UNIT I- INTRODUCTION TO MANAGEMENT AND ORGANIZATIONS

SYLLABUS

PRINCIPLES OF MANAGEMENT

UNIT I INTRODUCTION TO MANAGEMENT AND ORGANIZATIONS

Definition of Management – Science or Art – Manager Vs Entrepreneur - types of managers -managerial

roles and skills – Evolution of Management – Scientific, human relations, system and contingency
approaches – Types of Business organization - Sole proprietorship, partnership, company-public and
private sector enterprises - Organization culture and Environment – Current trends and issues in
Management.

UNIT II PLANNING

Nature and purpose of planning – planning process – types of planning – objectives – setting objectives
– policies – Planning premises – Strategic Management – Planning Tools and Techniques – Decision
making steps and process.

UNIT III ORGANISING

Nature and purpose – Formal and informal organization – organization chart – organization structure –
types – Line and staff authority – departmentalization – delegation of authority – centralization and
decentralization – Job Design - Human Resource Management – HR Planning, Recruitment, selection,
Training and Development, Performance Management , Career planning and management.

UNIT IV DIRECTING

Foundations of individual and group behavior – motivation – motivation theories – motivational

techniques – job satisfaction – job enrichment – leadership – types and theories of leadership –
communication – process of communication – barrier in communication – effective communication –
communication and IT.

UNIT V CONTROLLING

System and process of controlling – budgetary and non-budgetary control techniques – use of
computers and IT in Management control – Productivity problems and management – control and
performance – direct and preventive control – reporting.

TEXTBOOKS:

1. Stephen P. Robbins & Mary Coulter, ―Management‖, Prentice Hall (India) Pvt. Ltd., 10th Edition,
2009. 3 2. JAF Stoner, Freeman R.E and Daniel R Gilbert ―Management‖, Pearson Education, 6th
Edition, 2004.
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REFERENCES:

1. Stephen A. Robbins & David A. Decenzo& Mary Coulter, ―Fundamentals of Management‖

PearsonEducation, 7th Edition, 2011.

2. Robert Kreitner&MamataMohapatra, ― Management‖, Biztantra, 2008.

3. Harold Koontz & Heinz Weihrich ―Essentials of management‖ Tata McGraw Hill,1998.

4. Tripathy PC & Reddy PN, ―Principles of Management‖, Tata McGraw Hill, 1999

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 MODULE I

-INTRODUCTION TO MANAGEMENT AND ORGANIZATIONS

Definition for Management

Management is the process of getting things done, effectively and efficiently, with and through other
people. Management of an organization is the process of establishing objectives and goals of the
organization periodically, designing the work system and the organization structure, and maintaining an
environment in which individuals, working together in groups, accomplish their aims and objectives and
goals of the organization effectively and efficiently

Knootz and Weirich define management in a simple form as “management is the process of designing
and maintaining an environment in which individual working together in groups, efficiently accomplish
selected goals.”

According to Harold Koontz, “Management is an art of getting things done through and with the people
in formally organized groups. It is an art of creating an environment in which people can perform and
individuals and can co-operate towards attainment of group goals.”

According to F.W. Taylor “management is art of knowing what you want to do and then seeing that is it
done in the best and cheapest way”.

According to Henry Fayol “to manage is to forecast and to plan, to organize, to coordinate and to
control”

LEVELS OF MANAGEMENT

The three levels of management are as follows

1. The Top Management

• It consists of board of directors, chief executive or managing director.

• The top management is the ultimate source of authority and it manages goals and policies for an
enterprise.
• It devotes more time on planning and coordinating functions.
• The role of the top management can be summarized as follows –

a. Top management lays down the objectives and broad policies of the enterprise.
b. It issues necessary instructions for preparation of department budgets, procedures, schedules etc.
c. It prepares strategic plans & policies for the enterprise.
d. It appoints the executive for middle level i.e. departmental managers.
e. It controls & coordinates the activities of all the departments.
f. It is also responsible for maintaining a contact with the outside world.
g. It provides guidance and direction.

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h. The top management is also responsible towards the shareholders for the performance of
theenterprise.
2. Middle Level Management

• The branch managers and departmental managers constitute middle level.

• They are responsible to the top management for the functioning of their department.
• They devote more time to organizational and directional functions.
• In small organization, there is only one layer of middle level of management but in big
enterprises, there may be senior and junior middle level management.
• Their role can be emphasized as –

a) They execute the plans of the organization in accordance with the policies and directives of
thetop management.
b) They make plans for the sub-units of the organization.
c) They participate in employment & training of lower level management.
d) They interpret and explain policies from top level management to lower level.
e) They are responsible for coordinating the activities within the division or department.
f) It also sends important reports and other important data to top level management.
g) They evaluate performance of junior managers.
h) They are also responsible for inspiring lower level managers towards better performance.

3. Lower Level Management

• Lower level is also known as supervisory / operative level of management.
• It consists of supervisors, foreman, section officers, superintendent etc.
• According to R.C. Davis, “Supervisory management refers to those executives whose work has to
be largely with personal oversight and direction of operative employees”. In other words, they
are concerned with direction and controlling function of management.
• Their activities include
a. Assigning of jobs and tasks to various workers.
b. They guide and instruct workers for day to day activities.
c. They are responsible for the quality as well as quantity of production.
d. They are also entrusted with the responsibility of maintaining good relation in the organization.
e. They communicate workers problems, suggestions, and recommendatory appeals etc to the
higherlevel and higher level goals and objectives to the workers. f. They help to solve the grievances
of the workers.
g. They supervise & guide the sub-ordinates.
h. They are responsible for providing training to the workers.
i. They arrange necessary materials, machines, tools etc for getting the things done.
j. They prepare periodical reports about the performance of the workers.
k. They ensure discipline in the enterprise.
l. They motivate workers.
m. They are the image builders of the enterprise because they are in direct contact with the workers.

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FUNCTIONS OF MANAGEMENT
Management has been described as a social process involving responsibility for economical and
effective planning & regulation of operation of an enterprise in the fulfillment of given purposes. It is a
dynamic process consisting of various elements and activities. These activities are different from
operative functions like marketing, finance, purchase etc. Rather these activities are common to each
and every manger irrespective of his level or status. Different experts have classified functions of
management. According to George & Jerry, “There are four fundamental functions of management i.e.
planning, organizing, actuating and controlling”. According to Henry Fayol, “To manage is to forecast
and plan, to organize, to command, & to control”. Whereas Luther Gullick has given a keyword
‗POSDCORB‘ where P stands for Planning, O for Organizing, S for Staffing, D for Directing, Co for Co-
ordination, R for reporting & B for Budgeting. But the most widely accepted are functions of
management given by KOONTZ and O‘DONNEL i.e. Planning, Organizing, Staffing, Directing and
Controlling. For theoretical purposes, it may be convenient to separate the function of management
but practically these functions are overlapping in nature i.e. they are highly inseparable. Each function
blends into the other & each affects the performance of others.
1. PLANNING
It is the basic function of management. It deals with chalking out a future course of action & deciding in
advance the most appropriate course of actions for achievement of predetermined goals. 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”. A plan is a future course of actions. It is an exercise in
problem solving & decision making. Planning is determination of courses of action to achieve desired
goals. Thus, planning is a systematic thinking about ways & means for accomplishment of
predetermined goals. Planning is necessary to ensure proper utilization of human & non-human
resources. It is all pervasive, it is an intellectual activity and it also helps in avoiding confusion,
uncertainties, risks, wastages etc.
2. ORGANIZING
It is the process of bringing together physical, financial and human resources and developing productive
relationship amongst them for achievement of organizational goals. According to Henry Fayol, “To
organize a business is to provide it with everything useful or its functioning i.e. raw material, tools,
capital and personnel‘s”. To organize a business involves determining & providing human and
nonhuman resources to the organizational structure. Organizing as a process involves:
• Identification of activities.
• Classification of grouping of activities.
• Assignment of duties.
• Delegation of authority and creation of responsibility.
• Coordinating authority and responsibility relationships.

3. STAFFING
It is the function of manning the organization structure and keeping it manned. Staffing has assumed
greater importance in the recent years due to advancement of technology, increase in size of business,
complexity of human behavior etc. The main purpose o staffing is to put right man on right job i.e.

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square pegs in square holes and round pegs in round holes. According to Kootz&O‘Donell, “Managerial
function of staffing involves manning the organization structure through proper and effective selection,
appraisal & development of personnel to fill the roles designed un the structure”. Staffing involves:
• Manpower Planning (estimating man power in terms of searching, choose the person and giving
theright place).
• Recruitment, selection & placement.
• Training & development.
• Remuneration.
• Performance appraisal.
• Promotions & transfer.

4. DIRECTING
It is that part of managerial function which actuates the organizational methods to work efficiently for
achievement of organizational purposes. It is considered life-spark of the enterprise which sets it in
motion the action of people because planning, organizing and staffing are the mere preparations for
doing the work. Direction is that inert-personnel aspect of management which deals directly with
influencing, guiding, supervising, motivating subordinate for the achievement of organizational goals.
Direction has following elements:
• Supervision • Motivation • Leadership • Communication
(i) Supervision- implies overseeing the work of subordinates by their superiors. It is the act of
watching& directing work & workers.
(ii) Motivation- means inspiring, stimulating or encouraging the sub-ordinates with zeal to work.
Positive, negative, monetary, non-monetary incentives may be used for this purpose.
(iii)Leadership- may be defined as a process by which manager guides and influences the work of
subordinates in desired direction.
(iv) Communications- is the process of passing information, experience, opinion etc from one person to
another. It is a bridge of understanding.

5. CONTROLLING
It implies measurement of accomplishment against the standards and correction of deviation if any to
ensure achievement of organizational goals. The purpose of controlling is to ensure that everything
occurs in conformities with the standards. An efficient system of control helps to predict deviations
before they actually occur. According to Theo Haimann, “Controlling is the process of checking whether
or not proper progress is being made towards the objectives and goals and acting if necessary, to
correct any deviation”. According to Koontz &O‘Donell “Controlling is the measurement & correction of
performance activities of subordinates in order to make sure that the enterprise objectives and plans
desired to obtain them as being accomplished”. Therefore controlling has following steps:
(i)Establishment of standard performance.
(ii)Measurement of actual performance.
(iii)Comparison of actual performance with the standards and finding out deviation if any.
(iv)Corrective action

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ROLE OF MANAGER/MANAGERIAL ROLE

Henry Mintzberg identified ten different roles, separated into three categories. The categories he
defined are as follows

a) Interpersonal Roles

The ones that, like the name suggests, involve people and other ceremonial duties. It can be further
classified as follows

• Leader: Responsible for staffing, training, and associated duties.

• Figurehead: The symbolic head of the organization.

Eg;Bill Gates to Microsoft, Steve Jobs to APPLE

• Liaison: Maintains the communication between all contacts and informers that compose
theorganizational network.

b) Informational Roles

Related to collecting, receiving, and disseminating information.

• Monitor: Personally seek and receive information, to be able to understand the organization.

• Disseminator: Transmits all import information received from outsiders to the members of
theorganization.

• Spokesperson: On the contrary to the above role, here the manager transmits the organization’s
plans,policies and actions to outsiders.

c) Decisional Roles

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Roles that revolve around making choices

• Entrepreneur: Seeks opportunities. Basically they search for change, respond to it, and exploit it.
• Negotiator: Represents the organization at major negotiations.
• Resource Allocator: Makes or approves all significant decisions related to the allocation of resources.
• Disturbance Handler: Responsible for corrective action when the organization faces

MANAGERIAL SKILLS

Technical Skills

As the name of these skills tells us, they give the manager‘s knowledge and ability to use different
techniques to achieve what they want to achieve. Technical skills are not related only for machines,
production tools or other equipment, but also they are skills that will be required to increase sales,
design different types of products and services, market the products and services. Technical skills are
most important for the first-level managers, but for the top managers, these skills are not something
with high significance level. As we go through a hierarchy from the bottom to higher levels, the
technical skills lose their importance. Conceptual Skills
Conceptual skills present knowledge or ability of a manager for more abstract thinking. That means he
can easily see the whole through analysis and diagnosis of different states in order to predict the future
of the business or department as a whole. Why managers need these skills? Conceptual skills are vital
for top managers, less important for mid-level managers, and not required for first-level managers. As
we go from a bottom of the managerial hierarchy to the top, the importance of these skills will rise.

Human or Interpersonal Managerial Skills

Human or interpersonal managerial skills present a manager‘s knowledge and ability to work with
people. One of the most important management tasks is to work with people. Without people, there
will not be a need for existence of management and managers. These skills will enable managers to
become leaders, to motivate employees for better accomplishments, to make more effective use of
human potential in the company and so on. 10 Simply, they are the most important skills for managers.
Interpersonal managerial skills are important for all hierarchical levels in the company.

Management is Art or Science?

According to the nature of management, there is a controversy that whether management is a science
or an art. This controversy is very old & is yet to be settled. It should be noted that, learning process of
science is different from that of art. Learning of science includes principles while learning of art involves
its continuous practice.

Management as a Science

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Science is characterized by following main features:

1. Universally accepted principles – Management contains some fundamental principles which can
beapplied universally like the Principle of Unity of Command i.e. one man, one boss. This principle is
applicable to all type of organization – business or non business.

2. Experimentation & Observation – Management principles are also based on scientific enquiry
&observation and not only on the opinion of Henry Fayol. They have been developed through
experiments & practical experiences of large no. of managers. E.g. it is observed that fair remuneration
to personal helps in creating a satisfied work force.

3. Cause & Effect Relationship – Principles of science lay down cause and effect relationship
betweenvarious variables. The same is true for management; therefore, it also establishes cause and
effect relationship. E.g. lack of parity (balance) between authority & responsibility will lead to
ineffectiveness.
If you know the cause i.e. lack of balance, the effect can be ascertained easily i.e. ineffectiveness.
Similarly, if workers are given bonuses, fair wages they will work hard but when not treated in fair and
just manner, reduces productivity of organization.

4. Test of Validity & Predictability – Validity of scientific principles can be tested at any time or
anynumber of times i.e. they stand the time of test. Each time these tests will give same result.
Moreover, future events can be predicted with reasonable accuracy by using scientific principles.
Principles of management can also be tested for validity. E.g. principle of unity of command can be
tested by comparing two persons – one having single boss and one having 2 bosses. The performance
of 1st person will be better than 2nd.

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Management as an Art

Art means application of knowledge & skill to get the desired results. An art may be defined as
personalized application of general theoretical principles for achieving best possible results. Art has the
following characters – Practical Knowledge: Every art requires practical knowledge therefore learning of
theory is not sufficient. It is very important to know practical application of theoretical principles. A
manager can never be successful just by obtaining degree or diploma in management; he must have
also known how to apply various principles in real situations, by functioning as a manager.

1. Personal Skill:

Although theoretical base may be same for every artist, but each one has his own style and approach
towards his job. That is why the level of success and quality of performance differs from one person to
another. Every manager has his own way of managing things based on his knowledge, experience and
personality, that is why some managers are known as good managers (like Aditya Birla, Rahul Bajaj)
whereas others as bad.

2.Creativity:

Every artist has an element of creativity in line. That is why he aims at producing something that has
never existed before which requires combination of intelligence & imagination. Management is also
creative in nature like any other art. It combines human and 11 non-human resources in a useful way so
as to achieve desired results. It tries to produce sweet music by combining chords in an efficient
manner. 3.Perfection through practice:

Practice makes a man perfect. Every artist becomes more and more proficient through constant
practice. Similarly, managers learn through an art of trial and error initially but application of
management principles over the years makes them perfect in the job of managing.

4.Goal-Oriented:

Every art is result oriented as it seeks to achieve concrete results. In the same manner, management is
also directed towards accomplishment of pre-determined goals. Managers use various resources like
men, money, material, machinery & methods to help in the growth of an organization.

Management as both Science and Art

Management is both an art and a science. The above-mentioned points clearly reveal that
management combines features of both science as well as art. It is considered as a science because it
has an organized body of knowledge which contains certain universal truth. It is called an art because
managing requires certain skills which are personal possessions of managers. Science provides the
knowledge & art deals with the application of knowledge and skills. A manager to be successful in his
profession must acquire the knowledge of science & the art of applying it. Therefore management is a
well-judged combination of science as well as an art because it proves the principles and the way these
principles are applied is a matter of art. Science teaches to ‘know‘ and art teaches to ‘do‘. E.g. a person
cannot become a good singer unless he has knowledge about various ragas & he also applies his
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personal skill in the art of singing. Same way it is not sufficient for manager to first know the principles
but he must also apply them in solving various managerial problems that is why, science and art are not
mutually exclusive but they are complementary to each other (like tea and biscuit, bread and butter
etc.). To conclude, we can say that science is the root and art is the fruit.

Difference between Entrepreneur and Manager

ENTREPRENEUR-

• He runs entrepreneurship
• He is essentially a leader and an initiator
• He is responsible for the success or the failure of his venture
• Since he is the only one person in charge,he is automatically the leader

MANAGER-

• He is not an owner of enterprise

• He is the one responsible for the management and administration of a group of people
• A manager posess some of the same qualities as an entrepreneur like
leadership,accountability.decisiveness etc.

• The key difference between an entrepreneur and a manager is their standing in the company. An
entrepreneur is a visionary that converts an idea into a business. He is the owner of the business,
so he bears all the financial and other risks. A manager, on the other hand, is an employee, he
works for a salary. So he does not have to bear any risks.
• The focus of an entrepreneur lies in starting the business and later expanding the business. A
manager will focus on the daily smooth functioning of the business.
• For an entrepreneur the key motivation is achievements. But for the managers, the motivation
comes from the power that comes with their position.
• The reward for all the efforts of an entrepreneur is the profit he earns from the enterprise. The
manager is an employee, so his remuneration is the salary he draws from the company.
• The entrepreneur can be informal and casual in his role. However, a manager’s approach to every
problem is very formal.
• The entrepreneur by nature is a risk taker. His has to take calculated risks to drive the company
further. A manager, on the other hand, is risk-averse. His job is to maintain the status quo of the
company. So he cannot afford risks.

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Management as a Profession:
The main features of profession are:
1. Well defined Body of knowledge: In every profession there is practice of systematic body of
knowledge which helps the professionals to gain specialized knowledge of that profession. 2. Restricted
Entry: The entry to a profession is restricted through an examination or degree. For example, a person
can practice as Doctor only when he is having MBBS degree. Whereas there is no legal restriction on
appointment of a manager, anyone can become a manager irrespective of the educational qualification.
But now many companies prefer to appoint managers only with MBA degree.
3. Presence of professional associations: For all the professions, special associations are
established andevery professional has to get himself registered with his association before practicing
that profession.
4. Existence of ethical codes: For every profession there is set of ethical codes fixed by
professionalorganizations and are binding on all the professionals of that profession. In case of
management there is growing emphasis on ethical behavior of managers. All India Management
Association (AIMA) has devised a code of conduct for Indian managers.
5. Service Motive: The basic motive of every profession is to serve the clients with dedication.
Whereasbasic purpose of management is achievement of management goal, for example for a business
organization the goal can be profit maximization. But nowadays only profit maximization cannot be the
sole goal of an enterprise. To survive in market for a long period of time, a businessman must give due
importance to social objectives along with economic objectives. So presently this feature of profession
is not present but very soon it will be included.
Types of Managers Based
on Competencies:

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1. The Problem-Solving Manager: This boss is task-driven and focused on achieving goals.
Theseproblem solvers are constantly putting out fires and leading by chaos. It is often the manager who
creates the very problems and situations that they work so hard to avoid.
2. The Pitchfork Manager People who manage by a pitchfork are doing so with a heavy and
oftencontrolling hand: demanding progress, forcing accountability, prodding and pushing for results
through the use of consequence, threats, scarcity, and fear tactics. This style of tough, ruthless
management is painful for people who are put in a position where they are pushed to avoid
consequences rather than pulled toward a desired goal.
3. The Pontificating Manager: These managers will readily admit they don't follow any particular
typeof management strategy. Instead, they shoot from the hip, making it up as they go along often
generating sporadic, inconsistent results. As a result, they often find themselves in situations that they
are unprepared for.
4. The Presumptuous Manager: Presumptuous Managers focus more on themselves than anything
else.To them, their personal production, recognition, sales quotas and bonuses take precedence over
their people and the value they are responsible for building within each person on their team.
Presumptuous Managers often put their personal needs and objectives above the needs of their team.
As you can imagine, Presumptuous Managers experience more attrition, turnover, and problems
relating to managing a team than any other type of manager.
5. The Perfect Manager: These managers are open to change, innovation, training, and personal
growthwith the underlying commitment to continually improve and evolve as sales managers, almost
to a fault. This wonderful trait often becomes their weakness. In their search for the latest and greatest
approach, like Pontificating Managers, Perfect Managers never get to experience the benefit of
consistency.
6. The Passive Manager: Also referred to as Parenting Managers or Pleasing Managers,
PassiveManagers take the concept of developing close relationships with their team and coworkers to a
new level. These managers have one ultimate goal: to make people happy. While this is certainly an
admirable trait, it can quickly become a barrier to leadership efforts if not managed effectively.
Although wholesome and charming, this type of boss is viewed as incompetent, inconsistent and
clueless often lacking the respect they need from their employees in order to effectively build a
championship team.
7. The Proactive Manager: The Proactive Manager encompasses all of the good qualities that the
othertypes of managers possess, yet without all of their pitfalls. Here are the characteristics that this
ideal manager embodies, as well as the ones for you to be mindful of and develop yourself. The
Proactive Manager possesses the:
Persistence, edge, and genuine authenticity of the Pitchfork Manager
• Confidence of the Presumptuous Manager
• Enthusiasm, passion, charm, and presence of the Pontificating Manager
• Drive to support others and spearhead solutions like the Problem-Solving Manager
• Desire to serve, respectfulness, sensitivity, nurturing ability, and humanity of the Passive
• Manager Product and industry knowledge, sales acumen, efficiency, focus, organisation, and

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• Passion for continued growth just like the Perfect Manager
The Proactive Manager is the ultimate manager and coach, and a testimonial to the additional skills
and coaching competencies that every manager needs to develop in order to build a world class team.

Based on Level and Department

EVOLUTION OF MANAGEMENT
The practice of management is as old as human civilization. The ancient civilizations of Egypt (the great
pyramids), Greece (leadership and war tactics of Alexander the great) and Rome displayed the
marvellous results of good management practices. The origin of management as a discipline was
developed in the late 19th century. Over time, management thinkers have sought ways to organize and
classify the voluminous information about management that has been collected and disseminated.
These attempts at classification have resulted in the identification of management approaches. The
approaches of management are theoretical frameworks for the study of management. Each of the
approaches of management are based on somewhat different assumptions about human beings and
the organizations for which they work. The different approaches of management are a) Classical
approach
b) Behavioural approach,
c) Quantitative approach,
d) Integrative approach.
a) THE CLASSICAL APPROACH:
The classical approach is the oldest formal approach of management thought. Its roots pre-date the
twentieth century. The classical approach of thought generally concerns ways to manage work and
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organizations more efficiently. Three areas of study that can be grouped under the classical approach
are scientific management, administrative management, and bureaucratic management.
(i) Scientific Management.
Frederick Winslow Taylor is known as the father of scientific management. Scientific management (also
called Taylorism or the Taylor system) is a theory of management that analyzes and synthesizes
workflows, with the objective of improving labor productivity. In other words, Traditional rules of
thumb are replaced by precise procedures developed after careful study of an individual at work.
(ii) Administrative Management.
Administrative management focuses on the management process and principles of management. In
contrast to scientific management, which deals largely with jobs and work at the individual level of
analysis, administrative management provides a more general theory of management. Henri Fayol is
the major contributor to this approach of management thought.
(iii) Bureaucratic Management.
Bureaucratic management focuses on the ideal form of organization. Max Weber was the major
contributor to bureaucratic management. Based on observation, Weber concluded that many early
organizations were inefficiently managed, with decisions based on personal relationships and loyalty.
He proposed that a form of organization, called a bureaucracy, characterized by division of labor,
hierarchy, formalized rules, impersonality, and the selection and promotion of employees based on
ability, would lead to more efficient management. Weber also contended that managers' authority in
an organization should be based not on tradition or charisma but on the position held by managers in
the organizational hierarchy.
b) THE BEHAVIORAL APPROACH:
The behavioral approach of management thought developed, in part, because of perceived weaknesses
in the assumptions of the classical approach. The classical approach emphasized efficiency, process,
and principles. Some felt that this emphasis disregarded important aspects of organizational life,
particularly as it related to human behavior. Thus, the behavioral approach focused on trying to
understand the factors that affect human behavior at work.
(i) Human Relations.
The Hawthorne Experiments began in 1924 and continued through the early 1930s. A variety of
researchers participated in the studies, including Elton Mayo. One of the major conclusions of the
Hawthorne studies was that workers' attitudes are associated with productivity. Another was that the
workplace is a social system and informal group influence could exert a powerful effect on individual
behavior. A third was that the style of supervision is an important factor in increasing workers' job
satisfaction.
(ii) Behavioral Science.
Behavioral science and the study of organizational behavior emerged in the 1950s and 1960s. The
behavioral science approach was a natural progression of the human relations movement. It focused on
applying conceptual and analytical tools to the problem of understanding and predicting behavior in
the workplace. The behavioral science approach has contributed to the study of management through
its focus on personality, attitudes, values, motivation, group behavior, leadership, communication, and
conflict, among other issues.
c) THE QUANTITATIVE APPROACH:

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The quantitative approach focuses on improving decision making via the application of quantitative
techniques. Its roots can be traced back to scientific management.
(i) Management Science (Operations Research)
Management science (also called operations research) uses mathematical and statistical approaches to
solve management problems. It developed during World War II as strategists tried to apply scientific
knowledge and methods to the complex problems of war. Industry began to apply management science
after the war. The advent of the computer made many management science tools and concepts more
practical for industry.
(ii) Production And Operations Management.
This approach focuses on the operation and control of the production process that transforms
resources into finished goods and services. It has its roots in scientific management but became an
identifiable area of management study after World War II. It uses many of the tools of management
science.Operations management emphasizes productivity and quality of both manufacturing and
service organizations. W. Edwards Deming exerted a tremendous influence in shaping modern ideas
about improving productivity and quality. Major areas of study within operations management include
capacity planning, facilities location, facilities layout, materials requirement planning, scheduling,
purchasing and inventory control, quality control, computer integrated manufacturing, just-in-time
inventory systems, and flexible manufacturing systems.
d) SYSTEMS APPROACH:
The simplified block diagram of the systems approach is given below. The systems approach focuses on
understanding the organization as an open system that transforms inputs into outputs. The systems
approach began to have a strong impact on management thought in the 1960s as a way of thinking
about managing techniques that would allow managers to relate different specialties and parts of the
company to one another, as well as to external environmental factors. The systems approach focuses
on the organization as a whole, its interaction with the environment, and its need to achieve
equilibrium

e) CONTINGENCY APPROACH
The contingency approach focuses on applying management principles and processes as dictated by
the unique characteristics of each situation. It emphasizes that there is no one best way to manage and
that it depends on various situational factors, such as the external environment, technology,
organizational characteristics, characteristics of the manager, and characteristics of the subordinates.
Contingency theorists often implicitly or explicitly criticize the classical approach for its emphasis on the
universality of management principles; however, most classical writers recognized the need to consider
aspects of the situation when applying management principles.
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CONTRIBUTION OF FAYOL AND TAYLOR
F.W. Taylor and Henry Fayol are generally regarded as the founders of scientific management and
administrative management and both provided the bases for science and art of management
Taylor's Scientific Management
Frederick Winslow Taylor well-known as the founder of scientific management was the first to
recognize and emphasis the need for adopting a scientific approach to the task of managing an
enterprise. He tried to diagnose the causes of low efficiency in industry and came to the conclusion
that much of waste and inefficiency is due to the lack of order and system in the methods of
management. He found that the management was usually ignorant of the amount of work that could
be done by a worker in a day as also the best method of doing the 19 job. As a result, it remained
largely at the mercy of the workers who deliberately shirked work. He therefore, suggested that those
responsible for management should adopt a scientific approach in their work, and make use of
"scientific method" for achieving higher efficiency. The scientific method consists essentially of
Observation Measurement Experimentation and Inference. He advocated a thorough
planning of the job by the management and emphasized the necessity of perfect understanding and co-
operation between the management and the workers both for the enlargement of profits and the use
of scientific investigation and knowledge in industrial work. He summed up his approach in these
words:
• Science, not rule of thumb
• Harmony, not discord
• Co-operation, not individualism
• Maximum output, in place of restricted output
• The development of each man to his greatest efficiency and prosperity.
Elements of Scientific Management:
The techniques which Taylor regarded as its essential elements or features may be classified as under:
1. Scientific Task and Rate-setting, work improvement, etc.
2. Planning the Task.
3. Vocational Selection and Training
4. Standardization (of working conditions, material equipment etc.)
5. Specialization 6. Mental Revolution.
1. Scientific Task and Rate-Setting (work study): Work study may be defined as the systematic, objective
and critical examination of all the factors governing the operational efficiency of any specified activity in
order to effect improvement. Work study includes.
(a) Methods Study: The management should try to ensure that the plant is laid out in the best
mannerand is equipped with the best tools and machinery. The possibilities of eliminating or combining
certain operations may be studied.
(b) Motion Study: It is a study of the movement, of an operator (or even of a machine) in
performing anoperation with the purpose of eliminating useless motions.
(c) Time Study (work measurement): The basic purpose of time study is to determine the proper
time forperforming the operation. Such study may be conducted after the motion study. Both time
study and motion study help in determining the best method of doing a job and the standard time
allowed for it. (d) Fatigue Study: If, a standard task is set without providing for measures to eliminate
fatigue, it may either be beyond the workers or the workers may over strain themselves to attain it. It is

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necessary, therefore, to regulate the working hours and provide for rest pauses at scientifically
determined intervals. (e) Rate-setting: Taylor recommended the differential piece wage system, under
which workers performing the standard task within prescribed time are paid a much higher rate per
unit than inefficient workers who are not able to come up to the standard set.
2. Planning the Task: Having set the task which an average worker must strive to perform to get
wagesat the higher piece-rate, necessary steps have to be taken to plan the production thoroughly so
that there is no bottlenecks and the work goes on systematically.
3. Selection and Training: Scientific Management requires a radical change in the methods
andprocedures of selecting workers. It is therefore necessary to entrust the task of selection to a
central personnel department. The procedure of selection will also have to be systematised. Proper
attention has also to be devoted to the training of the workers in the correct methods of work. 4.
Standardization: Standardization may be introduced in respect of the following.
(a) Tools and equipment: By standardization is meant the process of bringing about uniformity.
Themanagement must select and store standard tools and implements which will be nearly the best or
the best of their kind.
(b) Speed: There is usually an optimum speed for every machine. If it is exceeded, it is likely to
result indamage to machinery.
(c) Conditions of Work: To attain standard performance, the maintenance of standard conditions
ofventilation, heating, cooling, humidity, floor space, safety etc., is very essential.
(d) Materials: The efficiency of a worker depends on the quality of materials and the method
ofhandling materials.
5. Specialization: Scientific management will not be complete without the introduction of
specialization. Under this plan, the two functions of 'planning' and 'doing' are separated in the
organization of the plant. The `functional foremen' are specialists who join their heads to give thought
to the planning of the performance of operations in the workshop. Taylor suggested eight functional
foremen under his scheme of functional foremanship.
(a) The Route Clerk: To lay down the sequence of operations and instruct the workers concerned
aboutit.
(b) The Instruction Card Clerk: To prepare detailed instructions regarding different aspects of work.
(c) The Time and Cost Clerk: To send all information relating to their pay to the workers and to secure
proper returns of work from them.
(d) The Shop Disciplinarian: To deal with cases of breach of discipline and absenteeism.
(e) The Gang Boss: To assemble and set up tools and machines and to teach the workers to make
alltheir personal motions in the quickest and best way.
(f)The Speed Boss: To ensure that machines are run at their best speeds and proper tools are used by
the workers.
(g) The Repair Boss: To ensure that each worker keeps his machine in good order and
maintainscleanliness around him and his machines.
(h) The Inspector: To show to the worker how to do the work.
6. Mental Revolution: At present, industry is divided into two groups – management and labour. The
major problem between these two groups is the division of surplus. The management wants the
maximum possible share of the surplus as profit; the workers want, as large share in the form of wages.

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Taylor has in mind the enormous gain that arises from higher productivity. Such gains can be shared
both by the management and workers in the form of increased profits and increased wages.
HENRY FAYOL'S 14 PRINCIPLES OF MANAGEMENT:
The principles of management are given below:
1. Division of work : Division of work or specialization alone can give maximum productivity and
efficiency. Both technical and managerial activities can be performed in the best manner only through
division of labour and specialization.
2. Authority and Responsibility : The right to give order is called authority. The obligation to
accomplish is called responsibility. Authority and Responsibility are the two sides of the management
coin. They exist together. They are complementary and mutually interdependent.
3. Discipline: The objectives, rules and regulations, the policies and procedures must be honoured
by each member of an organization. There must be clear and fair agreement on the rules and
objectives, on the policies and procedures. There must be penalties (punishment) for non-obedience or
indiscipline. No organization can work smoothly without discipline - preferably voluntary discipline.
4. Unity of Command : In order to avoid any possible confusion and conflict, each member of an
organization must receive orders and instructions only from one superior (boss).
5. Unity of Direction : All members of an organization must work together to accomplish common
objectives.
6. Emphasis on Subordination of Personal Interest to General or Common Interest : This is also
called principle of co-operation. Each shall work for all and all for each. General or common interest
must be supreme in any joint enterprise.
7. Remuneration: Fair pay with non-financial rewards can act as the best incentive or motivator for
good performance. Exploitation of employees in any manner must be eliminated. Sound scheme of
remuneration includes adequate financial and nonfinancial incentives.
8. Centralization : There must be a good balance between centralization and decentralization of
authority and power. Extreme centralization and decentralization must be avoided.
9. Scalar Chain : The unity of command brings about a chain or hierarchy of command linking all
members of the organization from the top to the bottom. Scalar denotes steps.
10. Order: Fayol suggested that there is a place for everything. Order or system alone can create a
sound organization and efficient management.
11. Equity: An organization consists of a group of people involved in joint effort. Hence, equity (i.e.,
justice) must be there. Without equity, we cannot have sustained and adequate joint collaboration. 12.
Stability of Tenure: A person needs time to adjust himself with the new work and demonstrate
efficiency in due course. Hence, employees and managers must have job security. Security of income
and employment is a pre-requisite of sound organization and management.
13. Esprit of Co-operation: Esprit de corps is the foundation of a sound organization. Union is
strength. But unity demands co-operation. Pride, loyalty and sense of belonging are responsible for
good performance.
14. Initiative: Creative thinking and capacity to take initiative can give us sound managerial planning
and execution of predetermined plans.

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 ORGANIZATION AND ENVIRONMENTAL FACTORS
An organization is a group of people intentionally organized to accomplish a common or set of goals.
Types of Business Organizations When organizing a new business, one of the most important decisions
to be made is choosing the structure of a business.
a) Sole Proprietorships
The vast majority of small business starts out as sole proprietorships . . . very dangerous. These firms
are owned by one person, usually the individual who has day-to-day responsibility for running the
business. Sole proprietors own all the assets of the business and the profits generated by it. They also
assume "complete personal" responsibility for all of its liabilities or debts. In the eyes of the law, you
are one in the same with the business.
Merits:
• Easiest and least expensive form of ownership to organize.
• Sole proprietors are in complete control, within the law, to make all decisions.
• Sole proprietors receive all income generated by the business to keep or reinvest.
• Profits from the business flow-through directly to the owner's personal tax return.
• The business is easy to dissolve, if desired.
Demerits:
• Unlimited liability and are legally responsible for all debts against the business.
• Their business and personal assets are 100% at risk.
• Has almost been ability to raise investment funds.
• Are limited to using funds from personal savings or consumer loans.
• Have a hard time attracting high-caliber employees, or those that are motivated by the opportunity
toown a part of the business.
• Employee benefits such as owner's medical insurance premiums are not directly deductible
frombusiness income (partially deductible as an adjustment to income). b) Partnerships
In a Partnership, two or more people share ownership of a single business. Like proprietorships, the law
does not distinguish between the business and its owners. The Partners should have a legal agreement
that sets forth how decisions will be made, profits will be shared, disputes will be resolved, how future
partners will be admitted to the partnership, how partners can be bought out, or what steps will be
taken to dissolve the partnership when needed. Yes, its hard to think about a "break-up" when the
business is just getting started, but many partnerships split up at crisis times and unless there is a
defined process, there will be even greater problems. They also must decide up front how much time
and capital each will contribute, etc.
Merits:
• Partnerships are relatively easy to establish; however time should be invested in developing
thepartnership agreement.
• With more than one owner, the ability to raise funds may be increased.
• The profits from the business flow directly through to the partners' personal taxes.
• Prospective employees may be attracted to the business if given the incentive to become a partner.
Demerits:
• Partners are jointly and individually liable for the actions of the other partners.
• Profits must be shared with others.
• Since decisions are shared, disagreements can occur.
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• Some employee benefits are not deductible from business income on tax returns.
• The partnerships have a limited life; it may end upon a partner withdrawal or death.c) Corporations

A corporation, chartered by the state in which it is headquartered, is considered by law to be a unique

"entity", separate and apart from those who own it. A corporation can be taxed; it can be sued; it can
enter into contractual agreements. The owners of a corporation are its shareholders. The shareholders
elect a board of directors to oversee the major policies and decisions. The corporation has a life of its
own and does not dissolve when ownership changes. Merits:
• Shareholders have limited liability for the corporation's debts or judgments against the corporations.
• Generally, shareholders can only be held accountable for their investment in stock of the
company.(Note however, that officers can be held personally liable for their actions, such as the
failure to withhold and pay employment taxes.)
• Corporations can raise additional funds through the sale of stock.
• A corporation may deduct the cost of benefits it provides to officers and employees.
• Can elect S corporation status if certain requirements are met. This election enables company to
betaxed similar to a partnership.
Demerits:
• The process of incorporation requires more time and money than other forms of organization.
• Corporations are monitored by federal, state and some local agencies, and as a result may have
morepaperwork to comply with regulations.
• Incorporating may result in higher overall taxes. Dividends paid to shareholders are not
deductibleform business income, thus this income can be taxed twice. d) Joint Stock Company:
Limited financial resources & heavy burden of risk involved in both of the previous forms of
organization has led to the formation of joint stock companies these have limited dilutives. The capital
is raised by selling shares of different values. Persons who purchase the shares are called shareholder.
The managing body known as; Board of Directors; is responsible for policy making important financial &
technical decisions.
There are two main types of joint stock Companies.
(i)Private limited company. (ii)Public limited company
(i) Private limited company: This type company can be formed by two or more persons. Te
maximumnumber of member ship is limited to 50. In this transfer of shares is limited to members only.
The government also does not interfere in the working of the company.
(ii) Public Limited Company: It is one whose membership is open to general public. The
minimumnumber required to form such company is seven, but there is no upper limit. Such company‘s
can advertise to offer its share to genera public through a prospectus. These public limited companies
are subjected to greater control & supervision of control.
Merits:
• The liability being limited the shareholder bear no Rick& therefore more as make persons
areencouraged to invest capital.
• Because of large numbers of investors, the risk of loss is divided.
• Joint stock companies are not affected by the death or the retirement of the shareholders.
Disadvantages:
• It is difficult to preserve secrecy in these companies.
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• It requires a large number of legal formalities to be observed.
• Lack of personal interest.
e) Public Corporations:
A public corporation is wholly owned by the Government centre to state. It is established usually by a
Special Act of the parliament. Special statute also prescribes its management pattern power duties &
jurisdictions. Though the total capital is provided by the Government, they have separate entity & enjoy
independence in matters related to appointments, promotions etc.
Merits:
• These are expected to provide better working conditions to the employees & supported to be
bettermanaged.
• Quick decisions can be possible, because of absence of bureaucratic control.
• More Hexibility as compared to departmental organization.
• Since the management is in the hands of experienced & capable directors & managers, these
atemanaged more efficiently than that of government departments.
Demerits:
• Any alteration in the power & Constitution of Corporation requires an amendment in the
particularAct, which is difficult & time consuming.
• Public Corporations possess monopoly & in the absence of competition, these are not interested
inadopting new techniques & in making improvement in their working.

f) Government Companies:
A state enterprise can also be organized in the form of a Joint stock company; A government company
is any company in which of the share capital is held by the central government or partly by central
government & party by one to more state governments. It is managed by the elected board of directors
which may include private individuals. These are accountable for its working to the concerned ministry
or department & its annual report is required to be placed ever year on the table of the parliament or
state legislatures along with the comments of the government to concerned department. Merits:
• It is easy to form.
• The directors of a government company are free to take decisions & are not bound by certain
rigidrules & regulations.
Demerits:
• Misuse of excessive freedom cannot be ruled out.
• The directors are appointed by the government so they spend more time in pleasing their
politicalmasters & top government officials, which results in inefficient management.
CLASSIFICATION OF ENVIRONMENTAL FACTORS
On the basis of the extent of intimacy with the firm, the environmental factors may be classified into
different types namely internal and external.
1) INTERNAL ENVIRONMENTAL FACTORS
The internal environment is the environment that has a direct impact on the business. The internal
factors are generally controllable because the company has control over these factors. It can alter or
modify these factors. The internal environmental factors are resources, capabilities and culture.
i) Resources: A good starting point to identify company resources is to look at tangible, intangible and
human resources. Tangible resources are the easiest to identify and evaluate: financial resources and

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physical assets are identifies and valued in the firm‘s financial statements. Intangible resources are
largely invisible, but over time become more important to the firm than tangible assets because they
can be a main source for a competitive advantage. Such intangible recourses include reputational
assets (brands, image, etc.) and technological assets (proprietary technology and know-how). Human
resources or human capital are the productive services human beings offer the firm in terms of their
skills, knowledge, reasoning, and decision-making abilities. ii) Capabilities: Resources are not
productive on their own. The most productive tasks require that resources collaborate closely together
within teams. The term organizational capabilities are used to refer to a firm‘s capacity for undertaking
a particular productive activity. Our interest is not in capabilities per se, but in capabilities relative to
other firms. To identify the firm‘s capabilities we will use the functional classification approach. A
functional classification identifies organizational capabilities in relation to each of the principal
functional areas.
iii) Culture: It is the specific collection of values and norms that are shared by people and groups in an
organization and that helps in achieving the organizational goals.
2) EXTERNAL ENVIRONMENT FACTORS
It refers to the environment that has an indirect influence on the business. The factors are
uncontrollable by the business. The two types of external environment are micro environment and
macro environment.
a) MICRO ENVIRONMENTAL FACTORS
The micro environment or task environment encompasses those forces in the close surrounding area of
an organization that influence it’s functioning. Even if it is external to an organization, micro factors
need not affect all the firms in a particular industry in an equivalent manner. Some of the micro factors
may be unique to a firm. It embraces the following factors:
1. Suppliers

Suppliers of raw materials, components and semi finished goods are very prominent for a firm. They
operate as an important force within the micro environment of the firm.
2. Marketing intermediaries
It includes the firms that assist the company in promoting, selling and distributing its goods to final
buyers. They are operating in the micro environment.
3. Customers
As far as any business firm is concerned, creation and maintenance of customers are of utmost
importance. Triumph of a business principally depends on realising the needs, desire and tastes
of customers. 4. Competitors
Every organization has a competitive environment. Activities of a business should be adjusted according
to the actions and reactions of competitors. An enterprise will be facing direct and indirect competition
from many rivalries. A firm should monitor the activities of the competitors in its micro environment
and should counteract accordingly.

5. Public
Public refers to any cluster that has actual or potential interest in the business activities. Such
clusters can exert influence on the business. e.g., growth of consumer groups may affect the
working of newly developed businesses. 6. Financiers
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The term financiers include commercial banks, money lending institutions, private persons etc who
have lent money for business operations. In addition to the financing capabilities, their policies and
strategies, attitudes, ability to provide non-financial assistance etc are vital.
MACRO ENVIRONMENT
A company along with its micro environment situate in a bigger macro environment. This micro
environment provides opportunities and poses threats to a firm. The macro forces are generally more
uncontrollable and the success of a company depends on its adaptability to the environment. A firm
cannot exercise effective control on the factors of macro environment and only the degree of
adaptability it has to that particular environment can direct it to success. The macro environment of a
firm consists of the following:
1. Economic environment
The Economic environment includes broad factors like structure and nature of the economy, the stage
of development of the economy, economic resources, the level of income of the economy, the
distribution of income and assets among citizens, linkages with global economy, economic policies etc.
Important economic factors are:
a) Degree of economic development.
b) Structure of the economy.
c) Economic policies.
d) Economic conditions2. Political Environment
It primarily comprises of the country’s government’s actions which may influence the operations of a
company or business. These actions can be on different levels like local, regional, national or
international. The decision makers should observe the movements of the government keenly, so that
they can make quick decisions. 3. Technological environment
Along with determining the destiny of an organization, technology can contribute to the economic and
social development of a nation. Factors like the type of technology in use, the level of technological
developments, the speed with which new technologies are adopted and diffused, the type of
technologies that are appropriate, the technology policy etc has deep implications on the prospects of
the business. 4. Social Environment
The social environment of business includes social factors like customs, traditions, values, beliefs,
poverty, literacy, life expectancy rate etc. The social structure and the values that a society cherishes
have a considerable influence on the functioning of business firms. For example, during festive seasons
there is an increase in the demand for new clothes, sweets, fruits, flower, etc.
5. Cultural environment
Culture of a particular region includes activities such as dance, drama, music and festivals. In its exact
sense culture is understood as that composite whole which includes knowledge, belief, art, morals, law,
customs and other capabilities and habits acquired by individual as a member of a society
TRENDS AND CHALLENGES OF MANAGEMENT IN GLOBAL SCENARIO
The management functions are planning and decision making, organizing. leading, and controlling —
are just as relevant to international managers as to domestic managers. International managers need to
have a clear view of where they want their firm to be in the future; they have to organize to implement
their plans: they have to motivate those who work lot them; and they have to develop appropriate
control mechanisms.
a) Planning and Decision Making in a Global Scenario

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To effectively plan and make decisions in a global economy, managers must have a broad-based
understanding of both environmental issues and competitive issues. They need to understand local
market conditions and technological factor that will affect their operations. At the corporate level,
executives need a great deal of information to function effectively. Which markets are growing?
Which markets are shrinking? Which are our domestic and foreign competitors doing in each market?
They must also make a variety of strategic decisions about their organizations. For example, if a firm
wishes to enter market in France, should it buy a local firm there, build a plant, or seek a strategic
alliance? Critical issues include understanding environmental circumstances, the role of goals and
planning in a global organization, and how decision making affects the global organization. b)
Organizing in a Global Scenario
Managers in international businesses must also attend to a variety of organizing issues. For example,
General Electric has operations scattered around the globe.The firm has made the decision to give local
managers a great deal of responsibility for how they run their business. In contrast, many Japanese
firms give managers of their foreign operations relatively little responsibility. As a result, those
managers must frequently travel back to Japan to present problems or get decisions approved.
Managers in an international business must address the basic issues of organization structure and
design, managing change, and dealing with human resources. c) Leading in a Global Scenario
We noted earlier some of the cultural factors that affect international organizations. Individual
managers must be prepared to deal with these and other factors as they interact people from different
cultural backgrounds .Supervising a group of five managers, each of whom is from a different state in
the United States, is likely to be much simpler than supervising a group of five managers, each of whom
is from a different culture. Managers must understand how cultural factors affect individuals. How
motivational processes vary across cultures, how the role of leadership changes in different cultures,
how communication varies across cultures, and how interpersonal and group processes depend on
cultural background.
d) Controlling in a Global Scenario
Finally, managers in international organizations must also be concerned with control. Distances, time
zone differences, and cultural factors also play a role in control. For example, in some cultures, close
supervision is seen as being appropriate, whereas in other cultures, it is not Like-wise, executives in the
United States and Japan may find it difficult to communicate vital information to one another because
of the time zone differences. Basic control issues for the international manager revolve around
operations management productivity, quality, technology and information systems.

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 1

DEPARTMENT OF COMPUTER SCIENCE AND ENGINEERING

NAME OF THE SUBJECT : PRINCIPLES OF MANAGEMENT

Subject code : MG8591

Regulation : 2017

UNIT II-PLANNING
 UNIT II PLANNING

Definition of planning
Planning is deciding in advance what to do and how to do. It is one of the basic managerial
functions. Planning involves selecting missions and objectives and deciding on the actions
to achieve them; it requires decision making, that is, choosing a course of action from
among alternatives
Planning bridges the gap from where we are to where we want to go.
Nature of Planning

1. Planning is goal-oriented:
Every plan must contribute in some positive way towards theaccomplishment of group objectives.
Planning has no meaning without being related to goals.
2. Primacy of Planning:
Planning is the first of the managerial functions. It precedes allother management functions.
3. Pervasiveness of Planning:
Planning is found at all levels of management. Topmanagement looks after strategic planning. Middle
management is in charge ofadministrative planning. Lower management has to concentrate on
operational planning.
4. Efficiency, Economy and Accuracy:
Efficiency of plan is measured by its contribution tothe objectives as economically as possible. Planning
also focuses on accurate forecasts.
5. Co-ordination:
Planning co-ordinates the what, who, how, where and why of planning.Without co-ordination of all
activities, we cannot have united efforts.
6. Limiting Factors:
A planner must recognize the limiting factors (money, manpower etc)andformulate plans in the light of
these critical factors.
7. Flexibility:
The process of planning should be adaptable to changing environmentalconditions.
8. Planning is an intellectual process:
The quality of planning will vary according to thequality of the mind of the manager.
Purpose of Planning

As a managerial function planning is important due to the following reasons:-

1. To manage by objectives: All the activities of an organization are designed to achieve certain
specified objectives. However, planning makes the objectives more concrete by focusing attention on them.

2. To offset uncertainty and change: Future is always full of uncertainties and changes. Planning
foresees the future and makes the necessary provisions for it.

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3. To secure economy in operation: Planning involves, the selection of most profitable course of action
that would lead to the best result at the minimum costs.

4. To help in co-ordination: Co-ordination is, indeed, the essence of management, the planning is the
base of it. Without planning it is not possible to co-ordinate the different activities of an organization.
5. To make control effective: The controlling function of management relates to the comparison of the
planned performance with the actual performance. In the absence of plans, a management will have no
standards for controlling other's performance.

6. To increase organizational effectiveness: Mere efficiency in the organization is not important; it

should also lead to productivity and effectiveness. Planning enables the manager to measure the
organizational effectiveness in the context of the stated objectives and take further actions in this direction.

PLANNING PROCESS

The various steps involved in planning are given below

a) Perception of Opportunities:
Although preceding actual planning and therefore not strictly a part of the planning process,
awareness of an opportunity is the real starting point for planning. It includes a preliminary look at
possible future opportunities and the ability to see them clearly and completely, knowledge of where
we stand in the light of our strengths and weaknesses, an understanding of why we wish to solve
uncertainties, and a vision of what we expect to gain. Setting realistic objectives depends on this
awareness. Planning requires realistic diagnosis of the opportunity situation. b) Establishing
Objectives:
The first step in planning itself is to establish objectives for the entire enterprise and then for each
subordinate unit. Objectives specifying the results expected indicate the end points of what is to be
done, where the primary emphasis is to be placed, and what is to be accomplished by the network of
strategies, policies, procedures, rules, budgets and programs.
Enterprise objectives should give direction to the nature of all major plans which, by reflecting these
objectives, define the objectives of major departments. Major department objectives, in turn, control
the objectives of subordinate departments, and so on down the line. The objectives of lesser
departments will be better framed, however, if subdivision managers understand the overall enterprise
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objectives and the implied derivative goals and if they are given an opportunity to contribute their
ideas to them and to the setting of their own goals.
c) Considering the Planning Premises:

Another logical step in planning is to establish, obtain agreement to utilize and disseminate critical
planning premises. These are forecast data of a factual nature, applicable basic policies, and existing
company plans. Premises, then, are planning assumptions – in other words, the expected environment
of plans in operation. This step leads to one of the major principles of planning. The more individuals
charged with planning understand and agree to utilize consistent planning premises, the more
coordinated enterprise planning will be. Planning premises include far more than the usual basic
forecasts of population, prices, costs, production, markets, and similar matters. Because the future
environment of plans is so complex, it would not be profitable or realistic to make assumptions about
every detail of the future environment of a plan. Since agreement to utilize a given set of premises is
important to coordinate planning, it becomes a major responsibility of managers, starting with those
at the top, to make sure that subordinate managers understand the premises upon which they are
expected to plan. It is not unusual for chief executives in well- managed companies to force top
managers with differing views, through group deliberation, to arrive at a set of major premises that all
can accept. d) Identification of alternatives:
Once the organizational objectives have been clearly stated and the planning premises have been
developed, the manager should list as many available alternatives as possible for reaching those
objectives. The focus of this step is to search for and examine alternative courses of action, especially
those not immediately apparent. There is seldom a plan for which reasonable alternatives do not exist,
and quite often an alternative that is not obvious proves to be the best. The more common problem is
not finding alternatives, but reducing the number of alternatives so that the most promising may be
analyzed. Even with mathematical techniques and the computer, there is a limit to the number of
alternatives that may be examined. It is therefore usually necessary for the planner to reduce by
preliminary examination the number of alternatives to those promising the most fruitful possibilities or
by mathematically eliminating, through the process of approximation, the least promising ones. e)
Evaluation of alternatives
Having sought out alternative courses and examined their strong and weak points, the following step is
to evaluate them by weighing the various factors in the light of premises and goals. One course may
appear to be the most profitable but require a large cash outlay and a slow payback; another may be
less profitable but involve less risk; still another may better suit the company in long–range objectives.
If the only objective were to examine profits in a certain business immediately, if the future were not
uncertain, if cash position and capital availability were not worrisome, and if most factors could be
reduced to definite data, this evaluation should be relatively easy. But typical planning is replete with
uncertainties, problems of capital shortages, and intangible factors, and so evaluation is usually very
difficult, even with relatively simple problems. A company may wish to enter a new product line
primarily for purposes of prestige; the forecast of expected results may show a clear financial loss, but
the question is still open as to whether the loss is worth the gain. f) Choice of alternative plans
An evaluation of alternatives must include an evaluation of the premises on which the alternatives are
based. A manager usually finds that some premises are unreasonable and can therefore be excluded
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from further consideration. This elimination process helps the manager determine which alternative
would best accomplish organizational objectives. g) Formulating of Supporting Plans
After decisions are made and plans are set, the final step to give them meaning is to numberize them
by converting them to budgets. The overall budgets of an enterprise represent the sum total of income
and expenses with resultant profit or surplus and budgets of major balance– sheet items such as cash
and capital expenditures. Each department or program of a business or other enterprise can have its
own budgets, usually of expenses and capital expenditures, which tie into the overall budget. If this
process is done well, budgets become a means of adding together the various plans and also important
standards against which planning progress can be measured.

h)Establishing sequence of activities

Once plans that furnish the organization with both long-range and short-range direction have been
developed, they must be implemented. Obviously, the organization can not directly benefit from
planning process until this step is performed

Types of planning

Plans can be broadly classified as

a) Strategic plans
b) Tactical plans
c) Operational plans

Operational plans lead to the achievement of tactical plans, which in turn lead to the attainment of
strategic plans. In addition to these three types of plans, managers should also develop a contingency
plan in case their original plans fail.
a) STRATEGIC PLANS:
A strategic plan is an outline of steps designed with the goals of the entire organization as a whole
in mind, rather than with the goals of specific divisions or departments. It is further classified as i)
Mission:
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The mission is a statement that reflects the basic purpose and focus of the organization which normally
remain unchanged. The mission of the company is the answer of the question : why does the
organization exists? Properly crafted mission statements serve as filters to separate what is important
from what is not, clearly state which markets will be served and how, and communicate a sense of
intended direction to the entire organization.
Mission of Ford: “we are a global, diverse family with a proud inheritance, providing exceptional
products and services”
ii) Objectives or goals:
Both goal and objective can be defined as statements that reflect the end towards which the
organization is aiming to achieve. However, there are significant differences between the two. A goal is
an abstract and general umbrella statement, under which specific objectives can be clustered.
Objectives are statements that describe—in precise, measurable, and obtainable terms which reflect
the desired organization‘s outcomes. iii) Strategies:
Strategy is the determination of the basic long term objectives of an organization and the adoption of
action and collection of action and allocation of resources necessary to achieve these goals. Strategic
planning begins with an organization's mission. Strategic plans look ahead over the next two, three,
five, or even more years to move the organization from where it currently is to where it wants to be.
Requiring multilevel involvement, these plans demand harmony among all levels of management
within the organization. Top-level management develops the directional objectives for the entire
organization, while lower levels of management develop compatible objectives and plans to achieve
them. Top management's strategic plan for the entire organization becomes the framework and sets
dimensions for the lower level planning.
b) TACTICAL PLANS:
A tactical plan is concerned with what the lower level units within each division must do, how they
must do it, and who is in charge at each level. Tactics are the means needed to activate a strategy and
make it work. Tactical plans are concerned with shorter time frames and narrower scopes than are
strategic plans. These plans usually span one year or less because they are considered short-term goals.
Long-term goals, on the other hand, can take several years or more to accomplish. Normally, it is the
middle manager's responsibility to take the broad strategic plan and identify specific tactical actions.
c) OPERATIONAL PLANS
The specific results expected from departments, work groups, and individuals are the operational goals.
These goals are precise and measurable. “Process 150 sales applications each week” or “Publish 20
books this quarter” are examples of operational goals. An operational plan is one that a manager uses
to accomplish his or her job responsibilities. Supervisors, team leaders, and facilitators develop
operational plans to support tactical plans . Operational plans can be a single-use plan or a standing
plan.
i) Single-use plans apply to activities that do not recur or repeat. A one-time occurrence, such as a
special sales program, is a single-use plan because it deals with the who, what, where, how, and how
much of an activity.
¬ Programme: Programme consists of an ordered list of events to be followed to execute a project.

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¬ Budget: A budget predicts sources and amounts of income and how much they are used for a
specific project. ii) Standing plans are usually made once and retain their value over a period of years
while undergoing periodic revisions and updates. The following are examples of ongoing plans:
¬ Policy: A policy provides a broad guideline for managers to follow when dealing with important areas
of decision making. Policies are general statements that explain how a manager should attempt to
handle routine management responsibilities.
Typical human resources policies, for example, address such matters as employee hiring, terminations,
performance appraisals, pay increases, and discipline.
¬ Procedure: A procedure is a set of step-by-step directions that explains how activities or tasks are to
be carried out. Most organizations have procedures for purchasing supplies and equipment, for
example. This procedure usually begins with a supervisor completing a purchasing requisition. The
requisition is then sent to the next level of management for approval. The approved requisition is
forwarded to the purchasing department. Depending on the amount of the request, the purchasing
department may place an order, or they may need to secure quotations and/or bids for several vendors
before placing the order. By defining the steps to be taken and the order in which they are to be done,
procedures provide a standardized way of responding to a repetitive problem.
¬ Rule: A rule is an explicit statement that tells an employee what he or she can and cannot do. Rules
are ―do‖ and ―don't‖ statements put into place to promote the safety of employees and the uniform
treatment and behavior of employees. For example, rules about tardiness and absenteeism permit
supervisors to make discipline decisions rapidly and with a high degree of fairness.
d) CONTINGENCY PLANS

Intelligent and successful management depends upon a constant pursuit of adaptation, flexibility, and
mastery of changing conditions. Strong management requires a ―keeping all options open‖ approach
at all times — that's where contingency planning comes in. Contingency planning involves identifying
alternative courses of action that can be implemented if and when the original plan proves inadequate
because of changing circumstances. Keep in mind that events beyond a manager's control may cause
even the most carefully prepared alternative future scenarios to go awry. Unexpected problems and
events frequently occur. When they do, managers may need to change their plans. Anticipating change
during the planning process is best in case things don't go as expected. Management can then develop
alternatives to the existing plan and ready them for use when and if circumstances make these
alternatives appropriate.
OBJECTIVES
Objectives may be defined as the goals which an organisation tries to achieve. Objectives are described as
the end- points of planning. According to Koontz and O'Donnell, "an objective is a term commonly used to
indicate the end point of a management programme." Objectives constitute the purpose of the enterprise
and without them no intelligent planning can take place.
Objectives are, therefore, the ends towards which the activities of the enterprise are aimed. They are
present not only the end-point of planning but also the end towards which organizing, directing and
controlling are aimed. Objectives provide direction to various activities. They also serve as the benchmark of
measuring the efficiency and effectiveness of the enterprise. Objectives make every human activity
purposeful. Planning has no meaning if it is not related to certain objectives.

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Features of Objectives
• The objectives must be predetermined.
• A clearly defined objective provides the clear direction for managerial effort.
• Objectives must be realistic.
• Objectives must be measurable.
• Objectives must have social sanction.
• All objectives are interconnected and mutually supportive.
• Objectives may be short-range, medium-range and long-range.
• Objectives may be constructed into a hierarchy.

Advantages of Objectives
• Clear definition of objectives encourages unified planning.
• Objectives provide motivation to people in the organization.
• When the work is goal-oriented, unproductive tasks can be avoided.
• Objectives provide standards which aid in the control of human efforts in an organization.
• Objectives serve to identify the organization and to link it to the groups upon which its existence depends.
• Objectives act as a sound basis for developing administrative controls.
• Objectives contribute to the management process: they influence the purpose of the organization,
policies,personnel, leadership as well as managerial control
Process of Setting Objectives
Objectives are the keystone of management planning. It is the most important task of management.
Objectives are required to be set in every area which directly and vitally effects the survival and prosperity
of the business. In the setting of objectives, the following points should be borne in mind.
• Objectives are required to be set by management in every area which directly and vitally affects the
survivaland prosperity of the business.
• The objectives to be set in various areas have to be identified.
• While setting the objectives, the past performance must be reviewed, since past performance indicates
whatthe organization will be able to accomplish in future.
• The objectives should be set in realistic terms i.e., the objectives to be set should be reasonable and
capableof attainment.
• Objectives must be consistent with one and other.
• Objectives must be set in clear-cut terms.
• For the successful accomplishment of the objectives, there should be effective communication.

MANAGEMENT BY OBJECTIVES (MBO)

MBO was first popularized by Peter Drucker in 1954 in his book 'The practice of
Management‘. It is a process of agreeing within an organization so that management and
employees buy into the objectives and understand what they are. It has a precise and written
description objectives ahead, timelines for their motoring and achievement.
The employees and manager agree to what the employee will attempt to achieve
in a period ahead and the employee will accept and buy into the objectives. Definition

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 ―MBO is a process whereby the superior and the mangers of an organization jointly
identify its common goals, define each individual‘s major area of responsibility in termsof results
expected of him, and use these measures as guides for operating the unit and assessing the
contribution of each of its members.‖

Features ofMBO
1. MBO is concerned with goal setting and planning for individual managers and theirunits.

2. The essence of MBO is a process of joint goal setting between a supervisor and a
subordinate.
3. Managers work with their subordinates to establish the performance goals that are
consistent with their higher organizationalobjectives.

4. MBO focuses attention on appropriate goals and plans.

5. MBO facilitates control through the periodic development and subsequent evaluation of
individual goals andplans.

Steps in MBO:

The typical MBO process consists of:

1) Establishing a clear and precisely defined statement of objectives for theemployee

2) Developing an action plan indicating how these objectives are to beachieved

3) Reviewing the performance of theemployees

4) Appraising performance based on objectiveachievement

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1) Settingobjectives:
For Management by Objectives (MBO) to be effective, individual managers must
understand the specific objectives of their job and how those objectives fit in with the overall
company objectives set by the board of directors.

The managers of the various units or sub-units, or sections of an organization should

know not only the objectives of their unit but should also actively participate in setting these
objectives and make responsibility for them.

Management by Objective (MBO) systems, objectives are written down for each level of
the organization, and individuals are given specific aims and targets. Managers need to identify
and set objectives both for themselves, their units, and their organizations.

2) Developing action plans

Actions plans specify the actions needed to address each of the top organizational issues
and to reach each of the associated goals, who will complete each action and according to what
timeline. An overall, top-level action plan that depicts how each strategic goal will be reached is
developed by the top level management. The format of the action plan depends on the
objective of the organization.

3) ReviewingProgress:
Performance is measured in terms of results. Job performance is the net effect of an
employee's effort as modified by abilities, role perceptions and results produced. Effort refers to
the amount of energy an employee uses in performing a job. Abilities are personal characteristics
used in performing a job and usually do not fluctuate widely over short periods of time. Role
perception refers to the direction in which employees believe they should channel their efforts on
their jobs, and they are defined by the activities and behaviors they believe are necessary.

4) Performanceappraisal:
Performance appraisals communicate to employees how they are performing their jobs,
and they establish a plan for improvement. Performance appraisals are extremely important to
both employee and employer, as they are often used to provide predictive information related to
possible promotion. Appraisals can also provide input for determining both individual and
organizational training and development needs. Performance appraisals encourage performance
improvement. Feedback on behavior, attitude, skill or knowledge clarifies for employees the job
expectations their managers hold for them. In order to be effective, performance appraisals must
be supported by documentation and management commitment.

Advantages
Motivation – Involving employees in the whole process of goal setting and increasing employee
empowerment. This increases employee job satisfaction and commitment.

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• Better communication and Coordination – Frequent reviews and interactions between superiors
and subordinates helps to maintain harmonious relationships within theorganization and also to
solve manyproblems.
• Clarity ofgoals

• Subordinates have a higher commitment to objectives they set themselves than thoseimposed
on them by anotherperson.

• Managers can ensure that objectives of the subordinates are linked to the organization's
objectives.

Limitations
There are several limitations to the assumptive base underlying the impact of managing
by objectives, including:

• It over-emphasizes the setting of goals over the working of a plan as a driver ofoutcomes.
• It underemphasizes the importance of the environment or context in which the goals are set.
That context includes everything from the availability and quality of resources, to relative buy-in
by leadership andstake-holders.
• Companies evaluated their employees by comparing them with the "ideal" employee.Trait
appraisal only looks at what employees should be, not at what they shoulddo.
When this approach is not properly set, agreed and managed by organizations, self-centered
employees might be prone to distort results, falsely representing achievement of targets that were
set in a short-term, narrow fashion. In this case, managing by objectives would be
counterproductive.

STRATEGIES

The term 'Strategy' has been adapted from war and is being increasingly used in business
to reflect broad overall objectives and policies of an enterprise. Literally speaking, the term
'Strategy' stands for the war-art of the military general, compelling the enemy to fight as per out
chosen terms and conditions.

According to Koontz and O' Donnell, "Strategies must often denote a general
programme of action and deployment of emphasis and resources to attain comprehensive
objectives". Strategies are plans made in the light of the plans of the competitors because a
modern business institution operates in a competitive environment. They are a useful
framework for guiding enterprise thinking and action. A perfect strategy can be built only on
perfect knowledge of the plans of others in the industry. This may be done by the management
of a firm putting itself in the place of a rival firm and trying to estimate theirplans.

Characteristics of Strategy
• It is the right combination of differentfactors.
• It relates the business organization to theenvironment.
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 • It is an action to meet a particular challenge, to solve particular problems or to attain
desiredobjectives.
• Strategy is a means to an end and not an end initself.
• It is formulated at the top managementlevel.
• It involves assumption of certain calculatedrisks.
Strategic Planning Process / Strategic Formulation Process
1. Input to the Organization: Various Inputs (People, Capital, Management and Technical
skills, others) including goals input of claimants (Employees, Consumers, Suppliers,
Stockholders, Government, Community and others)need to beelaborated.
2. Industry Analysis: Formulation of strategy requires the evaluation of the attractiveness of
an industry by analyzing the external environment. The focus should be on the kind of
compaction within an industry, the possibility of new firms entering the market, the
availability of substitute products or services, the bargaining positions of the suppliers,
and buyers orcustomers.
3. Enterprise Profile: Enterprise profile is usually the starting point for determining where
the company is and where it should go. Top managers determine the basic purpose of the
enterprise and clarify the firm‘s geographicorientation.
4. Orientation, Values, and Vision of Executives : The enterprise profile is shaped by
people, especially executives, and their orientation and values are important for
formulation the strategy. They set the organizational climate, and they determine the
direction of the firm though their vision. Consequently, their values, their preferences,
and their attitudes toward risk have to be carefully examined because they have an
impact on thestrategy.
5. Mission (Purpose), Major Objectives, and Strategic Intent : Mission or Purpose is the
answer to the question: What is our business? The major Objectives are the end points
towards which the activates of the enterprise are directed. Strategic intent is the
commitment (obsession) to win in the competitive environment, not only at the top-level
but also throughout theorganization.
6. Present and Future External Environment : The present and future external
environment must be assessed in terms of threats andopportunities.
7. Internal Environment : Internal Environment should be audited and evaluated with
respect to its resources and its weaknesses, and strengths in research and development,
production, operation, procurement, marketing and products and services. Other internal
factors include, human resources and financial resources as well as the company image,
the organization structure and climate, the planning and control system, and relations
with customers.
8. Development of Alternative Strategies: Strategic alternatives are developed on the basis
of an analysis of the external and internal environment. Strategies may be specialize or
concentrate. Alternatively, a firm may diversify, extending the operation into new and
profitable markets. Other examples of possible strategies are joint ventures, and strategic
alliances which may be an appropriate strategy for somefirms.

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 9. Evaluation and Choice of Strategies : Strategic choices must be considered in the light of
the risk involved in a particular decision. Some profitable opportunities may not be
pursued because a failure in a risky venture could result in bankruptcy of the firm.
Another critical element in choosing a strategy is timing. Even the best product may fail if
it is introduced to the market at an inappropriatetime.
10. Medium/Short Range Planning, Implementation through Reengineering the
Organization Structure, Leadership and Control : Implementation of the Strategy often
requires reengineering the organization, staffing the organization structure and providing
leadership. Controls must also be installed monitoring performance against plans.
11. Consistency Testing and Contingency Planning: The last key aspect of the strategic
planning process is the testing for consistency and preparing for contingencyplans.

TYPES OF STRATEGIES
According to Michel Porter, the strategies can be classified into three types. They are
a) Cost leadershipstrategy
b) Differentiationstrategy
c) Focus strategy
The following table illustrates Porter's generic strategies:

a) Cost LeadershipStrategy
This generic strategy calls for being the low cost producer in an industry for a given level
of quality. The firm sells its products either at average industry prices to earn a profit higher
than that of rivals, or below the average industry prices to gain market share. In the
event of a price war, the firm can maintain some profitability while the competition suffers
losses. Even without a price war, as the industry matures and prices decline, the firms that can
produce more cheaply will remain profitable for a longer period of time. The cost leadership
strategy usually targets a broadmarket.
Some of the ways that firms acquire cost advantages are by improving process
efficiencies, gaining unique access to a large source of lower cost materials, making optimal
outsourcing and vertical integration decisions, or avoiding some costs altogether. If competing

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firms are unable to lower their costs by a similar amount, the firm may be able to sustain a
competitive advantage based on cost leadership.
Firms that succeed in cost leadership often have the following internal strengths:
• Access to the capital required to make a significant investment in production assets; this
investment represents a barrier to entry that many firms may notovercome.
• Skill in designing products for efficient manufacturing, for example, having a small
component count to shorten the assemblyprocess.
• High level of expertise in manufacturing processengineering.
• Efficient distributionchannels.
Each generic strategy has its risks, including the low-cost strategy. For example, other firms
may be able to lower their costs as well. As technology improves, the competition may be able
to leapfrog the production capabilities, thus eliminating the competitive advantage.
Additionally, several firms following a focus strategy and targeting various narrow markets may
be able to achieve an even lower cost within their segments and as a group gain significant
market share. b) Differentiation Strategy
A differentiation strategy calls for the development of a product or service that offers
unique attributes that are valued by customers and that customers perceive to be better than or
different from the products of the competition. The value added by the uniqueness of the
product may allow the firm to charge a premium price for it. The firm hopes that the higher price
will more than cover the extra costs incurred in offering the unique product. Because of the
product's unique attributes, if suppliers increase their prices the firm may be able to pass along
the costs to its customers who cannot find substitute products easily.
Firms that succeed in a differentiation strategy often have the following internal strengths:
• Access to leading scientificresearch.
• Highly skilled and creative product developmentteam.
• Strong sales team with the ability to successfully communicate the perceived strengths of
theproduct.
• Corporate reputation for quality andinnovation.
The risks associated with a differentiation strategy include imitation by competitors and
changes in customer tastes. Additionally, various firms pursuing focus strategies may be able
to achieve even greater differentiation in their market segments. c) FocusStrategy
The focus strategy concentrates on a narrow segment and within that segment attempts
to achieve either a cost advantage or differentiation. The premise is that the needs of the group
can be better serviced by focusing entirely on it. A firm using a focus strategy often enjoys a high
degree of customer loyalty, and this entrenched loyalty discourages other firms from competing
directly. Because of their narrow market focus, firms pursuing a focus strategy have lower
volumes and therefore less bargaining power with their suppliers. However, firms pursuing a
differentiation-focused strategy may be able to pass higher costs on to customers since close
substitute products do not exist.
Firms that succeed in a focus strategy are able to tailor a broad range of product
development strengths to a relatively narrow market segment that they know very well. Some
risks of focus strategies include imitation and changes in the target segments. Furthermore, it
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may be fairly easy for a broad-market cost leader to adapt its product in order to compete
directly. Finally, other focusers may be able to carve out sub-segments that they can serve even
better.
A Combination of Generic Strategies
These generic strategies are not necessarily compatible with one another. If a firm
attempts to achieve an advantage on all fronts, in this attempt it may achieve no advantage at
all. For example, if a firm differentiates itself by supplying very high quality products, it risks
undermining that quality if it seeks to become a cost leader. Even if the quality did not suffer, the
firm would risk projecting a confusing image. For this reason, Michael Porter argued that to be
successful over the long-term, a firm must select only one of these three generic strategies.
Otherwise, with more than one single generic strategy the firm will be "stuck in the middle" and
will not achieve a competitive advantage.
Porter argued that firms that are able to succeed at multiple strategies often do so by
creating separate business units for each strategy. By separating the strategies into different units
having different policies and even different cultures, a corporation is less likely to become "stuck
in the middle."
However, there exists a viewpoint that a single generic strategy is not always best
because within the same product customers often seek multi-dimensional satisfactions such as
a combination of quality, style, convenience, and price. There have been cases in which high
quality producers faithfully followed a single strategy and then suffered greatly when another
firm entered the market with a lower-quality product that better met the overall needs of the
customers.
POLICIES
Policies are general statements or understandings that guide managers‘ thinking in
decision making. They usually do not require action but are intended to guide managers in their
commitment to the decision they ultimately make.
The first step in the process of policy formulation, as shown in the diagram below, is to
capture the values or principles that will guide the rest of the process and form the basis on
which to produce a statement of issues. The statement of issues involves identifying the
opportunities and constraints affecting the local housing market, and is to be produced by
thoroughly analyzing the housing market. The kit provides the user with access to a housing
data base to facilitate thisanalysis.

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 The statement of issues will provide the basis for the formulation of a set of housing
goals and objectives, designed to address the problems identified and to exploit the
opportunities which presentthemselves.

The next step is to identify and analyze the various policy options which can be applied
to achieve the set of goals and objectives. The options available to each local government will
depend on local circumstances as much as the broader context and each local authority will
have to develop its own unique approach to addressing the housing needs of its residents.

An implementation program for realizing the policy recommendations must then be

prepared, addressing budgetary and programming requirements, and allocating roles and
responsibilities. Finally, the implementation of the housing strategy needs to be systematically
monitored and evaluated against the stated goals and objectives, and the various components of
the strategy modified or strengthened, as required.

At each step of the way, each component of the strategy needs to be discussed and
debated, and a public consultation process engaged in. The extent of consultation and the
participants involved will vary with each step.

Essentials of Policy Formulation

The essentials of policy formation may be listed as below:
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 • A policy should be definite, positive and clear. It should be understood by everyone in
theorganization.
• A policy should be translatable into thepractices.
• A policy should be flexible and at the same time have a high degree ofpermanency.
• A policy should be formulated to cover all reasonable anticipatableconditions.
• A policy should be founded upon facts and soundjudgment.
• A policy should conform to economic principles, statutes andregulations.
• A policy should be a general statement of the establishedrule.
Importance of Policies
Policies are useful for the following reasons:
• They provide guides to thinking and action and provide support to thesubordinates.
• They delimit the area within which a decision is to bemade.
• They save time and effort by pre-deciding problemsand
• They permit delegation of authority to mangers at the lowerlevels.

DECISION MAKING
The word decision has been derived from the Latin word "decidere" which means
"cutting off". Thus, decision involves cutting off of alternatives between those that are desirable
and those that are notdesirable.
In the words of George R. Terry, "Decision-making is the selection based on some criteria from
two or more possible alternatives". Characteristics of Decision Making
• Decision making implies that there are various alternatives and the most desirable alternative is
chosen to solve the problem or to arrive at expectedresults.
• The decision-maker has freedom to choose analternative.
• Decision-making may not be completely rational but may be judgemental andemotional.
• Decision-making isgoal-oriented.
• Decision-making is a mental or intellectual process because the final decision is made by the
decision-maker.
• A decision may be expressed in words or may be implied frombehaviour.
• Choosing from among the alternative courses of operation implies uncertainty about the final
result of each possible course ofoperation.
• Decision making is rational. It is taken only after a thorough analysis and reasoning and weighing
the consequences of the variousalternatives.

TYPES OF DECISIONS
a) Programmed and Non-Programmed Decisions: Herbert Simon has groupedorganizational
decisions into two categories based on the procedure followed. Theyare:

i) Programmed decisions: Programmed decisions are routine and repetitive and are
made within the framework of organizational policies and rules. These policies and rules
are established well in advance to solve recurring problems in the organization.
Programmed decisions have short-run impact. They are, generally, taken at the lower
level ofmanagement.
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 ii) Non-Programmed Decisions: Non-programmed decisions are decisions taken to
meet non-repetitive problems. Non-programmed decisions are relevant for solving
unique/ unusual problems in which various alternatives cannot be decided in advance. A
common feature of non-programmed decisions is that they are novel and non-recurring
and therefore, readymade solutions are not available. Since these decisions are of high
importance and have long-term consequences, they are made by top levelmanagement.

b) Strategic and Tactical Decisions: Organizational decisions may also be classified as strategic
ortactical.

i) Strategic Decisions: Basic decisions or strategic decisions are decisions which are of
crucial importance. Strategic decisions a major choice of actions concerning allocation of
resources and contribution to the achievement of organizational objectives. Decisions
like plant location, product diversification, entering into new markets, selection of
channels of distribution, capital expenditure etc are examples of basic or
strategicdecisions.

ii) Tactical Decisions: Routine decisions or tactical decisions are decisions which are
routine and repetitive. They are derived out of strategic decisions. The various features
of a tactical decision are as follows:
•Tactical decision relates to day-to-day operation of the organization and has to be
taken veryfrequently.
• Tactical decision is mostly a programmed one. Therefore, the decision can be
made within the context of thesevariables.
• The outcome of tactical decision is of short-term nature and affects a narrow part
of theorganization.
• The authority for making tactical decisions can be delegated to lower level
managers because: first, the impact of tactical decision is narrow and of
shorttermnatureandSecond,bydelegatingauthorityforsuchdecisionstolower-level
managers, higher level managers are free to devote more time on strategic
decisions.
DECISION MAKING PROCESS
The decision-making process is presented in the figure below:

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1. Specific Objective: The need for decision making arises in order to achieve certain specific
objectives. The starting point in any analysis of decision making involves the determination of
whether a decision needs to bemade.

2. Problem Identification: A problem is a felt need, a question which needs a solution. In the
words of Joseph L Massie "A good decision is dependent upon the recognition of the right
problem". The objective of problem identification is that if the problem is precisely and
specifically identifies, it will provide a clue in finding a possible solution. A problem can be
identified clearly, if managers go through diagnosis and analysis of theproblem.

Diagnosis: Diagnosis is the process of identifying a problem from its signs and symptoms.
A symptom is a condition or set of conditions that indicates the existence of a problem.
Diagnosing the real problem implies knowing the gap between what is and what ought to
be, identifying the reasons for the gap and understanding the problem in relation to
higher objectives of the organization.

Analysis: Diagnosis gives rise to analysis. Analysis of a problem requires:

• Who would makedecision?

• What information would beneeded?

• From where the information isavailable?

Analysis helps managers to gain an insight into the problem.

3. Search for Alternatives: A problem can be solved in several ways; however, all the ways
cannot be equally satisfying. Therefore, the decision maker must try to find out the various
alternatives available in order to get the most satisfactory result of a decision. A decision maker
can use several sources for identifyingalternatives:

• His own pastexperiences

• Practices followed by othersand

• Using creativetechniques.

4. Evaluation of Alternatives: After the various alternatives are identified, the next step is to
evaluate them and select the one that will meet the choice criteria. /the decision maker must
check proposed alternatives against limits, and if an alternative does not meet them, he can
discard it. Having narrowed down the alternatives which require serious consideration, the
decision maker will go for evaluating how each alternative may contribute towards the objective
supposed to be achieved by implementing thedecision.

5. Choice of Alternative: The evaluation of various alternatives presents a clear picture as to

how each one of them contribute to the objectives under question. A comparison is made among
the likely outcomes of various alternatives and the best one ischosen.

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6. Action: Once the alternative is selected, it is put into action. The actual process of decision
making ends with the choice of an alternative through which the objectives can beachieved.

7. Results: When the decision is put into action, it brings certain results. These results must
correspond with objectives, the starting point of decision process, if good decision has been
made and implemented properly. Thus, results provide indication whether decision making and
its implementation isproper.

Characteristics of Effective Decisions

An effective decision is one which should contain three aspects. These aspects are given
below:

• Action Orientation: Decisions are action-oriented and are directed towards relevant and
controllable aspects of the environment. Decisions should ultimately find their utility in
implementation.

• Goal Direction: Decision making should be goal-directed to enable the organization to meet
itsobjectives.
• Effective in Implementation: Decision making should take into account all the possible factors
not only in terms of external context but also in internal context so that a decision can be
implementedproperly.

RATIONAL DECISION-MAKING MODEL

The Rational Decision-Making Model is a model which emerges from Organizational
Behavior. The process is one that is logical and follows the orderly path from problem
identification through solution. It provides a structured and sequenced approach to decision
making. Using such an approach can help to ensure discipline and consistency is built into your
decision-making process.
The Six-Step Rational Decision-Making Model

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1) Defining theproblem
This is the initial step of the rational decision-making process. First the problem is
identified and then defined to get a clear view of thesituation.
2) Identify decisioncriteria
Once a decision maker has defined the problem, he or she needs to identify the decision
criteria that will be important in solving the problem. In this step, the decision maker is
determining what‘s relevant in making the decision. This step brings the decision maker‘s
interests, values, and personal preferences into the process. Identifying criteria is important
because what one-person thinks is relevant, another may not. Also keep in mind that any factors
not identified in this step are considered as irrelevant to the decision maker.
3) Weight thecriteria
The decision-maker weights the previously identified criteria in order to give them
correct priority in the decision.
4) Generatealternatives
The decision maker generates possible alternatives that could succeed in resolving theproblem.
No attempt is made in this step to appraise these alternatives, only to listthem.

5) Rate each alternative on eachcriterion

The decision maker must critically analyze and evaluate each one. The strengths and
weakness of each alternative become evident as they compared with the criteria and weights
established in second and third steps.

6) Compute the optimaldecision

Evaluating each alternative against the weighted criteria and selecting the alternative with
the highest total score.
DECISION MAKING UNDER VARIOUS CONDITIONS
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 The conditions for making decisions can be divided into three types. Namely
a) Certainty,
b) Uncertaintyand
c) Risk
Virtually all decisions are made in an environment to at least some uncertainty However;
the degree will vary from relative certainty to great uncertainty. There are certain risks involved
in making decisions. a) Certainty:
In a situation involving certainty, people are reasonably sure about what will happen
when they make a decision. The information is available and is considered to be reliable, and the
cause and effect relationships are known. b) Uncertainty
In a situation of uncertainty, on the other hand, people have only a meager database,
they do not know whether or not the data are reliable, and they are very unsure about
whether or not the situation may change. Moreover, they cannot evaluate the interactions of
the different variables. For example, a corporation that decides to expand its Operation to an
unfamiliar country may know little about the country, culture, laws, economic environment,
and politics. The political situation may be volatile that even experts cannot predict a possible
change in government. c) Risk
In a situation with risks, factual information may exist, but it may be incomplete. 1o
improve decision making One may estimate the objective probability of an outcome by using,
for example, mathematical models on the other hand, subjective probability, based on
judgment and experience may be used. All intelligent decision makers dealing with uncertainty
like to know the degree and nature of the risk they are taking in choosing a course of action.
One of the deficiencies in using the traditional approaches of operations research for problem
solving is that many of the data used in model are merely estimates and others are based on
probabilities. The ordinary practice is to have staff specialist‘s conic up with bestestimates.
Virtually every decision is based on the interaction of a number of important variables,
many of which has e an element of uncertainty but, perhaps, a fairly high degree of probability.
Thus, the wisdom of launching a new product might depend on a number of critical variables:
the cost of introducing the product, the cost of producing it, the capital investment that will he
required, the price that can be set for the product, the size of the potential market, and the
share of the total market that it willrepresent.

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 DEPARTMENT OF COMPUTER SCIENCE AND ENGINEERING

NAME OF THE SUBJECT : PRINCIPLES OF MANAGEMENT

Subject code : MG8591

Regulation : 2017

UNIT III-ORGANISING

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 UNIT III
ORGANISING

DEFINITION
Organising is the process of defining and grouping activities and establishing authorityrelationships
among them to attain organizational objectives.
"Organization involves the grouping of activities necessary to accomplish goals and plans,the
assignment of these activities to appropriate departments and the provision of authority,delegation
and co-ordination."

NATURE OR CHARACTERISTICS OF ORGANIZING

From the study of the various definitions given by different management experts we get
the following information about the characteristics or nature of organization,

(1) Division of Work: Division of work is the basis of an organization. In other words, there can
be no organization without division of work. Under division of work the entire work of business is
divided into many departments. The work of every department is further sub-divided into sub-
works. In this way each individual has to do the saran work repeatedly which gradually makes
that person anexpert.

(2) Coordination: Under organizing different persons are assigned different works but the aim of
all these persons happens to be the some - the attainment of the objectives of the enterprise.
Organization ensures that the work of all the persons depends on each other‘s work even though
it happens to be different. The work of one person starts from where the work of another person
ends. The non-completion of the work of one person affects the work of everybody. Therefore,
everybody completes his work in time and does not hinder the work of others. It is thus, clear
that it is in the nature of an organization to establish coordination among different works,
departments and posts in theenterprise.
(3) Plurality of Persons: Organization is a group of many persons who assemble to fulfill a
common purpose. A single individual cannot create anorganization.
(4) Common Objectives: There are various parts of an organization with different functions to
perform but all move in the direction of achieving a generalobjective.
(5) Well-defined Authority and Responsibility: Under organization a chain is established
between different posts right from the top to the bottom. It is clearly specified as to what will be
the authority and responsibility of every post. In other words, every individual working in the
organization is given some authority for the efficient work performance and it is also decided
simultaneously as to what will be the responsibility of that individual in case of unsatisfactory
workperformance.
(6) Organization is a Structure of Relationship: Relationship between persons working on
different posts in the organization is decided. In other words, it is decided as to who will be the
superior and who will be the subordinate. Leaving the top level post and the lowest level post

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everybody is somebody's superior and somebody's subordinate. The person working on the top
level post has no superior and the person working on the lowest level post has nosubordinate.
(7) Organization is a Machine of Management: Organization is considered to be a machine of
management because the efficiency of all the functions depends on an effective organization. In
the absence of organization, no function can be performed in a planned manner. It is appropriate
to call organization a machine of management from another point of view. It is that machine in
which no part can afford tube ill-fitting or non-functional. In other words, if the division of work is
not done properly or posts are not created correctly the whole system of management collapses.
(8) Organization is a Universal Process: Organization is needed both in business and
nonbusiness organizations. Not only this, organization will be needed where two or mom than
two people work jointly. Therefore, organization has the quality of universality. (9) Organization is
a Dynamic Process: Organization is related to people and the knowledge and experience of the
people undergo a change. The impact of this change affects the various functions of the
organizations. Thus, organization is not a process that can be decided for all times to come but it
undergoes changes according to the needs. The example in this case can be the creation or
abolition of a new post according to theneed.

IMPORTANCE OR ADVANTAGES OF ORGANIZING

Organization is an instrument that defines relations among different people which helps
them to understand as in who happens to be their superior and who is their subordinate. This
information helps in fixing responsibility and developing coordination. In such circumstances
the objectives of the organization can be easily achieved. That is why, it is said that Organization
Is a mechanism of management. In addition to that it helps in the other functions of
management like planning, staffing, leading, controlling, etc. The importance of organization or
its merits becomes clear from the followingfacts,

(1) Increase in Managerial Efficiency: A good and balanced organization helps the managers to
increase their efficiency. Managers, through the medium of organization, make a proper
distribution of the whole work among different people according to theirability.

(2) Proper Utilization of Resources: Through the medium of organization optimum utilization of
all the available human and material resources of an enterprise becomes possible. Work is
allotted to every individual according to his ability and capacity and conditions ant created to
enable him to utilize his ability to the maximum extent. For example, if an employee possesses
the knowledge of modem machinery but the modem machinery is not available in the
organization, in that case, efforts are made to make available the modemmachinery.

(3) Sound Communication Possible: Communication is essential for taking the right decision at
therighttime.However,theestablishmentofagoodcommunicationsystemispossibleonly
through an organization. In an organization the time of communication is decided so that all the
useful information reaches the officers concerned which. in turn, helps the decision-making.
(4) Facilitates Coordination: In order to attain successfully the objectives of the organization,
coordination among various activities in the organization is essential. Organization is the only
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medium which makes coordination possible. Under organization the division of work is made in
such a manner as to make all the activities complementary to each other increasing their
interdependence. Inter-dependence gives rise to the establishment of relations which, in turn,
increasescoordination.

(5) Increase in Specialization: Under organization the whole work is divided into different parts.
Competent persons are appointed to handle all the sub-works and by handling a particular work
repeatedly they become specialists. This enables them to have maximum work performance in
the minimum time while the organization gets the benefit ofspecialization.

(6) Helpful in Expansion: A good organization helps the enterprise in facing competition. When
an enterprise starts making available good quality product at cheap rates, it increases the
demand for its products. In order to meet the increasing demand for its products an
organization has to expand its business. On the other hand, a good organization has an element
of flexibility which far from impeding the expansion work encouragesit.

ORGANIZING PROCESS

a) Determination ofObjectives:

It is the first step in building up an organization. Organization is always related to certain

objectives. Therefore, it is essential for the management to identify the objectives before
starting any activity. Organization structure is built on the basis of the objectives of the
enterprise. That means, the structure of the organization can be determined by the
management only after knowing the objectives to be accomplished through the organization.
This step helps the management not only in framing the organization structure but also in
achieving the enterprise objectives with minimum cost and efforts. Determination of objectives
will consist in deciding as to why the proposed organization is to be set up and, therefore, what
will be the nature of the work to be accomplished through the organization.

b) Enumeration ofObjectives:

If the members of the group are to pool their efforts effectively, there must be proper
division of the major activities. The first step in organizing group effort is the division of the

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total job into essential activities. Each job should be properly classified and grouped. This will
enable the people to know what is expected of them as members of the group and will help
in avoiding duplication of efforts. For example, the work of an industrial concern may be
divided into the following major functions – production, financing, personnel, sales,
purchase,etc. c) Classification ofActivities:

The next step will be to classify activities according to similarities and common purposes
and functions and taking the human and material resources into account. Then, closely related
and similar activities are grouped into divisions and departments and the departmental
activities are further divided intosections.

d) Assignment ofDuties:

Here, specific job assignments are made to different subordinates for ensuring a
certainty of work performance. Each individual should be given a specific job to do according to
his ability and made responsible for that. He should also be given the adequate authority to do
the job assigned to him. In the words of Kimball and Kimball - "Organization embraces the
duties of designating the departments and the personnel that are to carry on the work,
defining their functions and specifying the relations that are to exist between department
andindividuals." e) Delegation of Authority:

Since so many individuals work in the same organization, it is the responsibility of

management to lay down structure of relationship in the organization. Authority without
responsibility is a dangerous thing and similarly responsibility without authority is an empty
vessel. Everybody should clearly know to whom he is accountable; corresponding to the
responsibility authority is delegated to the subordinates for enabling them to show work
performance. This will help in the smooth working of the enterprise by facilitating delegation of
responsibility and authority.

ORGANIZATIONSTRUCTURE

An organization structure is a framework that allots a particular space for a particular

department or an individual and shows its relationship to the other. An organization structure
shows the authority and responsibility relationships between the various positions in the
organization by showing who reports to whom. It is an established pattern of relationship among
the components of theorganization.

March and Simon have stated that-"Organization structure consists simply of those
aspects of pattern of behaviour in the organization that are relatively stable and change only
slowly." The structure of an organization is generally shown on an organization chart. It shows
the authority and responsibility relationships between various positions in the organization
while designing the organization structure, due attention should be given to the principles of
sound organization.

Significance of Organization Structure

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• Properly designed organization can help improve teamwork and productivity by providing a
framework within which the people can work together mosteffectively.
• Organization structure determines the location of decision-making in theorganization.
• Sound organization structure stimulates creative thinking and initiative among organizational
members by providing well defined patterns ofauthority.
• A sound organization structure facilitates growth of enterprise by increasing its capacity to
handle increased level of authority.
• Organization structure provides the pattern of communication andcoordination.
• The organization structure helps a member to know what his role is and how it relates to
otherroles.

PRINCIPLES OF ORGANIZATION STRUCTURE

Modern organizational structures have evolved from several organizational theories,

which have identified certain principles as basic to any organization structure.

a) Line and StaffRelationships:

Line authority refers to the scalar chain, or to the superior-subordinate linkages, that
extend throughout the hierarchy (Koontz, O'Donnell and Weihrich). Line employees are
responsible for achieving the basic or strategic objectives of the organization, while staff plays a
supporting role to line employees and provides services. The relationship between line and staff

is crucial in organizational structure, design and efficiency. It is also an important aid to

information processing and coordination.
b) Departmentalization:

Departmentalization is a process of horizontal clustering of different types of functions

and activities on any one level of the hierarchy. Departmentalization is conventionally based on
purpose, product, process, function, personal things and place.

c) Span of Control:

This refers to the number of specialized activities or individuals supervised by one

person. Deciding the span of control is important for coordinating different types of activities
effectively.

d) De-centralization and Centralization:

De-centralization refers to decision making at lower levels in the hierarchy of authority.
In contrast, decision making in a centralized type of organizational structure is at higher levels.
The degree of centralization and de-centralization depends on the number of levels of
hierarchy, degree of coordination, specialization and span of control. Every organizational
structure contains both centralization and de-centralization, but to varying degrees. The extent
of this can be determined by identifying how much of the decision making is concentrated at

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the top and how much is delegated to lower levels. Modern organizational structures show a
strong tendency towardsde-centralization.

FORMAL AND INFORMAL ORGANIZATION

The formal organization refers to the structure of jobs and positions with clearly defined
functions and relationships as prescribed by the top management. This type of organization is
built by the management to realize objectives of an enterprise and is bound by rules, systems
and procedures. Everybody is assigned a certain responsibility for the performance of the given
task and given the required amount of authority for carrying it out. Informal organization, which
does not appear on the organization chart, supplements the formal organization in achieving
organizational goals effectively and efficiently. The working of informal groups and leaders is not
as simple as it may appear to be. Therefore, it is obligatory for every manager to study
thoroughly the working pattern of informal relationships in the organization and to use them for
achieving organizationalobjectives.

FORMAL ORGANIZATION

Chester I Bernard defines formal organization as -"a system of consciously coordinated

activities or forces of two or more persons. It refers to the structure of well-defined jobs, each
bearing a definite measure of authority, responsibility and accountability." The essence of formal
organization is conscious common purpose and comes into being when persons–

(i) Are able to communicate with eachother

(ii)Are willing to actand (iii)
Share apurpose.
The formal organization is built around four key pillars. They are:

• Division of labour
• Scalar and functionalprocesses
• Structureand
• Span ofcontrol
Thus, a formal organization is one resulting from planning where the pattern of structure has
already been determined by the top management.

Characteristic Features of formal organization

• Formal organization structure is laid down by the top management to achieve organizational
goals.
• Formal organization prescribes the relationships amongst the people working in the
organization.
• The organization structures is consciously designed to enable the people of the organization to
work together for accomplishing the common objectives of theenterprise
• Organization structure concentrates on the jobs to be performed and not the individuals who
are to performjobs.
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• In a formal organization, individuals are fitted into jobs and positions and work as per the
managerial decisions. Thus, the formal relations in the organization arise from the pattern of
responsibilities that are created by themanagement.
• A formal organization is bound by rules, regulations andprocedures.
• In a formal organization, the position, authority, responsibility and accountability of each level
are clearlydefined.
• Organization structure is based on division of labour and specialization to achieve efficiency
inoperations.
• A formal organization is deliberately impersonal. The organization does not take into
consideration the sentiments of organizationalmembers.
• The authority and responsibility relationships created by the organization structure are to be
honoured byeveryone.
• In a formal organization, coordination proceeds according to the prescribedpattern. Advantages
of formal organization

• The formal organization structure concentrates on the jobs to be performed. It, therefore,
makes everybody responsible for a giventask.
• A formal organization is bound by rules, regulations and procedures. It thus ensures law and
order in theorganization.
• The organization structure enables the people of the organization to work together for
accomplishing the common objectives of theenterprise
Disadvantages or criticisms of formal organization

• The formal organization does not take into consideration the sentiments of organizational
members.
• The formal organization does not consider the goals of the individuals. It is designed to achieve
the goals of the organizationonly.
• The formal organization is bound by rigid rules, regulations and procedures. This makes the
achievement of goals difficult.

INFORMAL ORGANIZATION

Informal organization refers to the relationship between people in the organization

based on personal attitudes, emotions, prejudices, likes, dislikes etc. an informal organization is
an organization which is not established by any formal authority, but arises from the personal
and social relations of the people. These relations are not developed according to procedures
and regulations laid down in the formal organization structure; generally large formal groups
give rise to small informal or social groups. These groups may be based on same taste,
language, culture or some other factor. These groups are not pre-planned, but they develop
automatically within the organization according to itsenvironment.

Characteristics features of informal organization

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• Informal organization is not established by any formal authority. It is unplanned and arises
spontaneously.
• Informal organizations reflect human relationships. It arises from the personal and social
relations amongst the people working in theorganization.
• Formation of informal organizations is a natural process. It is not based on rules, regulations
andprocedures.
• The inter-relations amongst the people in an informal organization cannot be shown in an
organizationchart.
• In the case of informal organization, the people cut across formal channels of communications
and communicate amongstthemselves.
• The membership of informal organizations is voluntary. It arises spontaneously and not by
deliberate or consciousefforts.
• Membership of informal groups can be overlapping as a person may be member of a number of
informal groups.
• Informal organizations are based on common taste, problem, language, religion, culture, etc.
it is influenced by the personal attitudes, emotions, whims, likes and dislikes etc. of the
people in theorganization.

Benefits of Informal organization

• It blends with the formal organization to make it moreeffective.

• Many things which cannot be achieved through formal organization can be achieved through
informalorganization.
• The presence of informal organization in an enterprise makes the managers plan and actmore
carefully.
• Informal organization acts as a means by which the workers achieve a sense of security and
belonging. It provides social satisfaction to groupmembers.
• An informal organization has a powerful influence on productivity and jobsatisfaction.
• The informal leader lightens the burden of the formal manager and tries to fill in the gaps in the
manager'sability.
• Informal organization helps the group members to attain specific personalobjectives.
• Informal organization is the best means of employee communication. It is very fast.Informal
organization gives psychological satisfaction to the members. It acts as a safety valve for the
emotional problems and frustrations of the workers of the organization because they get a
platform to express theirfeelings.
• It serves as an agency for social control of humanbehavior.
DIFFERENCES BETWEEN FORMAL AND INFORMAL ORGANIZATION

Formal Organization Informal Organization

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1. Formal organization is established with the explicit aim
of achieving well-defined goals.
1. Informal organization springs on its own. Its
goals are ill defined and intangible.

2. Formal organization is bound together by authority 2.Informal organization is characterized by a

relationships among members. A hierarchical structure is generalized sort of power relationships.
created, constituting top management, middle Power in informal organization has bases
management and supervisory management. other than rational legal right.

3.Formal organization recognizes certain tasks which are to 3.Informal organization does not have any
be carried out to achieve its goals. well-defined tasks.

4.The roles and relationships of people in formal

organization are impersonally defined
4.In informal organization the relationships
among people are interpersonal.
5. Informal organization is characterized by
relative freedom, spontaneity, by relative
freedom, spontaneity, homeliness and
warmth.
5.In formal organization, much emphasis is placed on
efficiency, discipline, conformity, consistency and control.
6. In formal organization, the social and psychological 6. In informal organization the
needs and interests of members of the organization get sociopsychological needs, interests and
little attention. aspirations of members get priority.

7. The communication system in formal organization 7.In informal organization, the communication
follows certain pre-determined patterns and paths.
Pattern is haphazard, intricate and natural.

8.Formal organization is relatively slow to respond 8.Informal organization is dynamic and

and adapt to changing situations and realities.
very vigilant. It is sensitive to its
surroundings.

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 LINE AND STAFF AUTHORITY

In an organization, the line authority flows from top to bottom and the staff authority is
exercised by the specialists over the line managers who advise them on important matters.
These specialists stand ready with their specialty to serve line mangers as and when their
services are called for, to collect information and to give help which will enable the line officials
to carry out their activities better. The staff officers do not have any power of command in the
organization as they are employed to provide expert advice to the line officers. The 'line'
maintains discipline and stability; the 'staff' provides expert information. The line gets out the
production, the staffs carries on the research, planning, scheduling, establishing of standards
and recording of performance. The authority by which the staff performs these functions is
delegated by the line and the performance must be acceptable to the line before action is
taken. The following figure depicts the line and staff authority:

Types of Staff

The staff position established as a measure of support for the line managers may take the
following forms:

1. Personal Staff: Here the staff official is attached as a personal assistant or adviser to the
linemanager. For example, Assistant to managingdirector.
2. Specialized Staff: Such staff acts as the fountainhead of expertise in specialized areas like R &D,
personnel, accountingetc.
3. General Staff: This category of staff consists of a set of experts in different areas who
aremeant to advise and assist the top management on matters called for expertise. For example,
Financial advisor, technical advisoretc.
Features of line and staff organization

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 • Under this system, there are line officers who have authority and command over the
subordinates and are accountable for the tasks entrusted to them. The staff officers are
specialists who offer expert advice to the line officers to perform their tasksefficiently.
• Under this system, the staff officers prepare the plans and give advice to the line officers and
the line officers execute the plan with the help ofworkers.
• The line and staff organization is based on the principle ofspecialization.

Advantages

• It brings expert knowledge to bear upon management and operating problems. Thus, the
line managers get the benefit of specialized knowledge of staff specialists at various levels.
• The expert advice and guidance given by the staff officers to the line officers benefit the
entireorganization.
• As the staff officers look after the detailed analysis of each important managerial activity, it
relieves the line managers of botheration of concentrating on specializedfunctions.
• Staff specialists help the line managers in taking better decisions by providing expert advice.
Therefore, there will be sound managerial decisions under thissystem.

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 • It makes possible the principle of undivided responsibility and authority, and at the same
time permits staff specialization. Thus, the organization takes advantage of functional
organization while maintaining the unity ofcommand.
• It is based upon plannedspecialization.
• Line and staff organization has greater flexibility, in the sense that new specialized
activities can be added to the line activities without disturbing the lineprocedure.
Disadvantages

• Unless the duties and responsibilities of the staff members are clearly indicated by
charts and manuals, there may be considerable confusion throughout the organization
as to the functions and positions of staff members with relation to the linesupervisors.
• There is generally a conflict between the line and staff executives. The line managers feel
that staff specialists do not always give right type of advice, and staff officials generally
complain that their advice is not properly attendedto.
• Line managers sometimes may resent the activities of staff members, feeling that
prestige and influence of line managers suffer from the presence of thespecialists.
• The staff experts may be ineffective because they do not get the authority to implement
theirrecommendations.
• This type of organization requires the appointment of large number of staff officers or
experts in addition to the line officers. As a result, this system becomes quiteexpensive.
• Although expert information and advice are available, they reach the workers through
the officers and thus run the risk of misunderstanding andmisinterpretation.
• Since staff managers are not accountable for the results, they may not be performing
their dutieswell.
• Line mangers deal with problems in a more practical manner. But staff officials who are
specialists in their fields tend to be more theoretical. This may hamper coordination in
the organization.

DEPARTMENTATION BY DIFFERENT STRATEGIES

DEPARTMENTATION refers to the process of grouping activities into departments.

Departmentation is the process of grouping of work activities into departments, divisions, and
other homogenous units.

Key Factors in Departmentation

• It should facilitatecontrol.
• It should ensure propercoordination.
• It should take into consideration the benefits ofspecialization.
• It should not result in excesscost.
• It should give due consideration to HumanAspects.
Departmentation takes place in various patterns like departmentation by functions,
products, customers, geographic location, process, and its combinations.
a) FUNCTIONALDEPARTMENTATION

Functional departmentation is the process of grouping activities by functions performed.

Activities can be grouped according to function (work being done) to pursue economies of scale
by placing employees with shared skills and knowledge into departments for example
humanresources, finance, production, and marketing. Functional departmentation can be used
in all types of organizations.

Advantages:

• Advantage ofspecialization
• Easy control overfunctions
• Pinpointing training needs ofmanager
• It is very simple process of groupingactivities.

Disadvantages:

• Lack of responsibility for the endresult

• Overspecialization or lack of generalmanagement
• It leads to increase conflicts and coordination problems amongdepartments.

b) PRODUCTDEPARTMENTATION

Product departmentation is the process of grouping activities by product line. Tasks can
also be grouped according to a specific product or service, thus placing all activities related to
the product or the service under one manager. Each major product area in the corporation is
under the authority of a senior manager who is specialist in, and is responsible for, everything
related to the product line. Dabur India Limited is the India‘s largest Ayurvedic medicine
manufacturer is an example of company that uses product departmentation. Its structure is
based on its varied product lines which include Home care, Health care, Personal care
andFoods.

Advantages

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 • It ensures better customerservice
• Unprofitable products may be easilydetermined
• It assists in development of all around managerial talent
• Makes controleffective
• It is flexible and new product line can be added easily.
Disadvantages

• It is expensive as duplication of service functions occurs in various productdivisions

• Customers and dealers have to deal with different persons for complaint and
information of differentproducts.

c) CUSTOMERDEPARTMENTATION

Customer departmentation is the process of grouping activities on the basis of common

customers or types of customers. Jobs may be grouped according to the type of customer
served by the organization. The assumption is that customers in each department have a
common set of problems and needs that can best be met by specialists. UCO is the one of the
largest commercial banks of India is an example of company that uses customer
departmentation. Its structure is based on various services which includes Home loans,
Business loans, Vehicle loans and Educational loans.

Advantages

• It focused on customers who are ultimate suppliers ofmoney

• Better service to customer having different needs andtastes
• Development in general managerialskills Disadvantages

• Sales being the exclusive field of its application, co-ordination may appear difficult
between sales function and other enterprisefunctions.
• Specialized sales staff may become idle with the downward movement of sales to any
specified group ofcustomers.

d) GEOGRAPHICDEPARTMENTATION

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 Geographic departmentation is the process of grouping activities on the basis of
territory. If an organization's customers are geographically dispersed, it can group jobs based on
geography. For example, the organization structure of Coca-Cola Ltd has reflected the
company‘s operation in various geographic areas such as Central North American group,
Western North American group, Eastern North American group and Europeangroup
Advantages

• Help to cater to the needs of local people moresatisfactorily.

• It facilitates effectivecontrol
• Assists in development of all-round managerialskills

Disadvantages

• Communication problem between head office and regional office due to lack of means
of communication at somelocation
• Coordination between various divisions may becomedifficult.
• Distance between policy framers andexecutors
• It leads to duplication of activities which may costhigher.

e) PROCESSDEPARTMENTATION

Geographic departmentation is the process of grouping activities on the basis of product

or service or customer flow. Because each process requires different skills, process
departmentation allows homogenous activities to be categorized. For example, Bowater
Thunder Bay, a Canadian company that harvests trees and processes wood into newsprint and
pulp. Bowater has three divisions namely tree cutting, chemical processing, and finishing (which
makes newsprint).

Departmentation by process: -

Advantages

• Oriented towards endresult.

• Professional identification ismaintained.
• Pinpoints product-profitresponsibility. Disadvantage

• Conflict in organization authorityexists.

• Possibility of disunity ofcommand.
• Requires managers effective in humanrelation
MARTIX DEPARTMENTATION

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 In actual practice, no single pattern of grouping activities is applied in the organization
structure with all its levels. Different bases are used in different segments of the enterprise.
Composite or hybrid method forms the common basis for classifying activities rather than one
particular method, one of the mixed forms of organization is referred to as matrix or grid
organization‘s According to the situations, the patterns of Organizing varies from case to case.
The form of structure must reflect the tasks, goals and technology if the originations the type of
people employed and the environmental conditions that it faces. It is not unusual to see firms
that utilize the function and project organization combination. The same is true for process and
project as well as other combinations. For instance, a large hospital could have an accounting
department, surgery department, marketing department, and a satellite center project team
that make up its organizationalstructure.
Advantages

• Efficiently manage large, complextasks

• Effectively carry out large, complextasks
Disadvantages

• Requires high levels ofcoordination

• Conflict betweenbosses
• Requires high levels of managementskills
SPAN OF CONTROL

Span of Control means the number of subordinates that can be managed efficiently and
effectively by a superior in an organization. It suggests how the relations are designed between
a superior and a subordinate in an organization.

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Factors Affecting Span of control:

a) Capacity of Superior : Different ability and capacity of leadership, communication

affect management ofsubordinates.
b) Capacity of Subordinates: Efficient and trained subordinates affect the degree of
span ofmanagement.
c) Nature of Work: Different types of work require different patterns of
management.
d) Degree of Centralization or Decentralization : Degree of centralization or
decentralization affects the span of management by affecting the degree of involvement
of the superior in decisionmaking.
e) Degree of Planning: Plans which can provide rules, procedures in doing the work
higher would be the degree of span ofmanagement.
f) Communication Techniques: Pattern of communication, its means, and media affect
the time requirement in managing subordinates and consequently span of
management.
g) Use of Staff Assistance : Use of Staff assistance in reducing the work load of
managers enables them to manage more number ofsubordinates.
h) Supervision of others : If subordinate receives supervision form several other
personnel besides his direct supervisor. In such a case, the work load of direct superior is
reduced and he can supervise more number ofpersons.

Span of control is of two types:

1. Narrow span of control: Narrow Span of control means a single manager orsupervisor
oversees few subordinates. This gives rise to a tall organizationalstructure.

Advantages:•Close supervision

• Close control ofsubordinates

• Fastcommunication
Disadvantages:

• Too muchcontrol
• Many levels ofmanagement
• Highcosts
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 • Excessive distance between lowest level and highestlevel
2. Wide span of control: Wide span of control means a single manager or supervisor oversees
a large number of subordinates. This gives rise to a flat organizationalstructure.

Advantages:

• More Delegation ofAuthority

• Development ofManagers
• Clearpolicies Disadvantages:

• Overloadedsupervisors
• Danger of superiors loss of control
• Requirement of highly trained managerialpersonnel
• Block in decision making

CENTRALIZATION AND DECENTRALIZATION

Centralization:

It is the process of transferring and assigning decision-making authority to higher levels

of an organizational hierarchy. The span of control of top managers is relatively broad, and there
are relatively many tiers in theorganization.

Characteristics

• Philosophy / emphasis on: top-down control, leadership, vision,strategy.

• Decision-making: strong, authoritarian, visionary,charismatic.
• Organizational change: shaped by top, vision ofleader.
• Execution: decisive, fast, coordinated. Able to respond quickly to major issues andchanges.
• Uniformity. Low risk of dissent or conflicts between parts of theorganization.
Advantages of Centralization

• Provide Power and prestige formanager

• Promote uniformity of policies, practices anddecisions
• Minimal extensive controlling procedures andpractices
• Minimize duplication offunction Disadvantages of Centralization

• Neglected functions for mid. Level, and less motivated besidepersonnel.

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• Nursing supervisor functions as a link officer between nursing director and first-line
management.

Decentralization:

It is the process of transferring and assigning decision-making authority to lower levels

of an organizational hierarchy. The span of control of top managers is relatively small, and there
are relatively few tears in the organization, because there is more autonomy in the lower ranks.

Characteristics

• Philosophy / emphasis on: bottom-up, political, cultural and learningdynamics.

• Decision-making: democratic, participative, detailed.
• Organizational change: emerging from interactions, organizationaldynamics.
• Execution: evolutionary, emergent. Flexible to adapt to minor issues andchanges.
• Participation, accountability. Low risk of not-invented-herebehavior. Three Forms of
decentralization

• De-concentration. The weakest form of decentralization. Decision making authority is

redistributed to lower or regional levels of the same centralorganization.
• Delegation. A more extensive form of decentralization. Through delegation the
responsibility for decision-making are transferred to semi-autonomous organizations not
wholly controlled by the central organization, but ultimately accountable toit.
• Devolution. A third type of decentralization is devolution. The authority for decisionmaking
is transferred completely to autonomous organizationalunits. Advantages of
Decentralization

• Raise morale and promote interpersonalrelationships

• Relieve from the dailyadministration

• Bring decision-making close toaction

• Develop Second-linemanagers

• Promote employee‘s enthusiasm andcoordination

• Facilitate actions by lower-levelmanagers

Disadvantages of Decentralization

• Top-level administration may feel it would decrease theirstatus

• Managers may not permit full and maximum utilization of highly qualifiedpersonnel
• Increased costs. It requires more managers and large staff
• It may lead to overlapping and duplication ofeffort
Centralization and Decentralization are two opposite ways to transfer decision-making
power and to change the organizational structure of organizations accordingly. There must be a

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good balance between centralization and decentralization of authority and power. Extreme
centralization and decentralization must be avoided.

DELEGATION OF AUTHORITY

A manager alone cannot perform all the tasks assigned to him. In order to meet the
targets, the manager should delegate authority. Delegation of Authority means division of
authority and powers downwards to the subordinate. Delegation is about entrusting someone
else to do parts of your job. Delegation of authority can be defined as subdivision and sub-
allocation of powers to the subordinates in order to achieve effective results.

Elements of Delegation

1. Authority - in context of a business organization, authority can be defined as the power and
right of a person to use and allocate the resources efficiently, to take decisions and to give
orders so as to achieve the organizational objectives. Authority must be well- defined. All
people who have the authority should know what is the scope of their authority is and they
shouldn‘t misutilize it. Authority is the right to give commands, orders and get the things
done. The top level management has greatest authority. Authority always flows from top to
bottom. It explains how a superior gets work done from his subordinate by clearly
explaining what is expected of him and how he should go about it. Authority should be
accompanied with an equal amount of responsibility. Delegating the authority to someone
else doesn‘t imply escaping from accountability. Accountability still rest with the person
having the utmostauthority.
2. Responsibility - is the duty of the person to complete the task assigned to him. A person
who is given the responsibility should ensure that he accomplishes the tasks assigned to
him. If the tasks for which he was held responsible are not completed, then he should not
give explanations or excuses. Responsibility without adequate authority leads to discontent
and dissatisfaction among the person. Responsibility flows from bottom to top. The middle
level and lower level management holds more responsibility. The person held responsible
for a job is answerable for it. If he performs the tasks assigned as expected, he is bound for
praises. While if he doesn‘t accomplish tasks assigned as expected, then also he is
answerable for that.
3. Accountability - means giving explanations for any variance in the actual performance from
the expectations set. Accountability cannot be delegated. For example, if ‘A‘ is given a task
with sufficient authority, and ‘A‘ delegates this task to B and asks him to ensure that
task is done well, responsibility rest with ‘B‘, but accountability still rest with ‘A‘. The top
levelmanagementismostaccountable.Beingaccountablemeansbeinginnovativeasthe
person will think beyond his scope of job. Accountability ,in short, means being answerable
for the end result. Accountability can‘t be escaped. It arises from responsibility.

DELEGATION PROCESS

The steps involved in delegation are given below

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 1. Allocation of duties – The delegator first tries to define the task and duties to the
subordinate. He also has to define the result expected from the subordinates. Clarity of
duty as well as result expected has to be the first step indelegation.
2. Granting of authority – Subdivision of authority takes place when a superior divides and
shares his authority with the subordinate. It is for this reason; every subordinate should
be given enough independence to carry the task given to him by his superiors. The
managers at all levels delegate authority and power which is attached to their job
positions. The subdivision of powers is very important to get effectiveresults.
3. Assigning of Responsibility and Accountability – The delegation process does not end
once powers are granted to the subordinates. They at the same time have to be
obligatory towards the duties assigned to them. Responsibility is said to be the factor or
obligation of an individual to carry out his duties in best of his ability as per the
directions of superior. Therefore, it is that which gives effectiveness to authority. At the
same time, responsibility is absolute and cannot beshifted.
4. Creation of accountability – Accountability, on the others hand, is the obligation of the
individual to carry out his duties as per the standards of performance. Therefore, it is
said that authority is delegated, responsibility is created and accountability is imposed.
Accountability arises out of responsibility and responsibility arises out of authority.
Therefore, it becomes important that with every authority position an equal and
opposite responsibility should beattached.

Therefore every manager, i.e., the delegator has to follow a system to finish up the delegation
process. Equally important is the delegate‘s role which means his responsibility and
accountability is attached with the authority over to here.
STAFFING

Staffing involves filling the positions needed in the organization structure by appointing
competent and qualified persons for the job.

The staffing process encompasses man power planning, recruitment, selection, and training.

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a) Manpowerrequirements:

Manpower Planning which is also called as Human Resource Planning consists of putting
right number of people, right kind of people at the right place, right time, doing the right things
for which they are suited for the achievement of goals of the organization. The primary function
of man power planning is to analyze and evaluate the human resources available in the
organization, and to determine how to obtain the kinds of personnel needed to staff positions
ranging from assembly line workers to chief executives.

b) Recruitment:

Recruitment is the process of finding and attempting to attract job candidates who are
capable of effectively filling job vacancies. Job descriptions and job specifications are important
in the recruiting process because they specify the nature of the job and the qualifications
required of job candidates.

c) Selection:

Selecting a suitable candidate can be the biggest challenge for any organization. The
success of an organization largely depends on its staff. Selection of the right candidate builds
the foundation of any organization's success and helps in reducing turnovers.

d) Training andDevelopment:

Training and Development is a planned effort to facilitate employee learning of

jobrelated behaviors in order to improve employee performance. Experts sometimes distinguish
betweentheterms―training‖and―development‖;―training‖denoteseffortstoincreaseemployee
skills on present jobs, while ―development‖refers to efforts oriented toward
improvements relevant to future jobs. In practice, though, the distinction is often blurred
(mainly because upgrading skills in present jobs usually improves performance in futurejobs).
RECRUITMENT PROCESS

Recruitment is the process of finding and attempting to attract job candidates who are
capable of effectively filling job vacancies. The recruitment process consists of the following
steps

• Identification ofvacancy
• Preparation of job description and jobspecification
• Selection ofsources
• Advertising thevacancy • Managing theresponse

a) Identification ofvacancy:

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 The recruitment process begins with the human resource department receiving
requisitions for recruitment from any department of the company. These contain:

• Posts to befilled
• Number ofpersons
• Duties to beperformed
• Qualificationsrequired

b) Preparation of job description and job specification:

A job description is a list of the general tasks, or functions, and responsibilities of a

position. It may often include to whom the position reports, specifications such as the
qualifications or skills needed by the person in the job, or a salary range. A job specification
describes the knowledge, skills, education, experience, and abilities you believe are essential to
performing a particular job.

c) Selection of sources:

Every organization has the option of choosing the candidates for its recruitment
processes from two kinds of sources: internal and external sources. The sources within the
organization itself (like transfer of employees from one department to other, promotions) to fill
a position are known as the internal sources of recruitment. Recruitment candidates from all
the other sources (like outsourcing agencies etc.) are known as the external sources of the
recruitment.

d) Advertising thevacancy:

After choosing the appropriate sources, the vacancy is communicated to the candidates
by means of a suitable media such as television, radio, newspaper, internet, direct mailetc.

e) Managing theresponse:

After receiving an adequate number of responses from job seekers, the sieving process
of the resumes begins. This is a very essential step of the recruitment selection process,
because selecting the correct resumes that match the job profile, is very important. Naturally, it
has to be done rather competently by a person who understands all the responsibilities
associated with the designation in its entirety. Candidates with the given skill set are then
chosen and further called for interview. Also, the applications of candidates that do not match
the present nature of the position but may be considered for future requirements are filed
separately and preserved.

The recruitment process is immediately followed by the selection process.

JOB ANALYSIS

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 Job Analysis is the process of describing and recording aspects of jobs and specifying the
skills and other requirements necessary to perform thejob.

The outputs of job analysis are

a) Job description
b) Jobspecification

Job Description

A job description (JD) is a written statement of what the job holder does, how it is done,
under what conditions it is done and why it is done. It describes what the job is all about,
throwing light on job content, environment and conditions of employment. It is descriptive in
nature and defines the purpose and scope of a job. The main purpose of writing a job
description is to differentiate the job from other jobs and state its outer limits.

Contents

A job description usually covers the following information:

♣ Job title: Tells about the job title, code number and the department where it isdone.

♣ Job summary: A brief write-up about what the job is allabout.

♣ Job activities: A description of the tasks done, facilities used, extent of supervisory help,
etc.

♣ Working conditions: The physical environment of job in terms of heat, light, noise and
otherhazards.

♣ Social environment: Size of work group and interpersonal interactions required to do the
job.

Job Specification

Job specification summarizes the human characteristics needed for satisfactory job
completion. It tries to describe the key qualifications someone needs to perform the job
successfully. It spells out the important attributes of a person in terms of education, experience,
skills, knowledge and abilities (SKAs) to perform a particular job. The job specification is a logical
outgrowth of a job description. For each job description, it is desirable to have a job
specification. This helps the organization to find what kinds of persons are needed to take up
specific jobs.

Contents

A job specification usually covers the following information:

• Education
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 • Experience
• Skill, Knowledge,Abilities
• Work OrientationFactors
• Age

SELECTIONPROCESS

Selecting a suitable candidate can be the biggest challenge for any organisation. The
success of an organization largely depends on its staff. Selection of the right candidate builds
the foundation of any organization's success and helps in reducing turnovers. Though there is
no fool proof selection procedure that will ensure low turnover and high profits, the following
steps generally make up the selection process-

a) InitialScreening

This is generally the starting point of any employee selection process. Initial Screening
eliminates unqualified applicants and helps save time. Applications received from various
sources are scrutinized and irrelevant ones arediscarded.

b) PreliminaryInterview

It is used to eliminate those candidates who do not meet the minimum eligibility criteria
laid down by the organization. The skills, academic and family background, competencies and
interests of the candidate are examined during preliminary interview. Preliminary interviews are
less formalized and planned than the final interviews. The candidates are given a brief up about
the company and the job profile; and it is also examined how much the candidate knows about
the company. Preliminary interviews are also called screeninginterviews.

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c) Filling Application Form

An candidate who passes the preliminary interview and is found to be eligible for the job
is asked to fill in a formal application form. Such a form is designed in a way that it records the
personal as well professional details of the candidates such as age, qualifications, reason for
leaving previous job, experience, etc.

d) PersonalInterview

Most employers believe that the personal interview is very important. It helps them in
obtaining more information about the prospective employee. It also helps them in interacting
with the candidate and judging his communication abilities, his ease of handling pressure etc. In
some Companies, the selection process comprises only of theInterview.

e) Referencescheck

Most application forms include a section that requires prospective candidates to put
down names of a few references. References can be classified into - former employer, former
customers, business references, reputable persons. Such references are contacted to get a
feedback on the person in question including his behaviour, skills, conduct etc.

f) BackgroundVerification

A background check is a review of a person's commercial, criminal and

(occasionally)financial records. Employers often perform background checks on
employers or candidates for employment to confirm information given in a job
application, verify a person's identity, or ensure that the individual does not have a
history of criminal activity, etc., that could be an issue upon employment.
g) FinalInterview

Final interview is a process in which a potential employee is evaluated by an employer

for prospective employment in their organization. During this process, the employer hopes to
determine whether or not the applicant is suitable for the job. Different types of tests are
conducted to evaluate the capabilities of an applicant, his behaviour, special qualities etc.
Separate tests are conducted for various types ofjobs.

h) PhysicalExamination

If all goes well, then at this stage, a physical examination is conducted to make sure that
the candidate has sound health and does not suffer from any serious ailment. i) Job Offer

A candidate who clears all the steps is finally considered right for a particular
job and ispresented with the job offer. An applicant can be dropped at any given stage if
considered unfit for the job.

Employee Induction / Orientation

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 Orientation or induction is the process of introducing new employees to an organization,
to their specific jobs & departments, and in some instances, to their community.

Purposes of Orientation

Orientation isn't a nicety! It is used for the following purposes:

1. To ReduceStart-up-Costs:

Proper orientation can help the employee get "up to speed" much more quickly, thereby
reducing the costs associated with learning the job.

2. To ReduceAnxiety:

Any employee, when put into a new, strange situation, will experience anxiety that can
impede his or her ability to learn to do the job. Proper orientation helps to reduce anxiety that
results from entering into an unknown situation, and helps provide guidelines for behaviour and
conduct, so the employee doesn't have to experience the stress of guessing.

3. To Reduce EmployeeTurnover:

Employee turnover increases as employees feel they are not valued, or are put in
positions where they can't possibly do their jobs. Orientation shows that the organization
values the employee, and helps provide tools necessary for succeeding in thejob.
4. To Save Time for Supervisor &Co-Workers:

Simply put, the better the initial orientation, the less likely supervisors and co-workers
will have to spend time teaching the employee.

5. To Develop Realistic Job Expectations, Positive Attitudes and JobSatisfaction:

It is important that employees learn early on what is expected of them, and what to
expect from others, in addition to learning about the values and attitudes of the organization.
While people can learn from experience, they will make many mistakes that are unnecessary
and potentially damaging.

An orientation program principally conveys 3 types of information, namely:

a) General information about the daily work routine to befollowed

b) A review of the organization‘s history, founders, objectives, operations & products or
services, as well as how the employee‘s job contributes to the organization‘sneeds.
c) A detailed presentation of the organization‘s policies, work rules & employeebenefits.

Two Kinds of Orientation

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 There are two related kinds of orientation. The first we will call Overview Orientation,
and deals with the basic information an employee will need to understand the broader system
he or she works in.

Overview Orientation includes helping employees understand:

• Management ingeneral
• Department and thebranch
• Importantpolicies
• General procedures (non-jobspecific)
• Information aboutcompensation
• Accident preventionmeasures
• Employee and union issues (rights, responsibilities)
• Physicalfacilities

Often, Overview Orientation can be conducted by the personnel department with a little help
from the branch manager or immediate supervisor, since much of the content is generic in
nature.

The second kind of orientation is called Job-Specific Orientation, and is the process that is used
to help employeesunderstand:

• Function of theorganization,
• Responsibilities,
• Expectations,
• Duties
• Policies, procedures, rules and regulations
• Layout ofworkplace
• Introduction to co-workers and other people in the broaderorganization.

Job specific orientation is best conducted by the immediate supervisor, and/or manager,
since much of the content will be specific to the individual. Often the orientation process will be
ongoing, with supervisors and co-workers supplying coaching.

CARRERDEVELOPMENT

Career development not only improves job performance but also brings about the
growth of the personality. Individuals not only mature regarding their potential capacities but
also become betterindividuals.

Purpose of development

Management development attempts to improve managerial performance by imparting

• Knowledge

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 • Changingattitudes

• Increasingskills

The major objective of development is managerial effectiveness through a planned and a

deliberate process of learning. This provides for a planned growth of managers to meet the
future organizational needs.

Development Process:

The development process consists of the following steps

1. Setting DevelopmentObjectives:

It develops a framework from which executive need can be determined.

2. Ascertaining DevelopmentNeeds:

It aims at organizational planning & forecast the present and future growth.

3. Determining DevelopmentNeeds:

This consists of

• Appraisal of present managementtalent

• Management Manpower Inventory

The above two processes will determine the skill deficiencies that are relative to the future
needs of the organization.

4. Conducting Development Programs:

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 It is carried out on the basis of needs of different individuals, differences in their attitudes
and behaviour, also their physical, intellectual and emotional qualities. Thus a
comprehensive and well conceived program is prepared depending on the organizational
needs and the time & costinvolved.

5. ProgramEvaluation:

It is an attempt to assess the value of training in order to achieve organizational objectives.

TRAINING

Training is a process of learning a sequence of programmed behaviour. It improves the

employee's performance on the current job and prepares them for an intended job.

Purpose of Training:

1) To improve Productivity: Training leads to increased operational productivity and

increased companyprofit.
2) To improve Quality: Better trained workers are less likely to make operationalmistakes. 3)
To improve Organizational Climate: Training leads to improved production and product
quality which enhances financial incentives. This in turn increases the overall morale of the
organization.
4) To increase Health and Safety: Proper training prevents industrialaccidents.
5) Personal Growth: Training gives employees a wider awareness, an enlarged skill base and
that leads to enhanced personalgrowth.
Steps in Training Process:

1) Identifying Training needs: A training program is designed to assist in providing solutions for
specific operational problems or to improve performance of atrainee.

• Organizational determination and Analysis: Allocation of resources that relate to

organizationalgoal.
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 • Operational Analysis: Determination of a specific employee behaviour required for a
particulartask.
• Man Analysis: Knowledge, attitude and skill one must possess for attainment of
organizationalobjectives
2) Getting ready for the job: The trainer has to be prepared for the job. And also who needs to
be trained - the newcomer or the existing employee or the supervisorystaff. Preparation of
the learner:

• Putting the learner atease

• Stating the importance and ingredients of thejob
• Creatinginterest
• Placing the learner as close to his normal workingposition
• Familiarizing him with the equipment, materials and tradeterms

3) Presentation of Operation and Knowledge : The trainer should clearly tell, show, illustrate
and question in order to convey the new knowledge and operations. The trainee should be
encouraged to ask questions in order to indicate that he really knows and understands
thejob.

4) Performance Try out : The trainee is asked to go through the job several times. This gradually
builds up his skill, speed andconfidence.

5) Follow-up: This evaluates the effectiveness of the entire trainingeffort

TRAINING METHODS

Training methods can be broadly classified as on-the-job training and off-the-job training

a) On-the-jobtraining

On the job training occurs when workers pick up skills whilst working along side
experienced workers at their place of work. For example this could be the actual assembly line
or offices where the employee works. New workers may simply “shadow” or observe
fellow employees to begin with and are often given instruction manuals or interactive training
programmes to workthrough.

b) Off-the-jobtraining

This occurs when workers are taken away from their place of work to be trained. This
may take place at training agency or local college, although many larger firms also have their
own training centres. Training can take the form of lectures or self-study and can be used to
develop more general skills and knowledge that can be used in a variety of situations.

The various types of off-the-job training are

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(i) Instructor presentation: The trainer orally presents new information to the trainees, usually
through lecture. Instructor presentation may include classroom lecture, seminar, workshop, and
the like.

(ii)Group discussion: The trainer leads the group of trainees in discussing atopic.
(iii) Demonstration: The trainer shows the correct steps for completing a task, or shows an
example of a correctly completedtask.

(iv) Assigned reading : The trainer gives the trainees reading assignments that provide new
information.
(v) Exercise: The trainer assigns problems to be solved either on paper or in real situations
related to the topic of the trainingactivity.
(vi)Case study: The trainer gives the trainees information about a situation and directs them to
come to a decision or solve a problem concerning thesituation.

(vii)Role play: Trainees act out a real-life situation in an instructionalsetting.

(viii)Field visit and study tour: Trainees are given the opportunity to observe and interact with
the problem being solved or skill beinglearned.

CAREER STAGES

What people want from their careers also varies according to the stage of one's career.
What may have been important in an early stage may not be important in a later one. Four
distinct career stages have been identified: trial, establishment/advancement, mid-career, and
late career. Each stage represents different career needs and interests of the individual

a) Trial stage: The trial stage begins with an individual's exploration of career-related matters
and ends usually at about age 25 with a commitment on the part of the individual to a
particular occupation. Until the decision is made to settle down, the individual may try a
number of jobs and a number of organizations. Unfortunately for many organizations, this trial
and exploration stage results in high level of turnover among new employees. Employees in this
stage need opportunities for self-exploration and a variety of job activities orassignments.

b) Establishment Stage: The establishment/advancement stage tends to occur between ages

25 and 44. In this stage, the individual has made his or her career choice and is concerned with
achievement, performance, and advancement. This stage is marked by high employee
productivity and career growth, as the individual is motivated to succeed in the organization
and in his or her chosen occupation. Opportunities for job challenge and use of special
competencies are desired in this stage. The employee strives for creativity and innovation
through new job assignments. Employees also need a certain degree of autonomy in this stage
so that they can experience feelings of individual achievement and personalsuccess.

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c) Mid Career Crisis Sub Stage: The period occurring between the mid-thirties and mid-forties
during which people often make a major reassessment of their progress relative to their original
career ambitions andgoals.

d) Maintenance stage: The mid-career stage, which occurs roughly between the ages 45 and
64, has also been referred to as the maintenance stage. This stage is typified by a continuation
of established patterns of work behavior. The person is no longer trying to establish a place for
himself or herself in the organization, but seeks to maintain his or her position. This stage is
viewed as a mid-career plateau in which little new ground is broken. The individual in this stage
may need some technical updating in his or her field. The employee should be encouraged to
develop new job skills in order to avoid early stagnation anddecline.

e) Late-career stage: In this stage the career lessens in importance and the employee plans for
retirement and seeks to develop a sense of identity outside the workenvironment.

PERFORMANCE APPRAISAL

Performance appraisal is the process of obtaining, analyzing and recording information

about the relative worth of an employee. The focus of the performance appraisal is measuring
and improving the actual performance of the employee and also the future potential of the
employee. Its aim is to measure what an employeedoes.

Objectives of Performance appraisal:

• To review the performance of the employees over a given period oftime.

• To judge the gap between the actual and the desiredperformance.
• To help the management in exercising organizationalcontrol.
• Helps to strengthen the relationship and communication between superior – subordinates
and management –employees.
• To diagnose the strengths and weaknesses of the individuals so as to identify the training
and development needs of thefuture.
• To provide feedback to the employees regarding their pastperformance.
• Provide information to assist in the other personal decisions in theorganization.
• Provide clarity of the expectations and responsibilities of the functions to be performed by
theemployees.
• To judge the effectiveness of the other human resource functions of the organization such
as recruitment, selection, training anddevelopment.
• To reduce the grievances of theemployees. Process of performance appraisal:

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a) Establishing performancestandards:
The first step in the process of performance appraisal is the setting up of the standards
which will be used to as the base to compare the actual performance of the employees. This
step requires setting the criteria to judge the performance of the employees as successful or
unsuccessful and the degrees of their contribution to the organizational goals and objectives.
The standards set should be clear, easily understandable and in measurable terms. In case the
performance of the employee cannot be measured, great care should be taken to describe the
standards.
b) Communicating the standards:

After establishing the standards, it is the responsibility of the management to

communicate the standards to all the employees of the organization. The employees should be
informed and the standards should be clearly explained to them. This will help them to
understand their roles and to know what exactly is expected from them. The standards should
also be communicated to the appraisers or the evaluators and if required, the standards can
also be modified at this stage itself according to the relevant feedback from the employees or
the evaluators.

c) Measuring the actualperformance:

The most difficult part of the Performance appraisal process is measuring the actual
performance of the employees that is the work done by the employees during the specified
period of time. It is a continuous process which involves monitoring the performance
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 throughout the year. This stage requires the careful selection of the appropriate techniques of
measurement, taking care that personal bias does not affect the outcome of the process and
providing assistance rather than interfering in an employeeswork.

d) Comparing the actual with the desiredperformance:

The actual performance is compared with the desired or the standard performance. The
comparison tells the deviations in the performance of the employees from the standards set.
The result can show the actual performance being more than the desired performance or, the
actual performance being less than the desired performance depicting a negative deviation in
the organizational performance. It includes recalling, evaluating and analysis of data related to
the employees‘ performance.

e) Discussingresults:

The result of the appraisal is communicated and discussed with the employees on
oneto-one basis. The focus of this discussion is on communication and listening. The results, the
problems and the possible solutions are discussed with the aim of problem solving and reaching
consensus. The feedback should be given with a positive attitude as this can have an effect on
the employees‘ future performance. The purpose of the meeting should be to solve the
problems faced and motivate the employees to perform better.

f) Decisionmaking:

The last step of the process is to take decisions which can be taken either to improve the
performance of the employees, take the required corrective actions, or the related HR decisions
like rewards, promotions, demotions, transfers etc.

DEPARTMENT OF COMPUTER SCIENCE AND ENGINEERING

NAME OF THE SUBJECT : PRINCIPLES OF MANAGEMENT

Subject code : MG8591

Regulation : 2017

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UNIT IV-DIRECTING

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 UNIT IV

DIRECTING

DEFINITION

"Activating deals with the steps a manager takes to get sub-ordinates and others to
carry out plans" - Newman and Warren.

Directing concerns the total manner in which a manager influences the actions of
subordinates. It is the final action of a manager in getting others to act after all preparations
have been completed.

Characteristics

• Elements of Management
• Continuing Function
• Pervasive Function
• Creative Function
• Linking function
• Management of Human Factor Scope of Directing

• Initiates action
• Ensures coordination
• Improves efficiency
• Facilitates change
• Assists stability and growth
Elements of Directing

The three elements of directing are

• Motivation
• Leadership
• Communication
CREATIVITY AND INNOVATION

Often used interchangeably, they should to be considered separate and distinct.

Creativity can be described as problem identification and idea generation and innovation is
considered as idea selection, development and commercialization. Creativity is creation of new
ideas and Innovation is implementation of the new ideas.
There cannot be innovation without creativity. There can be creativity without
innovation but it has no value. Steps involved in creativity

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c) Preparation: This is the first stage at which the base for creativity and innovation is defined;
the mind is prepared for subsequent use in creative thinking. During preparation the individual
is encouraged to appreciate the fact that every opportunity provides situations that can
educate and experiences from which to learn.
The creativity aspect is kindled through a quest to become more knowledgeable. This
can be done through reading about various topics and/or subjects and engaging in discussions
with others. Taking part in brainstorming sessions in various forums like professional and
trade association seminars, and taking time to study other countries and cultures to identify
viable opportunities is also part of preparation. Of importance is the need to cultivate a
personal ability to listen and learn from others.

d) Investigation: This stage of enhancing entrepreneurial creativity and innovation involves the
business owner taking time to study the problem at hand and what its various components are.

c) Transformation: The information thus accumulated and acquired should then be subjected to
convergent and divergent thinking which will serve to highlight the inherent similarities and
differences. Convergent thinking will help identify aspects that are similar and connected while
divergent thinking will highlight the differences. This twin manner of thinking is of particular
importance in realizing creativity and innovation for the following reasons:

1. One will be able to skim the details and see what the bigger picture is the
situation/problem's components can be reordered and in doing so new patterns can be
identified.
2. It will help visualize a number of approaches that can be used to simultaneously tackle
the problem and the opportunity.
3. One's decision-making abilities will be bettered such that the urge to make snap
decisions will be resisted.
c) Incubation: At this stage in the quest for creativity and innovation it is imperative that the
subconscious reflect on the accumulated information, i.e. through incubation, and this can be
improved or augmented when the entrepreneur:
• Engages in an activity completely unrelated to the problem/opportunity under scrutiny.

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 • Takes time to daydream i.e. letting the mind roam beyond any restrictions self-imposed
or otherwise.
• Relax and play
• Study the problem/opportunity in a wholly different environment

d) Illumination: This happens during the incubation stage and will often be spontaneous. The
realizations from the past stages combine at this instance to form a breakthrough.
e) Verification: This is where the entrepreneur attempts to ascertain whether the creativity of
thought and the action of innovation are truly effective as anticipated. It may involve activities
like simulation, piloting, prototype building, test marketing, and various experiments. While the
tendency to ignore this stage and plunge headlong with the breakthrough may be tempting, the
transformation stage should ensure that the new idea is put to the test.

MOTIVATION AND SATISFACTION

Motivation

"Motivation" is a Latin word, meaning "to move". Human motives are internalized goals
within individuals. Motivation may be defined as those forces that cause people to behave in
certain ways. Motivation encompasses all those pressures and influences that trigger, channel,
and sustain human behavior. Most successful managers have learned to understand the
concept of human motivation and are able to use that understanding to achieve higher
standards of subordinate work performance.

According to Koontz and O'Donnell, "Motivation is a class of drives, needs, wishes and
similar forces".

NATURE AND CHARACTERISTICS OF MOTIVATION

Psychologists generally agree that all behavior is motivated, and that people have
reasons for doing the things they do or for behaving in the manner that they do. Motivating is
the work a manager performs to inspire, encourage and impel people to take required action.

The characteristics of motivation are given below:-

Motivation is an Internal Feeling

Motivation is a psychological phenomenon which generates in the mind of an individual

the feeling that he lacks certain things and needs those things. Motivation is a force within an
individual that drives him to behave in a certain way.

Motivation is Related to Needs

Needs are deficiencies which are created whenever there is a physiological or

psychological imbalance. In order to motivate a person, we have to understand his needs that
call for satisfaction.
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Motivation Produces Goal-Directed Behaviour

Goals are anything which will alleviate a need and reduce a drive. An individual's
behavior is directed towards a goal.

Motivation can be either Positive or Negative

Positive or incentive motivation is generally based on reward. According to Flippo

"positive motivation is a process of attempting to influence others to do your will through the
possibility of gain or reward".

Negative or fear motivation is based on force and fear. Fear causes persons to act in a
certain way because they are afraid of the consequences if they don't.

IMPORTANCE OF MOTIVATION

A manager's primary task is to motivate others to perform the tasks of the organization.
Therefore, the manager must find the keys to get subordinates to come to work regularly and
on time, to work hard, and to make positive contributions towards the effective and efficient
achievement of organizational objectives. Motivation is an effective instrument in the hands of
a manager for inspiring the work force and creating confidence in it. By motivating the work
force, management creates "will to work" which is necessary for the achievement of
organizational goals. The various benefits of motivation are:-

• Motivation is one of the important elements in the directing process. By motivating the
workers, a manager directs or guides the workers' actions in the desired direction for
accomplishing the goals of the organization.
• Workers will tend to be as efficient as possible by improving upon their skills and knowledge
so that they are able to contribute to the progress of the organization thereby increasing
productivity.
• For performing any tasks, two things are necessary. They are: (a) ability to work and (b)
willingness to work. Without willingness to work, ability to work is of no use. The willingness
to work can be created only by motivation.
• Organizational effectiveness becomes, to some degree, a question of management's ability
to motivate its employees, to direct at least a reasonable effort towards the goals of the
organization.
• Motivation contributes to good industrial relations in the organization. When the workers
are motivated, contented and disciplined, the frictions between the workers and the
management will be reduced.
• Motivation is the best remedy for resistance to changes. When changes are introduced in an
organization, generally, there will be resistance from the workers. But if the workers of an
organization are motivated, they will accept, introduce and implement the changes whole
heartily and help to keep the organization on the right track of progress.

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• Motivation facilitates the maximum utilization of all factors of production, human, physical
and financial resources and thereby contributes to higher production.
• Motivation promotes a sense of belonging among the workers. The workers feel that the
enterprise belongs to them and the interest of the enterprise is their interests.
• Many organizations are now beginning to pay increasing attention to developing their
employees as future resources upon which they can draw as they grow and develop.

SATISFACTION

Employee satisfaction (Job satisfaction) is the terminology used to describe whether

employees are happy and contented and fulfilling their desires and needs at work. Many
measures purport that employee satisfaction is a factor in employee motivation, employee goal
achievement, and positive employee morale in the workplace.

Employee satisfaction, while generally a positive in your organization, can also be a

downer if mediocre employees stay because they are satisfied with your work environment.

Factors contributing to employee satisfaction include treating employees with

respect, providing regular employee recognition, empowering employees, offering above
industryaverage benefits and compensation, providing employee perks and company activities,
and positive management within a success framework of goals, measurements, and
expectations.

Employee satisfaction is often measured by anonymous employee satisfaction surveys

administered periodically that gauge employee satisfaction in areas such as:

• management,
• understanding of mission and vision,
• empowerment,
• teamwork,
• communication, and
• Co-worker interaction.
The facets of employee satisfaction measured vary from company to company.

A second method used to measure employee satisfaction is meeting with small groups of
employees and asking the same questions verbally. Depending on the culture of the company,
either method can contribute knowledge about employee satisfaction to managers and
employees.

JOB DESIGN

It is the process of Work arrangement (or rearrangement) aimed at reducing or overcoming job
dissatisfaction and employee alienation arising from repetitive and mechanistic tasks. Through
job design, organizations try to raise productivity levels by offering non-monetary rewards such

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as greater satisfaction from a sense of personal achievement in meeting the increased
challenge and responsibility of one's work.

Approaches to job design include:

• Job Enlargement: Job enlargement changes the jobs to include more and/or different tasks.
Job enlargement should add interest to the work but may or may not give employees more
responsibility.

• Job Rotation: Job rotation moves employees from one task to another. It distributes the
group tasks among a number of employees.

• Job Enrichment: Job enrichment allows employees to assume more responsibility,

accountability, and independence when learning new tasks or to allow for greater participation
and new opportunities.

TYPES OF MOTIVATION TECHNIQUES

If a manager wants to get work done by his employees, he may either hold out a
promise of a reward (positive motivation) or he/she may install fear (negative motivation). Both
these types are widely used by managements.

a) Positive Motivation:

This type of motivation is generally based on reward. A positive motivation involves the
possibility of increased motive satisfaction. According to Flippo - "Positive motivation is a
process of attempting to influence others to do your will through the possibility of gain or
reward". Incentive motivation is the "pull" mechanism. The receipt of awards, due recognition
and praise for work-well done definitely lead to good team spirit, co-operation and a feeling of
happiness.

• Positive motivation include:• Praise and credit for work done

• Wages and Salaries
• Appreciation
• A sincere interest in subordinates as individuals • Delegation
of authority and responsibility

b) Negative Motivation:
This type of motivation is based on force and fear. Fear causes persons to act in a certain way
because they fear the consequences. Negative motivation involves the possibility of decreased
motive satisfaction. It is a "push" mechanism. The imposition of punishment frequently results
in frustration among those punished, leading to the development of maladaptive behaviour. It
also creates a hostile state of mind and an unfavourable attitude to the job. However, there is
no management which has not used the negative motivation at some time or the other.
MOTIVATION THEORIES

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 Some of the motivation theories are discussed below

a) McGregor’s Theory X and Theory Y:

McGregor states that people inside the organization can be managed in two ways. The
first is basically negative, which falls under the category X and the other is basically positive,
which falls under the category Y. After viewing the way in which the manager dealt with
employees, McGregor concluded that a manager‘s view of the nature of human beings is based
on a certain grouping of assumptions and that he or she tends to mold his or her behavior
towards subordinates according to these assumptions.

Under the assumptions of theory X:

• Employees inherently do not like work and whenever possible, will attempt to avoid it.
• Because employees dislike work, they have to be forced, coerced or threatened with
punishment to achieve goals.
• Employees avoid responsibilities and do not work fill formal directions are issued.
• Most workers place a greater importance on security over all other factors and display
little ambition.
In contrast under the assumptions of theory Y:

• Physical and mental effort at work is as natural as rest or play.

• People do exercise self-control and self-direction and if they are committed to those
goals.
• Average human beings are willing to take responsibility and exercise imagination,
ingenuity and creativity in solving the problems of the organization.

• That the way the things are organized, the average human being‘s brainpower is only
partly used.

On analysis of the assumptions it can be detected that theory X assumes that lower-order
needs dominate individuals and theory Y assumes that higher-order needs dominate individuals.
An organization that is run on Theory X lines tends to be authoritarian in nature, the word
―authoritarian‖ suggests such ideas as the ―power to enforce obedience‖ and the ―right
to command.‖ In contrast Theory Y organizations can be described as ―participative‖, where
the aims of the organization and of the individuals in it are integrated; individuals can achieve
their own goals best by directing their efforts towards the success of the organization.

b) Abraham Maslow’s “Need Hierarchy Theory”:

One of the most widely mentioned theories of motivation is the hierarchy of needs
theory put forth by psychologist Abraham Maslow. Maslow saw human needs in the form of a
hierarchy, ascending from the lowest to the highest, and he concluded that when one set of
needs is satisfied, this kind of need ceases to be a motivator.

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As per his theory these needs are:

(i) Physiological needs:

These are important needs for sustaining the human life. Food, water, warmth, shelter,
sleep, medicine and education are the basic physiological needs which fall in the primary list of
need satisfaction. Maslow was of an opinion that until these needs were satisfied to a degree to
maintain life, no other motivating factors can work.

(ii) Security or Safety needs:

These are the needs to be free of physical danger and of the fear of losing a job,
property, food or shelter. It also includes protection against any emotional harm.

(iii) Social needs:

Since people are social beings, they need to belong and be accepted by others. People
try to satisfy their need for affection, acceptance and friendship.

(iv) Esteem needs:

According to Maslow, once people begin to satisfy their need to belong, they tend to
want to be held in esteem both by themselves and by others. This kind of need produces such
satisfaction as power, prestige status and self-confidence. It includes both internal esteem
factors like self-respect, autonomy and achievements and external esteem factors such as
states, recognition and attention.

(v) Need for self-actualization:

Maslow regards this as the highest need in his hierarchy. It is the drive to become what
one is capable of becoming; it includes growth, achieving one‘s potential and self-fulfillment. It
is to maximize one‘s potential and to accomplish something.

All of the needs are structured into a hierarchy and only once a lower level of need has
been fully met, would a worker be motivated by the opportunity of having the next need up in
the hierarchy satisfied. For example a person who is dying of hunger will be motivated to
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achieve a basic wage in order to buy food before worrying about having a secure job contract or
the respect of others.

A business should therefore offer different incentives to workers in order to help them
fulfill each need in turn and progress up the hierarchy. Managers should also recognize that
workers are not all motivated in the same way and do not all move up the hierarchy at the same
pace. They may therefore have to offer a slightly different set of incentives from worker to
worker.

c) Frederick Herzberg’s motivation-hygiene theory:

Frederick has tried to modify Maslow‘s need Hierarchy theory. His theory is also known as
two-factor theory or Hygiene theory. He stated that there are certain satisfiers and dissatisfiers
for employees at work. Intrinsic factors are related to job satisfaction, while extrinsic factors are
associated with dissatisfaction. He devised his theory on the question: ―What do people
want from their jobs?‖ He asked people to describe in detail, such situations when they felt
exceptionally good or exceptionally bad. From the responses that he received, he concluded that
opposite of satisfaction is not dissatisfaction. Removing dissatisfying characteristics from a job
does not necessarily make the job satisfying. He states that presence of certain factors in the
organization is natural and the presence of the same does not lead to motivation. However, their
non-presence leads to de-motivation. In similar manner there are certain factors, the absence of
which causes no dissatisfaction, but their presence has motivational impact.

Examples of Hygiene factors are:

Security, status, relationship with subordinates, personal life, salary, work conditions,
relationship with supervisor and company policy and administration.

Examples of Motivational factors are:

Growth, prospectus job advancement, responsibility, challenges, recognition and

achievements.

d) Victor Vroom’s Expectancy theory:

The most widely accepted explanations of motivation have been propounded by Victor
Vroom. His theory is commonly known as expectancy theory. The theory argues that the
strength of a tendency to act in a specific way depends on the strength of an expectation that
the act will be followed by a given outcome and on the attractiveness of that outcome to the
individual to make this simple, expectancy theory says that an employee can be motivated to
perform better when there is a belief that the better performance will lead to good
performance appraisal and
that this shall result into realization of personal goal in form of some reward. Therefore an
employee is:

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Motivation = Valence x
Expectancy. The theory focuses on
three things:

• Efforts and performance relationship

• Performance and reward relationship
• Rewards and personal goal relationship
e) Clayton Alderfer’s ERG Theory:

Alderfer has tried to rebuild the hierarchy of needs of Maslow into another model named
ERG i.e. Existence – Relatedness – Growth. According to him there are 3 groups of core needs as
mentioned above. The existence group is concerned mainly with providing basic material
existence. The second group is the individuals need to maintain interpersonal relationship with
other members in the group. The final group is the intrinsic desire to grow and develop
personally. The major conclusions of this theory are:

• In an individual, more than one need may be operative at the same time.

• If a higher need goes unsatisfied than the desire to satisfy a lower need intensifies.

• It also contains the frustration-regression dimension.

f)McClelland’s Theory of Needs:
David McClelland has developed a theory on three types of motivating needs :

(i) Need for Power

(ii) Need for Affiliation
(iii) Need for Achievement

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 Basically people for high need for power are inclined towards influence and control.
They like to be at the centre and are good orators. They are demanding in nature, forceful in
manners and ambitious in life. They can be motivated to perform if they are given key positions
or power positions.

In the second category are the people who are social in nature. They try to affiliate
themselves with individuals and groups. They are driven by love and faith. They like to build a
friendly environment around themselves. Social recognition and affiliation with others provides
them motivation.

People in the third area are driven by the challenge of success and the fear of failure.
Their need for achievement is moderate and they set for themselves moderately difficult tasks.
They are analytical in nature and take calculated risks. Such people are motivated to perform
when they see at least some chances of success.

McClelland observed that with the advancement in hierarchy the need for power and
achievement increased rather than Affiliation. He also observed that people who were at the
top, later ceased to be motivated by this drives.

g) Stacey Adams’ Equity Theory:

As per the equity theory of J. Stacey Adams, people are motivated by their beliefs about
the reward structure as being fair or unfair, relative to the inputs. People have a tendency to use
subjective judgment to balance the outcomes and inputs in the relationship for comparisons
between different individuals. Accordingly:

If people feel that they are not equally rewarded they either reduce the quantity or
quality of work or migrate to some other organization. However, if people perceive that they
are rewarded higher, they may be motivated to work harder.

h) Skinner’s Reinforcement Theory:

B.F. Skinner, who propounded the reinforcement theory, holds that by designing the
environment properly, individuals can be motivated. Instead of considering internal factors like
impressions, feelings, attitudes and other cognitive behavior, individuals are directed by what
happens in the environment external to them. Skinner states that work environment should be
made suitable to the individuals and that punishment actually leads to frustration and
demotivation. Hence, the only way to motivate is to keep on making positive changes in the
external environment of the organization.

LEADERSHIP

Definition
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 Leadership is defined as influence, the art or process of influencing people so that they

will strive willingly and enthusiastically toward the achievement of group goals.

- Leaders act to help a group attain objectives through the maximum application of its
capabilities.
- Leaders must instill values – whether it be concern for quality, honesty and calculated
risk taking or for employees and customers. Importance of Leadership

1. Aid to authority
2. Motive power to group efforts
3. Basis for co operation
4. Integration of Formal and Informal Organization.
LEADERSHIP STYLES

The leadership style we will discuss here are:

a) Autocratic style

b) Democratic Style

c) Laissez Faire Style

a) Autocratic style

Manager retains as much power and decision-making authority as possible. The

manager does not consult employees, nor are they allowed to give any input. Employees are
expected to obey orders without receiving any explanations. The motivation environment is
produced by creating a structured set of rewards and punishments.

Autocratic leadership is a classical leadership style with the following characteristics:

• Manager seeks to make as many decisions as possible

• Manager seeks to have the most authority and control in decision making
• Manager seeks to retain responsibility rather than utilize complete delegation
• Consultation with other colleagues in minimal and decision making becomes a solitary
process
• Managers are less concerned with investing their own leadership development, and prefer
to simply work on the task at hand. Advantages

• Reduced stress due to increased control

• A more productive group ‗while the leader is watching‘ Improved logistics of
operations Faster decision making Disadvantages

• Short-termistic approach to management.

• Manager perceived as having poor leadership skills Increased workload for the
manager
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 • People dislike being ordered around
• Teams become dependent upon their leader

b) Democratic Style

Democratic Leadership is the leadership style that promotes the sharing of

responsibility, the exercise of delegation and continual consultation.

The style has the following characteristics:

• Manager seeks consultation on all major issues and decisions.

• Manager effectively delegate tasks to subordinates and give them full control and
responsibility for those tasks.
• Manager welcomes feedback on the results of intiatives and the work
environment.
• Manager encourages others to become leaders and be involved in leadership
development.

Advantages

• Positive work environment

• Successful initiatives
• Creative thinking
• Reduction of friction and office politics Reduced employee turnover

Disadvantages

• Takes long time to take decisions Danger of pseudo participation

Like the other styles, the democratic style is not always appropriate. It is most successful
when used with highly skilled or experienced employees or when implementing operational
changes or resolving individual or group problems.

c) Laissez-Faire Style

This French phrase means ―leave it be‖ and is used to describe a leader who
leaves his/her colleagues to get on with their work. The style is largely a "hands off" view that
tends to minimize the amount of direction and face time required.

Advantages

• No work for the leader

• Frustration may force others into leadership roles

• Allows the visionary worker the opportunity to do what they want, free from interference

• Empowers the group

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Disadvantages

o It makes employees feel insecure at the unavailability of a manager.

o The manager cannot provide regular feedback to let employees know how well they
are doing.
o Managers are unable to thank employees for their good work.
o The manager doesn‘t understand his or her responsibilities and is hoping the
employees can cover for him or her.
LEADERSHIP THEORIES

The various leadership theories are

a) Great Man Theory: Assumptions

• Leaders are born and not made.

• Great leaders will arise when there is a great need.

Description

Early research on leadership was based on the study of people who were already great
leaders. These people were often from the aristocracy, as few from lower classes had the
opportunity to lead. This contributed to the notion that leadership had something to do with
breeding.

The idea of the Great Man also strayed into the mythic domain, with notions that in
times of need, a Great Man would arise, almost by magic. This was easy to verify, by pointing to
people such as Eisenhower and Churchill, let alone those further back along the timeline, even
to Jesus, Moses, Mohammed and the Buddha.

Discussion

Gender issues were not on the table when the 'Great Man' theory was proposed. Most
leaders were male and the thought of a Great Woman was generally in areas other than
leadership. Most researchers were also male, and concerns about androcentric bias were a long
way from being realized.
b) Trait Theory: Assumptions

• People are born with inherited traits.

• Some traits are particularly suited to leadership.

• People who make good leaders have the right (or sufficient) combination of traits.

Description

Early research on leadership was based on the psychological focus of the day, which was
of people having inherited characteristics or traits. Attention was thus put on discovering these
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traits, often by studying successful leaders, but with the underlying assumption that if other
people could also be found with these traits, then they, too, could also become great leaders.

McCall and Lombardo (1983) researched both success and failure identified four primary
traits by which leaders could succeed or 'derail':

Emotional stability and composure:

Calm, confident and predictable, particularly when under stress.

Admitting error: Owning up to mistakes, rather than putting energy into covering up.

Good interpersonal skills: able to communicate and persuade others without resort to negative
or coercive tactics.

Intellectual breadth: Able to understand a wide range of areas, rather than having a narrow
(and narrow-minded) area of expertise.

c) Behavioral Theory: Assumptions

• Leaders can be made, rather than are born.

• Successful leadership is based in definable, learnable behavior.

Description

Behavioral theories of leadership do not seek inborn traits or capabilities. Rather, they
look at what leaders actually do. If success can be defined in terms of describable actions, then
it should be relatively easy for other people to act in the same way. This is easier to teach and
learn then to adopt the more ephemeral 'traits' or 'capabilities'.
d) Participative Leadership:

Assumptions

• Involvement in decision-making improves the understanding of the issues involved by

those who must carry out the decisions.

• People are more committed to actions where they have involved in the relevant
decisionmaking.

• People are less competitive and more collaborative when they are working on joint
goals.

• When people make decisions together, the social commitment to one another is greater
and thus increases their commitment to the decision.

• Several people deciding together make better decisions than one person alone.

Description
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 A Participative Leader, rather than taking autocratic decisions, seeks to involve other
people in the process, possibly including subordinates, peers, superiors and other stakeholders.
Often, however, as it is within the managers' whim to give or deny control to his or her
subordinates, most participative activity is within the immediate team. The question of how
much influence others are given thus may vary on the manager's preferences and beliefs, and a
whole spectrum of participation is possible

e) Situational Leadership: Assumptions

• The best action of the leader depends on a range of situational factors.

Description

When a decision is needed, an effective leader does not just fall into a single preferred
style. In practice, as they say, things are not that simple.

Factors that affect situational decisions include motivation and capability of followers.
This, in turn, is affected by factors within the particular situation. The relationship between
followers and the leader may be another factor that affects leader behavior as much as it does
follower behavior.

The leaders' perception of the follower and the situation will affect what they do rather
than the truth of the situation. The leader's perception of themselves and other factors such as
stress and mood will also modify the leaders' behavior.
f) Contingency Theory:

Assumptions

• The leader's ability to lead is contingent upon various situational factors, including the
leader's preferred style, the capabilities and behaviors of followers and also various
other situational factors. Description

Contingency theories are a class of behavioral theory that contend that there is no one
best way of leading and that a leadership style that is effective in some situations may not be
successful in others.

An effect of this is that leaders who are very effective at one place and time may
become unsuccessful either when transplanted to another situation or when the factors around
them change.

Contingency theory is similar to situational theory in that there is an assumption of no

simple one right way. The main difference is that situational theory tends to focus more on the
behaviors that the leader should adopt, given situational factors (often about follower
behavior), whereas contingency theory takes a broader view that includes contingent factors
about leader capability and other variables within the situation.

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g) Transactional Leadership:

Assumptions

• People are motivated by reward and punishment.

• Social systems work best with a clear chain of command.
• When people have agreed to do a job, a part of the deal is that they cede all authority to
their manager.
• The prime purpose of a subordinate is to do what their manager tells them to do.
Description

The transactional leader works through creating clear structures whereby it is clear what
is required of their subordinates, and the rewards that they get for following orders.
Punishments are not always mentioned, but they are also well-understood and formal systems
of discipline are usually in place.

The early stage of Transactional Leadership is in negotiating the contract whereby the
subordinate is given a salary and other benefits, and the company (and by implication the
subordinate's manager) gets authority over the subordinate.

When the Transactional Leader allocates work to a subordinate, they are considered to be
fully responsible for it, whether or not they have the resources or capability to carry it out. When
things go wrong, then the subordinate is considered to be personally at fault, and is punished for
their failure (just as they are rewarded for succeeding).

h)Transformational Leadership: Assumptions

• People will follow a person who inspires them.

• A person with vision and passion can achieve great things.

• The way to get things done is by injecting enthusiasm and energy.

Description

Working for a Transformational Leader can be a wonderful and uplifting experience.

They put passion and energy into everything. They care about you and want you to succeed.
Transformational Leaders are often charismatic, but are not as narcissistic as pure Charismatic
Leaders, who succeed through a belief in themselves rather than a belief in others. One of the
traps of Transformational Leadership is that passion and confidence can easily be mistaken for
truth and reality.

Transformational Leaders, by definition, seek to transform. When the organization does

not need transforming and people are happy as they are, then such a leader will be frustrated.
Like wartime leaders, however, given the right situation they come into their own and can be
personally responsible for saving entire companies.

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COMMUNICATION

Communication is the exchange of messages between people for the purpose of

achieving common meanings. Unless common meanings are shared, managers find it extremely
difficult to influence others. Whenever group of people interact, communication takes place.
Communication is the exchange of information using a shared set of symbols. It is the process
that links group members and enables them to coordinate their activities. Therefore, when
managers foster effective communication, they strengthen the connections between employees
and build cooperation. Communication also functions to build and reinforce interdependence
between various parts of the organization. As a linking mechanism among the different
organizational subsystems, communication is a central feature of the structure of groups and
organizations. It helps to coordinate tasks and activities within and between organizations.

DEFINITION

According to Koontz and O'Donnell, "Communication, is an intercourse by words, letters

symbols or messages, and is a way that the organization members shares meaning and
understanding with another".
THE COMMUNICATION PROCESS

Communication is important in building and sustaining human relationships at work.

Communication can be thought of as a process or flow. Before communication can take place, a
purpose, expressed as a message to be conveyed is needed. It passes between the sender and
the receiver. The result is transference of meaning from one person to another.

The figure below depicts the communication process. This model is made up of seven
parts:

(1) Source, (2) Encoding, (3) Message, (4) Channel, (5) Decoding, (6) Receiver, and (7) Feedback.

a) Source:
The source initiates a message. This is the origin of the communication and can be an
individual, group or inanimate object. The effectiveness of a communication depends to a
considerable degree on the characteristics of the source. The person who initiates the
communication process is known as sender, source or communicator. In an organization, the
sender will be a person who has a need or desire to send a message to others. The sender has
some information which he wants to communicate to some other person to achieve some
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purpose. By initiating the message, the sender attempts to achieve understanding and change
in the behaviour of the receiver.

b) Encoding:

Once the source has decided what message to communicate, the content of the
message must be put in a form the receiver can understand. As the background for encoding
information, the sender uses his or her own frame of reference. It includes the individual's view
of the organization or situation as a function of personal education, interpersonal relationships,
attitudes, knowledge and experience. Three conditions are necessary for successful encoding
the message.

• Skill: Successful communicating depends on the skill you posses. Without the requisite
skills, the message of the communicator will not reach the requisite skills; the message
of
the communicator will not reach the receiver in the desired form. One's total
communicative success includes speaking, reading, listening and reasoning skills.
• Attitudes: Our attitudes influence our behaviour. We hold predisposed ideas on a
number of topics and our communications are affected by these attitudes.

• Knowledge: We cannot communicate what we don't know. The amount of knowledge

the source holds about his or her subject will affect the message he or she seeks to
transfer.

c) The Message:
The message is the actual physical product from the source encoding. The message contains
the thoughts and feelings that the communicator intends to evoke in the receiver. The message
has two primary components:-

• The Content: The thought or conceptual component of the message is contained in the
words, ideas, symbols and concepts chosen to relay the message.
• The Affect: The feeling or emotional component of the message is contained in the
intensity, force, demeanour (conduct or behaviour), and sometimes the gestures of the
communicator.

d) The Channel:

The actual means by which the message is transmitted to the receiver (Visual, auditory,
written or some combination of these three) is called the channel. The channel is the medium
through which the message travels. The channel is the observable carrier of the message.
Communication in which the sender's voice is used as the channel is called oral communication.
When the channel involves written language, the sender is using written communication. The
sender's choice of a channel conveys additional information beyond that contained in the

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message itself. For example, documenting an employee's poor performance in writing conveys
that the manager has taken the problem seriously.

f) Decoding:

Decoding means interpreting what the message means. The extent to which the
decoding by the receiver depends heavily on the individual characteristics of the sender and
receiver. The greater the similarity in the background or status factors of the communicators,
the greater the probability that a message will be perceived accurately. Most messages can be
decoded in more than one way. Receiving and decoding a message are a type of perception.
The decoding process is therefore subject to the perception biases.

g) The Receiver:

The receiver is the object to whom the message is directed. Receiving the message
means one or more of the receiver's senses register the message - for example, hearing the
sound of a supplier's voice over the telephone or seeing the boss give a thumbs-up signal. Like
the sender, the receiver is subject to many influences that can affect the understanding of the
message. Most important, the receiver will perceive a communication in a manner that is
consistent with previous experiences. Communications that are not consistent with
expectations is likely to be rejected.

h) Feedback:

The final link in the communication process is a feedback loop. Feedback, in effect, is
communication travelling in the opposite direction. If the sender pays attention to the feedback
and interprets it accurately, the feedback can help the sender learn whether the original
communication was decoded accurately. Without feedback, one-way communication occurs
between managers and their employees. Faced with differences in their power, lack of time,
and a desire to save face by not passing on negative information, employees may be
discouraged from providing the necessary feedback to their managers.

Guidelines for effective Communication

(i) Senders of message must clarify in their minds what they want to communicate. Purpose of
the message and making a plan to achieve the intended end must be clarified.
(ii) Encoding and decoding be done with symbols that are familiar to the sender and the
receiver of the message.
(iii)For the planning of the communication, other people should be consulted and encouraged
to participate.
(iv)It is important to consider the needs of the receivers of the information. Whenever
appropriate, one should communicate something that is of value to them, in the short run
as well as in the more distant future.
(v) In communication, tone of voice, the choice of language and the congruency between what
is said and how it is said influence the reactions of the receiver of the message.
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(vi)Communication is complete only when the message is understood by the receiver. And one
never knows whether communication is understood unless the sender gets a feedback.

(vii) The function of communication is more than transmitting the information. It also deals
with

emotions that are very important in interpersonal relationships between superiors,

subordinates and colleagues in an organization.

(viii) Effective communicating is the responsibility not only of the sender but also of the receiver
of the information.

BARRIERS TO EFFECTIVE COMMUNICATION

Barriers to communication are factors that block or significantly distort successful

communication. Effective managerial communication skills helps overcome some, but not all,
barriers to communication in organizations. The more prominent barriers to effective
communication which every manager should be aware of is given below: a) Filtering:
Filtering refers to a sender manipulating information so it will be seen more favourably
by the receiver. The major determinant of filtering is the number of levels in an organization's
structure. The more vertical levels in the organization's hierarchy, the more opportunities for
filtering. Sometimes the information is filtered by the sender himself. If the sender is hiding
some meaning and disclosing in such a fashion as appealing to the receiver, then he is "filtering"
the message deliberately. A manager in the process of altering communication in his favour is
attempting to filter the information.

b) Selective Perception:

Selective perception means seeing what one wants to see. The receiver, in the
communication process, generally resorts to selective perception i.e., he selectively perceives
the message based on the organizational requirements, the needs and characteristics,
background of the employees etc. Perceptual distortion is one of the distressing barriers to the
effective communication. People interpret what they see and call it a reality. In our regular
activities, we tend to see those things that please us and to reject or ignore unpleasant things.
Selective perception allows us to keep out dissonance (the existence of conflicting elements in
our perceptual set) at a tolerable level. If we encounter something that does not fit out current
image of reality, we structure the situation to minimize our dissonance. Thus, we manage to
overlook many stimuli from the environment that do not fit into out current perception of the
world. This process has significant implications for managerial activities. For example, the
employment interviewer who expects a female job applicant to put her family ahead of her
career is likely to see that in female applicants, regardless of whether the applicants feel that
way or not. c) Emotions:

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 How the receiver feels at the time of receipt of information influences effectively how he
interprets the information. For example, if the receiver feels that the communicator is in a jovial
mood, he interprets that the information being sent by the communicator to be good and
interesting. Extreme emotions and jubilation or depression are quite likely to hinder the
effectiveness of communication. A person's ability to encode a message can become impaired
when the person is feeling strong emotions. For example, when you are angry, it is harder to
consider the other person's viewpoint and to choose words carefully. The angrier you are, the
harder this task becomes. Extreme emotions – such as jubilation or depression - are most likely
to hinder effective communication. In such instances, we are most prone to disregard our
rational and objective thinking processes and substitute emotional judgments.
d) Language:

Communicated message must be understandable to the receiver. Words mean different

things to different people. Language reflects not only the personality of the individual but also
the culture of society in which the individual is living. In organizations, people from different
regions, different backgrounds, and speak different languages. People will have different
academic backgrounds, different intellectual facilities, and hence the jargon they use varies.
Often, communication gap arises because the language the sender is using may be
incomprehensible, vague and indigestible. Language is a central element in communication. It
may pose a barrier if its use obscures meaning and distorts intent. Words mean different things
to different people. Age, education and cultural background are three of the more obvious
variables that influence the language a person uses and the definitions he or she gives to words.
Therefore, use simple, direct, declarative language.

Speak in brief sentences and use terms or words you have heard from you audience. As
much as possible, speak in the language of the listener. Do not use jargon or technical language
except with those who clearly understand it.

e) Stereotyping:

Stereotyping is the application of selective perception. When we have preconceived

ideas about other people and refuse to discriminate between individual behaviours, we are
applying selective perception to our relationship with other people. Stereotyping is a barrier to
communications because those who stereotype others use selective perception in their
communication and tend to hear only those things that confirm their stereotyped images.
Consequently, stereotypes become more deeply ingrained as we find more "evidence" to
confirm our original opinion. Stereotyping has a convenience function in our interpersonal
relations. Since people are all different, ideally we should react and interact with each person
differently.
To do this, however, requires considerable psychological effort. It is much easier to categorize
(stereotype) people so that we can interact with them as members of a particular category.
Since the number of categories is small, we end up treating many people the same even though
they are quite different. Our communications, then, may be directed at an individual as a
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member of a category at the sacrifice of the more effective communication on a personal level.
f) Status Difference:

The organizational hierarchy pose another barrier to communication within

organization, especially when the communication is between employee and manager. This is so
because the employee is dependent on the manager as the primary link to the organization and
hence more likely to distort upward communication than either horizontal or downward
communication. Effective supervisory skills make the supervisor more approachable and help
reduce the risk of problems related to status differences. In addition, when employees feel
secure, they are more likely to be straightforward in upward communication.
g) Use of Conflicting Signals:

A sender is using conflicting signals when he or she sends inconsistent messages. A

vertical message might conflict with a nonverbal one. For example, if a manager says to his
employees, "If you have a problem, just come to me. My door is always open", but he looks
annoyed whenever an employee knocks on his door". Then we say the manager is sending
conflicting messages. When signals conflict, the receivers of the message have to decide which,
if any, to believe.

h) Reluctance to Communicate:

For a variety of reasons, managers are sometimes reluctant to transmit messages. The
reasons could be:-

• They may doubt their ability to do so.

• They may dislike or be weary of writing or talking to others.
• They may hesitate to deliver bad news because they do not want to face a negative
reaction.
When someone gives in to these feelings, they become a barrier to effective

communications. i) Projection:

Projection has two meanings.

(a) Projecting one's own motives into others behavior. For example, managers who are
motivated by money may assume their subordinates are also motivated by it. If the
subordinate's prime motive is something other than money, serious problems may arise.
(b) The use of defense mechanism to avoid placing blame on oneself. As a defense mechanism,
the projection phenomenon operates to protect the ego from unpleasant communications.
Frequently, individuals who have a particular fault will see the same fault in others, making
their own fault seem not so serious.

j) The "Halo Effect":

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 The term "halo effect" refers to the process of forming opinions based on one element
from a group of elements and generalizing that perception to all other elements. For example,
in an organization, a good attendance record may cause positive judgments about productivity,
attitude, or quality of work. In performance evaluation system, the halo effect refers to the
practice of singling out one trait of an employee (either good or bad) and using this as a basis
for judgments of the total employee.
CHANNELS OF COMMUNICATION

a) Formal Communication

Formal communication follows the route formally laid down in the organization
structure. There are three directions in which communications flow: downward, upward and
laterally (horizontal).

i) Downward Communication

Downward communication involves a message travelling to one or more receivers at the

lower level in the hierarchy. The message frequently involves directions or performance
feedback. The downward flow of communication generally corresponds to the formal
organizational communications system, which is usually synonymous with the chain of
command or line of authority. This system has received a great deal of attention from both
managers and behavioral scientists since it is crucial to organizational functioning.

ii) Upward Communication

In upward communication, the message is directed toward a higher level in the

hierarchy. It is often takes the form of progress reports or information about successes and
failures of the individuals or work groups reporting to the receiver of the message. Sometimes
employees also send suggestions or complaints upward through the organization's hierarchy.

The upward flow of communication involves two distinct manager-subordinate activities in

addition to feedback:

• The participation by employees in formal organizational decisions.

• Employee appeal is a result against formal organization decisions. The employee appeal is a
result of the industrial democracy concept that provides for two-way communication in
areas of disagreement.

iii) Horizontal Communication

When takes place among members of the same work group, among members of work
groups at the same level, among managers at the same level or among any horizontally
equivalent personnel, we describe it as lateral communications. In lateral communication, the
sender and receiver(s) are at the same level in the hierarchy. Formal communications that travel

1
laterally involve employees engaged in carrying out the same or related tasks. The messages
might concern advice, problem solving, or coordination of activities.

b) Informal Communication or Grapevine

Informal communication, generally associated with interpersonal communication, was

primarily seen as a potential hindrance to effective organizational performance. This is no
longer

1
the case. Informal communication has become more important to ensuring the effective conduct
of work in modern organizations.

Probably the most common term used for the informal communication in the workplace
is ―grapevine‖ and this communication that is sent through the organizational grapevine is often
considered gossip or rumor. While grapevine communication can spread information quickly and
can easily cross established organizational boundaries, the information it carries can be changed
through the deletion or exaggeration crucial details thus causing the information inaccurate –
even if it‘s based on truth.

The use of the organizational grapevine as an informal communication channel often

results when employees feel threatened, vulnerable, or when the organization is experiencing
change and when communication from management is restricted and not forthcoming.

ORGANIZATIONAL CULTURE

Organizational culture is an idea in the field of organizational studies and management

which describes the psychology, attitudes, experiences, beliefs and values (personal and cultural
values) of an organization. It has been defined as "the specific collection of values and norms
that are shared by people and groups in an organization and that control the way they interact
with each other and with stakeholders outside the organization."

ELEMENTS OF ORGANIZATIONAL CULTURE

Johnson and Scholes described a cultural web, identifying a number of elements that can
be used to describe or influence Organizational Culture:
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The six elements are:

a) Stories: The past events and people talked about inside and outside the company. Who
and what the company chooses to immortalize says a great deal about what it values, and
perceives as great behavior.
b) Rituals and Routines : The daily behavior and actions of people that signal acceptable
behavior. This determines what is expected to happen in given situations, and what is
valued by management.
c) Symbols: The visual representations of the company including logos, how plush the offices
are, and the formal or informal dress codes.
d) Organizational Structure: This includes both the structure defined by the organization
chart, and the unwritten lines of power and influence that indicate whose contributions
are most valued.
e) Control Systems: The ways that the organization is controlled. These include financial
systems, quality systems, and rewards (including the way they are measured and
distributed within the organization.)
f) Power Structures: The pockets of real power in the company. This may involve one or two
key senior executives, a whole group of executives, or even a department. The key is that
these people have the greatest amount of influence on decisions, operations, and
strategic direction.

TYPES OF ORGANIZATIONAL CULTURE

Deal and Kennedy argue organizational culture is based on based on two elements:

1. Feedback Speed: How quickly are feedback and rewards provided (through which
the people are told they are doing a good or a bad job). 2. Degree of Risk: The level of risk taking
(degree of uncertainty). The combination of these two elements results in four types of corporate
cultures:

a) Tough-Guy Culture or Macho Culture (Fast feedback and reward, high risk):
• Stress results from the high risk and the high potential decrease or increase of the reward.
• Focus on now, individualism prevails over teamwork.
• Typical examples: advertising, brokerage, sports.
The most important aspect of this kind of culture is big rewards and quick feedback. This kind
of culture is mostly associated with quick financial activities like brokerage and currency trading.
It can also be related with activities, like a sports team or branding of an athlete, and also the
police team. This kind of culture is considered to carry along, a high amount of stress, and people
working within the organization are expected to possess a strong mentality, for survival in the
organization.

b) Work Hard/Play Hard (Fast feedback and reward, low risk):

• Stress results from quantity of work rather than uncertainty.
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 • Focus on high-speed action, high levels of energy.
• Typical examples: sales, restaurants, software companies.
This type of organization does not involve much risk, as the organizations already consist of
a firm base along with a strong client relationship. This kind of culture is mostly opted by large
organizations which have strong customer service. The organization with this kind of culture is
equipped with specialized jargons and is qualified with multiple team meetings.
c) Bet Your Company Culture (Slow feedback and reward, high risk):
• Stress results from high risk and delay before knowing if actions have paid off.
• Focus on long-term, preparation and planning.
• Typical examples: pharmaceutical companies, aircraft manufacturers, oil prospecting
companies.
In this kind of culture, the company makes big and important decisions over high stakes
endeavours. It takes time to see the consequence of these decisions. Companies that postulate
experimental projects and researches as their core business, adopt this kind of culture. This kind
of culture can be adopted by a company designing experimental military weapons for example.

d) Process Culture (Slow feedback and reward, low risk):

• Stress is generally low, but may come from internal politics and stupidity of the system.
• Focus on details and process excellence.
• Typical examples: bureaucracies, banks, insurance companies, public services.
This type of culture does not include the process of feedback. In this kind of culture, the
organization is extremely cautious about the adherence to laws and prefer to abide by them. This
culture provides consistency to the organization and is good for public services.

One of the most difficult tasks to undertake in an organization, is to change its work culture.
An organizational culture change requires an organization to make amendments to its policies,
its workplace ethics and its management system. It needs to start right from its base functions
which includes support functions, operations and the production floor, which finally affects the
overall output of the organization. It requires a complete overhaul of the entire system, and not
many organizations prefer it as the process is a long and tedious one, which requires patience
and endurance. However, when an organization succeeds in making a change on such a massive
level, the results are almost always positive and fruitful. The different types of organizational
cultures mentioned above must have surely helped you to understand them. You can also adopt
one of them for your own organization, however, persistence and patience is ultimately of the
essence.

MANAGING CULTURAL DIVERSITY

Experts indicate that business owners and managers who hope to create and manage
an effective, harmonious multicultural work force should remember the importance of the
following:

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• Setting a good example —This basic tool can be particularly valuable for small business
owners who hope to establish a healthy environment for people of different cultural
backgrounds, since they are generally able to wield significant control over the business's
basic outlook and atmosphere.
• Communicate in writing —Company policies that explicitly forbid prejudice and
discriminatory behavior should be included in employee manuals, mission statements, and
other written communications. Jorgensen referred to this and other similar practices as
"internal broadcasting of the diversity message in order to create a common language for all
members of the organization."

• Training programs—Training programs designed to engender appreciation and knowledge of

the characteristics and benefits of multicultural work forces have become ubiquitous in
recent years. "Two types of training are most popular: awareness and skill-building," wrote
Cox. "The former introduces the topic of managing diversity and generally includes
information on work force demographics, the meaning of diversity, and exercises to get
participants thinking about relevant issues and raising their own self-awareness. The
skillbuilding training provides more specific information on cultural norms of different groups
and how they may affect work behavior." New employee orientation programs are also ideal
for introducing workers to the company's expectations regarding treatment of fellow
workers, whatever their cultural or ethnic background.

• Recognize individual differences —Writing in The Complete MBA Companion, contributor

Rob Goffee stated that "there are various dimensions around which differences in human
relationships may be understood. These include such factors as orientation towards
authority; acceptance of power inequalities; desire for orderliness and structure; the need to
belong to a wider social group and so on. Around these dimensions researchers have
demonstrated systematic differences between national, ethnic, and religious groups." Yet
Goffee also cautioned business owners, managers, and executives to recognize that
differences between individuals cannot always be traced back to easily understood
differences in cultural background: "Do not assume differences are always 'cultural.' There
are several sources of difference. Some relate to factors such as personality, aptitude, or
competence. It is a mistake to assume that all perceived differences are cultural in origin. Too
many managers tend to fall back on the easy 'explanation' that individual behavior or
performance can be attributed to the fact that someone is 'Italian' or 'a Catholic' or 'a
woman.' Such conclusions are more likely to reflect intellectually lazy rather than culturally
sensitive managers."

• Actively seek input from minority groups —Soliciting the opinions and involvement of
minority groups on important work committees, etc., is beneficial not only because of the
contributions that they can make, but also because such overtures confirm that they are
valued by the company. Serving on relevant committees and task forces can increase their
feelings of belonging to the organization. Conversely, relegating minority members to

1
 superfluous committees or projects can trigger a downward spiral in relations between
different cultural groups.

• Revamp reward systems —An organization's performance appraisal and reward systems
should reinforce the importance of effective diversity management, according to Cox. This
includes assuring that minorities are provided with adequate opportunities for career
development.

• Make room for social events —Company sponsored social events—picnics, softball games,
volleyball leagues, bowling leagues, Christmas parties, etc.—can be tremendously useful in
getting members of different ethnic and cultural backgrounds together and providing them
with opportunities to learn about one another.
• Flexible work environment —Cox indicated that flexible work environments—which he
characterized as a positive development for all workers—could have particularly "beneficial
to people from nontraditional cultural backgrounds because their approaches to problems
are more likely to be different from past norms."

• Don't assume similar values and opinions —Goffee noted that "in the absence of reliable
information there is a well-documented tendency for individuals to assume that others are
'like them.' In any setting this is likely to be an inappropriate assumption; for those who
manage diverse work forces this tendency towards 'cultural assimilation' can prove
particularly damaging."

• Continuous monitoring —Experts recommend that business owners and managers establish
and maintain systems that can continually monitor the organization's policies and practices
to ensure that it continues to be a good environment for all employees. This, wrote
Jorgensen, should include "research into employees' needs through periodic attitude
surveys."
"Increased diversity presents challenges to business leaders who must maximize the
opportunities that it presents while minimizing its costs," summarized Cox. "The multicultural
organization is characterized by pluralism, full integration of minority-culture members both
formally and informally, an absence of prejudice and discrimination, and low levels of
intergroup conflict…. The organization that achieves these conditions will create an
environment in which all members can contribute to their maximum potential, and in which
the 'value in diversity ' can be fully realized."

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 DEPARTMENT OF COMPUTER SCIENCE AND ENGINEERING

NAME OF THE SUBJECT : PRINCIPLES OF MANAGEMENT

Subject code : MG8591

Regulation : 2017

UNIT V-CONTROLLING
 UNIT V

CONTROLLING

DEFINITION

Control is the process through which managers assure that actual activities conform
to planned activities.

In the words of Koontz and O'Donnell - "Managerial control implies measurement of

accomplishment against the standard and the correction of deviations to assure attainment
of objectives according to plans."

Nature & Purpose of Control

• Control is an essential function of management

• Control is an ongoing process
• Control is forward – working because pas cannot be controlled
• Control involves measurement
• The essence of control is action
• Control is an integrated system
CONTROL PROCESS

The basic control process involves mainly these steps as shown in Figure

a) The Establishment of Standards:

Because plans are the yardsticks against which controls must be revised, it follows
logically that the first step in the control process would be to accomplish plans. Plans can be
considered as the criterion or the standards against which we compare the actual
performance in order to figure out the deviations.

Examples for the standards

• Profitability standards: In general, these standards indicate how much the company
would like to make as profit over a given time period- that is, its return on
investment.
• Market position standards: These standards indicate the share of total sales in a
particular market that the company would like to have relative to its competitors.
• Productivity standards: How much that various segments of the organization should
produce is the focus of these standards.
• Product leadership standards: These indicate what must be done to attain such a
position.
 • Employee attitude standards: These standards indicate what types of attitudes the
company managers should strive to indicate in the company‘s employees.
• Social responsibility standards: Such as making contribution to the society.
• Standards reflecting the relative balance between short and long range goals.

b) Measurement of Performance:
The measurement of performance against standards should be on a forward looking
basis so that deviations may be detected in advance by appropriate actions. The degree of
difficulty in measuring various types of organizational performance, of course, is determined
primarily by the activity being measured. For example, it is far more difficult to measure the
performance of highway maintenance worker than to measure the performance of a
student enrolled in a college level management course.

c) Comparing Measured Performance to Stated Standards:

When managers have taken a measure of organizational performance, their next

step in controlling is to compare this measure against some standard. A standard is the level
of activity established to serve as a model for evaluating organizational performance. The
performance evaluated can be for the organization as a whole or for some individuals
working within the organization. In essence, standards are the yardsticks that determine
whether organizational performance is adequate or inadequate.

d) Taking Corrective Actions:

After actual performance has been measured compared with established

performance standards, the next step in the controlling process is to take corrective action,
if necessary. Corrective action is managerial activity aimed at bringing organizational
performance up to the level of performance standards. In other words, corrective action
focuses on correcting organizational mistakes that hinder organizational performance.
Before taking any corrective action, however, managers should make sure that the standards
they are using were properly established and that their measurements of organizational
performance are valid and reliable.

At first glance, it seems a fairly simple proposition that managers should take corrective
action to eliminate problems - the factors within an organization that are barriers to
organizational goal attainment. In practice, however, it is often difficult to pinpoint the
problem causing some undesirable organizational effect.

BARRIERS FOR CONTROLLING

There are many barriers, among the most important of them:

• Control activities can create an undesirable overemphasis on short-term production

as opposed to long- term production.

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 • Control activities can increase employees' frustration with their jobs and thereby
reduce morale. This reaction tends to occur primarily where management exerts too
much control.

• Control activities can encourage the falsification of reports.

• Control activities can cause the perspectives of organization members to be too
narrow for the good of the organization.
• Control activities can be perceived as the goals of the control process rather than the
means by which corrective action is taken.

REQUIREMENTS FOR EFFECTIVE CONTROL

The requirements for effective control are

a) Control should be tailored to plans and positions

This means that, all control techniques and systems should reflect the plans they are
designed to follow. This is because every plan and every kind and phase of an operation has
its unique characteristics.

b) Control must be tailored to individual managers and their responsibilities

This means that controls must be tailored to the personality of individual managers.
This because control systems and information are intended to help individual managers
carry out their function of control. If they are not of a type that a manager can or will
understand, they will not be useful.

c) Control should point up exceptions as critical points

This is because by concentration on exceptions from planned performance, controls

based on the time-honoured exception principle allow managers to detect those places
where their attention is required and should be given. However, it is not enough to look at
exceptions, because some deviations from standards have little meaning and others have a
great deal of significance.

d) Control should be objective

This is because when controls are subjective, a manager‘s personality may influence
judgments of performance inaccuracy. Objective standards can be quantitative such as costs
or man hours per unit or date of job completion. They can also be qualitative in the case of
training programs that have specific characteristics or are designed to accomplish a specific
kind of upgrading of the quality of personnel.

e) Control should be flexible

This means that controls should remain workable in the case of changed plans,
unforeseen circumstances, or outsight failures. Much flexibility in control can be provided by
having alternative plans for various probable situations.

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f) Control should be economical

This means that control must worth their cost. Although this requirement is simple,
its practice is often complex. This is because a manager may find it difficult to know what a
particular system is worth, or to know what it costs.
g) Control should lead to corrective actions

This is because a control system will be of little benefit if it does not lead to
corrective action, control is justified only if the indicated or experienced deviations from
plans are corrected through appropriate planning, organizing, directing, and leading.

TYPES OF CONTROL SYSTEMS

The control systems can be classified into three types namely feed forward,
concurrent and feedback control systems.

Feed forward controls: They are preventive controls that try to anticipate problems and take
corrective action before they occur. Example – a team leader checks the quality,
completeness and reliability of their tools prior to going to the site.

a) Concurrent controls: They (sometimes called screening controls) occur while an

activity is taking place. Example – the team leader checks the quality or performance of his
members while performing.

b) Feedback controls: They measure activities that have already been completed. Thus
corrections can take place after performance is over. Example – feedback from facilities
engineers regarding the completed job.

BUDGETARY CONTROL

Definition: Budgetary Control is defined as "the establishment of budgets, relating the

responsibilities of executives to the requirements of a policy, and the continuous
comparison of actual with budgeted results either to secure by individual action the
objective of that policy or to provide a base for its revision.

Salient features:

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a. Objectives: Determining the objectives to be achieved, over the budget period, and the
policy(ies) that might be adopted for the achievement of these ends.
b. Activities: Determining the variety of activities that should be undertaken for
achievement of
the objectives.

c. Plans: Drawing up a plan or a scheme of operation in respect of each class of activity, in

physical a well as monetary terms for the full budget period and its parts.
d. Performance Evaluation: Laying out a system of comparison of actual performance by
each person section or department with the relevant budget and determination of causes
for the discrepancies, if any.

e. Control Action: Ensuring that when the plans are not achieved, corrective actions are
taken; and when corrective actions are not possible, ensuring that the plans are revised
and objective achieved

CLASSIFICATION OF BUDGETS

Budgets may be classified on the following bases –

a) BASED ON TIME PERIOD:

(i) Long Term Budget
Budgets which are prepared for periods longer than a year are called LongTerm
Budgets. Such Budgets are helpful in business forecasting and forward planning.
Eg: Capital Expenditure Budget and R&D Budget.

(ii) Short Term Budget

Budgets which are prepared for periods less than a year are known as ShortTerm
Budgets. Such Budgets are prepared in cases where a specific action has to be
immediately taken to bring any variation under control.

Eg: Cash Budget.

b) BASED ON CONDITION:

(i) Basic Budget

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A Budget, which remains unaltered over a long period of time, is called
BasicBudget.

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 (ii) Current Budget
A Budget, which is established for use over a short period of time and is related
tothe current conditions, is called Current Budget.

c) BASED ON CAPACITY:

(i) Fixed Budget

It is a Budget designed to remain unchanged irrespective of the level of activity
actually attained. It operates on one level of activity and less than one set of
conditions. It assumes that there will be no change in the prevailing conditions,
which is unrealistic.

(ii) Flexible Budget

It is a Budget, which by recognizing the difference between fixed, semi variable
and variable costs is designed to change in relation to level of activity attained. It
consists of various budgets for different levels of activity

d) BASED ON COVERAGE:

(i) Functional Budget

Budgets, which relate to the individual functions in an organization, are known as
Functional Budgets, e.g. purchase Budget, Sales Budget, Production Budget, plant
Utilization Budget and Cash Budget.

(ii) Master Budget

It is a consolidated summary of the various functional budgets. It serves as the
basis upon which budgeted Profit & Loss Account and forecasted Balance Sheet
are built up.

BUDGETARY CONTROL TECHNIQUES

The various types of budgets are as follows

i) Revenue and Expense Budgets:

The most common budgets spell out plans for revenues and operating expenses in
rupee terms. The most basic of revenue budget is the sales budget which is a formal and
detailed expression of the sales forecast. The revenue from sales of products or services
furnishes the principal income to pay operating expenses and yield profits. Expense budgets
may deal with individual items of expense, such as travel, data processing, entertainment,
advertising, telephone, and insurance.

ii) Time, Space, Material, and Product Budgets:

Many budgets are better expressed in quantities rather than in monetary terms. e.g.
direct-labor-hours, machine-hours, units of materials, square feet allocated, and units
produced. The Rupee cost would not accurately measure the resources used or the results
intended.
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iii) Capital Expenditure Budgets:

Capital expenditure budgets outline specifically capital expenditures for plant,

machinery, equipment, inventories, and other items. These budgets require care because
they give definite form to plans for spending the funds of an enterprise. Since a business
takes a long time to recover its investment in plant and equipment, (Payback period or
gestation period) capital expenditure budgets should usually be tied in with fairly long-range
planning. iv) Cash Budgets:

The cash budget is simply a forecast of cash receipts and disbursements against
which actual cash "experience" is measured. The availability of cash to meet obligations as
they fall due is the first requirement of existence, and handsome business profits do little
good when tied up in inventory, machinery, or other noncash assets.

v) Variable Budget:

The variable budget is based on an analysis of expense items to determine how

individual costs should vary with volume of output.

Some costs do not vary with volume, particularly in so short a period as 1 month, 6
months, or a year. Among these are depreciation, property taxes and insurance,
maintenance of plant and equipment, and costs of keeping a minimum staff of supervisory
and other key personnel. Costs that vary with volume of output range from those that are
completely variable to those that are only slightly variable.

The task of variable budgeting involves selecting some unit of measure that reflects
volume; inspecting the various categories of costs (usually by reference to the chart of
accounts); and, by statistical studies, methods of engineering analyses, and other means,
determining how these costs should vary with volume of output.

vi) Zero Based Budget:

The idea behind this technique is to divide enterprise programs into "packages"
composed of goals, activities, and needed resources and then to calculate costs for each
package from the ground up. By starting the budget of each package from base zero,
budgeters calculate costs afresh for each budget period; thus they avoid the common
tendency in budgeting of looking only at changes from a previous period.

Advantages

There are a number of advantages of budgetary control:

• Compels management to think about the future, which is probably the most
important feature of a budgetary planning and control system. Forces management
to look ahead, to set out detailed plans for achieving the targets for each
department, operation and (ideally) each manager, to anticipate and give the
organization purpose and direction.

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 • Promotes coordination and communication.
• Clearly defines areas of responsibility. Requires managers of budget centre‘s to be
made responsible for the achievement of budget targets for the operations under
their personal control.
• Provides a basis for performance appraisal (variance analysis). A budget is basically a
yardstick against which actual performance is measured and assessed. Control is
provided by comparisons of actual results against budget plan. Departures from
budget can then be investigated and the reasons for the differences can be divided
into controllable and non-controllable factors.
• Enables remedial action to be taken as variances emerge.
• Motivates employees by participating in the setting of budgets.
• Improves the allocation of scarce resources.
• Economises management time by using the management by exception principle.
Problems in budgeting

• Whilst budgets may be an essential part of any marketing activity they do have a
number of disadvantages, particularly in perception terms.

• Budgets can be seen as pressure devices imposed by management, thus resulting in:

a) bad labour relations

b) inaccurate record-keeping.

• Departmental conflict arises due to:

a) disputes over resource allocation

b) departments blaming each other if targets are not attained.

• It is difficult to reconcile personal/individual and corporate goals.

• Waste may arise as managers adopt the view, "we had better spend it or we will lose
it". This is often coupled with "empire building" in order to enhance the prestige of a
department.

• Responsibility versus controlling, i.e. some costs are under the influence of more
than one person, e.g. power costs.

• Managers may overestimate costs so that they will not be blamed in the future
should they overspend.

NON-BUDGETARY CONTROL TECHNIQUES

There are, of course, many traditional control devices not connected with budgets,
although some may be related to, and used with, budgetary controls. Among the most
important of these are: statistical data, special reports and analysis, analysis of break- even
points, the operational audit, and the personal observation.

i) Statistical data:

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 Statistical analyses of innumerable aspects of a business operation and the clear
presentation of statistical data, whether of a historical or forecast nature are, of course,
important to control. Some managers can readily interpret tabular statistical data, but most
managers prefer presentation of the data on charts.

ii) Break- even point analysis:

An interesting control device is the break even chart. This chart depicts the
relationship of sales and expenses in such a way as to show at what volume revenues exactly
cover expenses. iii) Operational audit:

Another effective tool of managerial control is the internal audit or, as it is now coming to be
called, the operational audit. Operational auditing, in its broadest sense, is the regular and
independent appraisal, by a staff of internal auditors, of the accounting, financial, and other
operations of a business.

iv) Personal observation:

In any preoccupation with the devices of managerial control, one should never
overlook the importance of control through personal observation.

v) PERT:

The Program (or Project) Evaluation and Review Technique, commonly abbreviated
PERT, is a is a method to analyze the involved tasks in completing a given project, especially
the time needed to complete each task, and identifying the minimum time needed to
complete the total project.

vi) GANTT CHART:

A Gantt chart is a type of bar chart that illustrates a project schedule. Gantt
charts illustrate the start and finish dates of the terminal elements and summary
elements of a project. Terminal elements and summary elements comprise the work
breakdown structure of the project. Some Gantt charts also show the dependency (i.e.,
precedence network) relationships between activities.

PRODUCTIVITY

Productivity refers to the ratio between the output from production processes to its
input. Productivity may be conceived of as a measure of the technical or engineering
efficiency of production. As such quantitative measures of input, and sometimes output, are
emphasized.

Typical Productivity Calculations

Measures of size and resources may be combined in many different ways. The three
common approaches to defining productivity based on the model of Figure 2 are referred to
as physical, functional, and economic productivity. Regardless of the approach selected,

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adjustments may be needed for the factors of diseconomy of scale, reuse, requirements
churn, and quality at delivery.

a) Physical Productivity

This is a ratio of the amount of product to the resources consumed (usually effort).
Product may be measured in lines of code, classes, screens, or any other unit of product.
Typically, effort is measured in terms of staff hours, days, or months. The physical size also
may be used to estimate software performance factors (e.g., memory utilization as a
function of lines of code).

b) Functional Productivity

This is a ratio of the amount of the functionality delivered to the resources consumed
(usually effort). Functionality may be measured in terms of use cases, requirements,
features, or function points (as appropriate to the nature of the software and the
development method). Typically, effort is measured in terms of staff hours, days, or months.
Traditional measures of Function Points work best with information processing systems. The
effort involved in embedded and scientific software is likely to be underestimated with these
measures, although several variations of Function Points have been developed that attempt
to deal with this issue.

c) Economic Productivity

This is a ratio of the value of the product produced to the cost of the resources used
to produce it. Economic productivity helps to evaluate the economic efficiency of an
organization. Economic productivity usually is not used to predict project cost because the
outcome can be affected by many factors outside the control of the project, such as sales
volume, inflation, interest rates, and substitutions in resources or materials, as well as all the
other factors that affect physical and functional measures of productivity. However,
understanding economic productivity is essential to making good decisions about
outsourcing and subcontracting. The basic calculation of economic productivity is as follows:

Economic Productivity = Value/Cost

PROBLEMS IN MEASUREMENT OF PRODUCTIVITY OF KNOWLEDGE WORKERS

Productivity implies measurement, which in turn, is an essential step in the control

process. Although there is a general agreement about the need for improving productivity,
there

is little consensus about the fundamental causes of the problem and what to do about them.
The blame has been assigned to various factors. Some people place it on the greater
proportion of less skilled workers with respect to the total labor force, but others disagree.
There are those who see cutback in research and the emphasis on immediate results as the
main culprit. Another reason given for the productivity dilemma is the growing affluence of
people, which makes them less ambitious. Still others cite the breakdown in family
structure, the workers‘ attitudes, and government policies and regulations. Another problem
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is that the measurement of skills work is relatively easy, but it becomes more difficult for
knowledge work. The difference between the two kinds is the relative use of knowledge and
skills.

COST CONTROL

Cost control is the measure taken by management to assure that the cost objectives
set down in the planning stage are attained and to assure that all segments of the
organization function in a manner consistent with its policies.

Steps involved in designing process of cost control system:

• Establishing norms: To exercise cost control it is essential to establish norms, targets

or parameters which may serve as yardsticks to achieve the ultimate objective. These
standards, norms or targets may be set on the basis of research, study or past actual.

• Appraisal: The actual results are compared with the set norms to ascertain the
degree of utilization of men, machines and materials. The deviations are analyzed so
as to arrive at the causes which are controllable and uncontrollable.

• Corrective measures: The variances are reviewed and remedial measures or revision
of targets, norms, standards etc., as required are taken.

Advantages of cost control

• Better utilization of resources

• To prepare for meeting a future competitive position.

• Reasonable price for the customers

• Firm standing in domestic and export markets.

• Improved methods of production and use of latest manufacturing techniques which
have the effect of rising productivity and minimizing cost.

• By a continuous search for improvement creates proper climate for the increase
efficiency.

• Improves the image of company for long-term benefits.

• Improve the rate of return on investment.

PURCHASE CONTROL

Purchase control is an element of material control. Material procurement is known

as the purchase function. The functional responsibility of purchasing is that of the purchase
manager or the purchaser. Purchasing is an important function of materials management
because in purchase of materials, a substantial portion of the company's finance is
committed which affects cash flow position of the company. Success of a business is to a
large extent influenced by the efficiency of its purchase organization. The advantages
derived from a good and adequate system of the purchase control are as follows:
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a) Continuous availability of materials: It ensures the continuous flow of materials. so
production work may not be held up for want of materials. A manufacturer can complete
schedule of production in time.

b) Purchasing of right quantity: Purchase of right quantity of materials avoids locking

up of working capital. It minimizes risk of surplus and obsolete stores. It means there should
not be possibility of overstocking and understocking.

c) Purchasing of right quality: Purchase of materials of proper quality and specification

avoids waste of materials and loss in production. Effective purchase control prevents wastes
and losses of materials right from the purchase till their consumptions. It enables the
management to reduce cost of production.

d) Economy in purchasing: The purchasing of materials is a highly specialized function.

By purchasing materials at reasonable prices, the efficient purchaser is able to make a
valuable contribution to the success of a business.

e) Works as information centre: It serves as a function centre on the materials

knowledge relating to prices, sources of supply, specifications, mode of delivery, etc. By
providing continuous information to the management it is possible to prepare planning for
production.

f) Development of business relationship: Purchasing of materials from the best market

and from reliable suppliers develops business relationships. The result is that there may be
smooth supply of materials in time and so it avoid disputes and financial losses.

g) Finding of alternative source of supply: If a particular supplier fails to supply the

materials in time, it is possible to develop alternate sources of supply. the effect of this is
that the production work is not disturbed.

h) Fixing responsibilities: Effective purchase control fix the responsibilities of operating

units and individuals connected with the purchase, storage and handling of materials.
In short, the basic objective of the effective purchase control is to ensure continuity
of supply of requisite quantity of material, to avoid held up of production and loss in
production and at the same time reduces the ultimate cost of the finished products.

MAINTENANCE CONTROL

Maintenance department has to excercise effective cost control, to carry out the
maintenance functions in a pre-specified budget, which is possible only through the
following measures:

First line supervisors must be apprised of the cost information of the various
materials so that the objective of the management can be met without extra expenditure on
maintenance functions. A monthly review of the budget provisions and expenditures
actually incurred in respect of each center/shop will provide guidlines to the departmental
head to exercise better cost control.
The total expenditure to be incurred can be uniformly spread over the year for better
budgetary control. however, the same may not be true in all cases particularly where
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overhauling of equipment has to be carried out due to unforseen breakdowns. some
budgetary provisions must be set aside, to meet out unforeseen exigencies.

The controllable elements of cost such as manpower cost and material cost can be
discussed with the concerned personnel, which may help in reducing the total cost of
maintenance. Emphasis should be given to reduce the overhead expenditures, as other
expenditures cannot be compromised.

It is observed through studies that the manpower cost is normally fixed, but the
same way increase due to overtime cost. however, the material cost, which is the prime
factor in maintenance cost, can be reduced by timely inspections designed, to detect
failures. If the inspection is carried out as per schedule, the total failure of parts may be
avoided, which otherwise would increase the maintenance cost. the proper handling of the
equipment by the operators also reduces the frequency of repair and material requirements.
Operators, who check their equipment regularly and use it within the operating limits, can
help avoid many unwanted repairs. In the same way a good record of equipment failures/
maintenance would indicate the nature of failures, which can then be corrected even
permanently.

QUALITY CONTROL

Quality control refers to the technical process that gathers, examines, analyze &
report the progress of the project & conformance with the performance requirements The
steps involved in quality control process are

1) Determine what parameter is to be controlled.

2) Establish its criticality and whether you need to control before, during or after results
are produced.
3) Establish a specification for the parameter to be controlled which provides limits of
acceptability and units of measure.
4) Produce plans for control which specify the means by which the characteristics will
be achieved and variation detected and removed.
5) Organize resources to implement the plans for quality control.
6) Install a sensor at an appropriate point in the process to sense variance from
specification.
7) Collect and transmit data to a place for analysis.
8) Verify the results and diagnose the cause of variance.
9) Propose remedies and decide on the action needed to restore the status quo. 10)
Take the agreed action and check that the variance has been corrected.

Advantages and disadvantages

• Advantages include better products and services ultimately establishing a good

reputation for a company and higher revenue from having more satisfied customers.
• Disadvantages include needing more man power/operations to maintain quality
control and adding more time to the initial process.
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PLANNING OPERATIONS

An operational planning is a subset of strategic work plan. It describes short-term

ways of achieving milestones and explains how, or what portion of, a strategic plan will be
put into operation during a given operational period, in the case of commercial application,
a fiscal year or another given budgetary term. An operational plan is the basis for, and
justification of an annual operating budget request. Therefore, a five-year strategic plan
would need five operational plans funded by five operating budgets.

Operational plans should establish the activities and budgets for each part of the
organization for the next 1 – 3 years. They link the strategic plan with the activities the
organization will deliver and the resources required to deliver them.

An operational plan draws directly from agency and program strategic plans to describe
agency and program missions and goals, program objectives, and program activities.
Like a strategic plan, an operational plan addresses four questions:

• Where are we now?

• Where do we want to be?

• How do we get there?

• How do we measure our progress?

The OP is both the first and the last step in preparing an operating budget request. As the
first step, the OP provides a plan for resource allocation; as the last step, the OP may be
modified to reflect policy decisions or financial changes made during the budget development
process.

Operational plans should be prepared by the people who will be involved in

implementation. There is often a need for significant cross-departmental dialogue as plans
created by one part of the organization inevitably have implications for other parts.

Operational plans should contain:

• clear objectives

• activities to be delivered

• quality standards

• desired outcomes

• staffing and resource requirements

• implementation timetables

• a process for monitoring progress.