objectives. In
simple terms. directing means giving instructions and guiding people in doing work.

Characteristics of Directing:

 Directing initiates action

 Directing takes place at every level of management
 Directing is a continuous process
 Directing flows from top to bottom
Importance of Directing

 Directing helps to initiate action by people in the organisation towards attainment of

desired objectives.
 Directing integrates employees efforts in the organisation in such a way that every
individual effort contributes to the organisational performance.
 Directing guides employees to fully realise their potential and capabilities by
motivating and providing effective leadership.
 Directing facilitates introduction of needed changes in the organisation.
 Effective directing helps to bring stability and balance in the organisation.
Principles of Directing

 Maximum individual contribution: Directing techniques must help every individual

in the organisation to contribute to his maximum potential for achievement of
organisational objectives.
 Harmony of objectives: Directing should provide harmony by convincing that
employee rewards and work efficiency are complimentary to each other
  Unity of Command: A person in the organisation should receive instructions from
one superior only.
 Appropriateness of direction technique: Appropriate motivational and leadership
technique should be used while directing the people based on subordinate needs,
capabilities, attitudes and other situational variables.
 Managerial communication: Effective managerial communication across all the
levels in the organisation makes direction effective
 Use of informal organisation: A manager should realise that informal groups or
organisations exist within every formal organisation. He should spot and make use of
such organisations for effective directing.
 Leadership: While directing the subordinates, managers should exercise good
leadership as it can influence the subordinates positively without causing
dissatisfaction among them.
 Follow through: Mere giving of an order is not sufficient. Managers should follow it
up by reviewing continuously whether orders are being implemented accordingly or
any problems are being encountered. If necessary, suitable modifications should be
made in the directions.
Elements of Directing

The process of directing involves guiding, coaching, instructing, motivating, leading the
people in an organisation to achieve organisational objectives. The activities can broadly be
grouped into four categories which are the elements of directing. These are:

 Supervision
 Motivation
 Leadership
 Communication
Functions of Management: Co-ordination &
Controlling
In every organisation, different types of work are performed by various groups and it
becomes essential that the activities of different work groups and departments should be
harmonised. This function of management is known as ‘co-ordination’. In other words,
coordination is the orderly arrangement of individual and group efforts to provide unity of
action in the pursuit of a common goal.

According to Henri Fayol, “Control consists in verifying whether everything occurs in

conformity with the plan adopted, the instructions issued and principles established.” In
simple terms, controlling means ensuring that activities in an organisation are performed as
per the plans.
Importance of Controlling

 Accomplishing organisational goals

 Judging accuracy of standards
 Making efficient use of resources
 Improving employee motivation
 Ensuring order and discipline
 Facilitating coordination in action
Process of Controlling

Controlling is a systematic process involving the following steps.

1. Setting performance standards

2. Measurement of actual performance
3. Comparison of actual performance with standards
4. Analysing deviations
5. Taking corrective action
Techniques of Control

Traditional Techniques

 Personal observation
 Enables the manager to collect first hand information
 Creates a psychological pressure on the employees to perform well as they are
aware of being observed.
 Statistical reports
 Statistical analysis the form of averages, percentages, ratios, correlation, etc.,
present useful information regarding performance of the organisation in various
areas.

 Breakeven analysis
 Breakeven analysis is used to study the relationship between costs, volume and
profits.
 It determines the probable profit and losses at different levels of production.
 Budgetary control
Modern Techniques

 Return on investment (RoI)

 Ratio analysis
  Responsibility accounting
 Management audit
 PERT and CPM
 Management information system (MIS)
Relation between Planning & Controlling

Planning and controlling are closely related and reinforce each-other. Once a plan becomes
operational, controlling is necessary to monitor the progress, measure it, discover deviations
and initiate corrective measures to ensure that events conform to plans.

 Planning based on facts makes controlling easier and effective;

 Controlling improves future planning by providing information derived from past
experience
Planning without controlling is meaningless. Similarly, controlling is blind without planning.

Formation of Committees

Numerous committees are formed to organize any sporting event to ensure a

methodical and organized process. The creation of committees must be based on the
top, medium, and lower levels of management. People are selected for the appropriate
committees based on the sport’s level or location.
Organization Committee

The organizing committee, sometimes known as the “OC,” is the group of individuals
designated to manage and carry out the competition and all events leading up to it. This
group may also include any additional authorized individuals.

Various Committees & their Responsibilities

There are 4 committees under an organization committee.
Technical Committee

This committee handles the technical aspects of the events, such as requests for the
purchase of sporting goods and the timely completion of matches by officials who have
been chosen for their different games and sports (referees, umpires, judges,
timekeepers, etc.).

a. Pre-sports event/ tournament – Before the event, it is the responsibility of the

Technical Committee to present a request for equipment purchases, an invitation and
confirmation from officials to conduct a sporting event.

b. During sports event/ tournament – The Technical Committee is in charge of

organizing matches, hosting the jury, maintaining the fields’ cleanliness and layout,
gathering score sheets and other pertinent paperwork from officials.

c. Post sports event/ tournament – The Technical Committee makes arrangements for
the fields’ maintenance, cleaning, and layout once the event is done, as well as for the
return of all equipment to storage.

Finance Committee

The Finance Committee’s primary responsibility is to oversee the event’s finances. The
committee’s main areas of attention are finalizing sponsorship, monitoring money
coming in and going out, buying equipment and other necessities for running the event,
and paying officials.

a. Pre sports event/ tournament – The Finance Committee is in charge of establishing

the budget, buying sports equipment, stationery, medals, certificates, and other
requirements as requested by the other committees before the event.

b. During sports event/ tournament – The Finance Committee monitors the inflow and
outflow of funds, as well as the payment and compensation of officials, throughout the
course of the event.

c. Post sports event/ tournament – Once the event is over, the Finance Committee
examines all records related to settlement of the bills and accounts, and prepares the
financial report.
Marketing Committee

The Marketing Committee creates plans and strategies to market the event with the aim
of attracting sponsorships and media attention. Publicity can be carried out using a
variety of platforms, including social media, print media, television, email, etc.

a. Pre sports event/ tournament – The Marketing Committee develops a plan for
recruiting sponsors, promoting the event, setting up meetings or making calls to
potential sponsors, creating memorandums of understanding for potential sponsors,
etc.

b. During sports event/ tournament – The Marketing Committee makes arrangements

for the event to be televised, produces press releases, works with the media, administers
communication channels, and fulfils sponsor needs as per MoUs.

c. Post sports event/ tournament – Once the event is over, the Committee issues a
press release, and may arrange for a re-telecast of the event.

Logistics Committee

This committee’s duties are more varied and include everything from providing
transportation, boarding, and accommodation to providing refreshments, decorating
the venue, and overseeing the event’s ceremonies.

a. Pre sports event/ tournament – The Logistics Committee is responsible for

organizing the placement, arrangement, and ordering of stationery, chairs, tables,
souvenirs, light and sound equipment, bouquets, invitations to stakeholders.

b. During sports event/ tournament – While the event is in progress, the Logistics
Committee is responsible for the conduct of the Opening and Closing Ceremonies,
checking registration, distribution of refreshment, management of spectators, handing
over of medals and certificates.

c. Post sports event/ tournament – After the event, the Logistics Committee supervises
cleaning of the venue, and placing of the items back in their appointed places.
 Fixtures –
The programme detailing which team will play whom, where, and when is referred to as
a fixture. ‘Fixture is a process of arrangement the team in systematic order in various
groups for competitive fights for physical activity’.

Knock-Out (Bye & Seeding)

Knock-Out tournaments helps to manage the team, In knock-Out the losing team will
be automatically eliminated from the competition. This type of tournament winners
team will continue in the competition and losing team will be eliminated from the
tournament. Teams may be awarded a “bye” or be seeded if the number of competitors
or competing teams is not a multiple of 2 (i.e., 4, 8, 16, etc.).

Bye – A bye in sports refers to the preferred standing of a player or team who advances
without having to face an opponent in the first round of a tournament. Teams are
typically given a bye by the organizing committee if they are unable to play a round for
one of the following reasons –

1. Uneven distribution of teams in tournament

2. Separate pooling of previous winners in same group to create even competition.
3. To avoid one team from playing more matches on a single day than the other
Seeding – The process of seeding involves placing strong teams in games so that they
do not play against each other at the tournament’s opening.

League Tournament or Round Robin Fixture

In League or Round Robin Tournament each team has to play once with all the
remaining teams of the tournament. The league tournament is known as round robin
tournament. Regardless matter whether they win or lose, each team competes in its own
zone. One team wins the inter-zonal or group tournament after all the zonal winning
teams rematch in league play.

Determine the number of matches by applying following formula: \\

Number of teams = n \\

Total number of matches = \dfrac{n(n-1)}{2} \\

If teams are 6 then \dfrac{6(6-1)}{2} = \dfrac{36-6}{2} = \dfrac{30}{2} = 15 \\

This means, 15 numbers of matches will be played in league tournament. If teams are 7 then \\

21 numbers of matches will be played in league tournament

Here, we will study two types of methods to fix the team in league tournament namely
Cyclic Method and Stair Case Method:

Cyclic Method

In the circular method, one team will be fixed in place while the other is rotated to finish
the cycle. If teams are even-numbered, the first scenario may occur; if teams are odd-
numbered, the second scenario may occur. Let’s examine the proper fixture placement
in these two scenarios.

Even number of teams in tournament does not require giving of any bye to any team
and to find out number of rounds, formula will be number of teams – 1.
Total number of teams= 6 Total number of rounds = 6–1 = 5
In order to draw fixture for odd number of teams one bye will be given to one team in
one round and in next round another team will get a bye. Rounds in the tournament will
remain the same.
Total number of teams = 7 Total number of rounds = 7

Staircase Method

In the staircase method, one team will be put on the top step and will compete against
all the other teams in the tournament. The next team down will be fixed to compete
against the other remaining teams, and so on.
Here, we’ll look at the Cyclic Method and the Stair Case Method, two different ways to
fix a team for a league tournament:

Cyclic Method – In the circular method, one team will be fixed in place while the other
is rotated to finish the cycle. If teams are even-numbered, the first scenario may occur; if
teams are odd-numbered, the second scenario may occur. Let’s examine the proper
fixture placement in these two scenarios.

Staircase Method – In the staircase method, one team will be put on the top step and
will compete against all the other teams in the tournament. The next team down will be
fixed to compete against the other remaining teams, and so on.