MANAGEMENT

-Management can be defined as the process of planning, organizing, leading, and

controlling resources (such as people, finances, materials, and information)
within an organization to achieve its goals effectively and efficiently.
-It involves coordinating the efforts of individuals and groups to accomplish
predetermined objectives while balancing competing interests and priorities.

MANAGEMENT FUNCTIONS

Management functions refer to the essential activities that managers perform to

achieve organizational goals effectively and efficiently. These functions are typically
categorized into four main types:

1. Planning: This involves setting organizational goals, developing strategies to

achieve those goals, and determining the resources needed to implement the
strategies.
-Planning also involves forecasting future trends and events and devising
plans to deal with them.
2. Organizing: Organizing involves arranging resources, such as people,
materials, and finances, in a structured manner to achieve organizational
objectives.
-This includes designing organizational structures, establishing reporting
relationships, and delegating authority and responsibility.
3. Leading: Leading involves influencing and motivating employees to achieve
organizational goals.
-This includes providing direction, inspiring commitment, resolving conflicts,
and communicating effectively.
4. Controlling: Controlling involves monitoring performance, comparing actual
results to planned results, and taking corrective action when necessary.
- This may involve setting standards, measuring performance, identifying
deviations from standards, and implementing corrective measures.

These functions are interrelated and interdependent, and managers must perform all
of them effectively to ensure organizational success. Additionally, modern
management theories often include additional functions such as staffing,
coordinating, and decision-making.

Importance of management
1. Goal Achievement: Management ensures that organizational goals
and objectives are clearly defined and effectively communicated
throughout the organization.
- It provides the framework for planning and coordinating activities to
achieve these goals efficiently.
2.Resource Optimization: Management oversees the allocation and
utilization of resources such as human capital, financial assets, and
physical infrastructure.
-By optimizing resource allocation, management helps organizations
operate efficiently and effectively thus reduce wastage of resources
3.Decision Making: Management plays a key role in decision-making
processes, ranging from strategic choices to day-to-day operational
decisions.

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- Effective management ensures that decisions are based on accurate
information, rational analysis, and consideration of potential outcomes
hence leading to smooth running of the business
4.Leadership and Motivation: Management provides leadership and
direction to employees, inspiring and motivating them to perform at their
best.
-Through effective communication, support, and recognition, management
fosters a positive work environment and enhances employee morale and
engagement.
5.Risk Management: Management identifies and assesses risks that
may impact the organization's success and develops strategies to reduce
them.
6.Innovation and Adaptation: Management encourages innovation and
creativity within the organization hence fostering a culture of continuous
improvement and adaptation to changing market conditions.
7.Coordination and Collaboration: Management coordinates the
efforts of various departments, teams, and individuals within the
organization, ensuring alignment towards common goals.
8.Customer Satisfaction: Management focuses on meeting customer
needs and expectations, ensuring high-quality products and services that
satisfy customer requirements leading to customer satisfaction,
management enhances brand loyalty, reputation, and long-term success.

Overall, management serves as the backbone of organizations, providing

direction, guidance, and oversight to ensure their sustainability, growth,
and success in a dynamic and competitive

LEVELS OF MANAGEMENT
Management can be classified into three main levels within an organization:

1. Top-Level Management:
 Top-level management, also known as senior management or
executive management, consists of individuals who occupy
the highest positions within the organization, such as CEOs,
presidents, vice presidents, and members of the board of
directors.
 Responsibilities include setting the overall direction and
strategic objectives of the organization, making key decisions
regarding resource allocation, and representing the
organization to external stakeholders.
 Top-level managers focus on long-term planning, establishing
policies and guidelines, and overseeing the performance of
the organization as a whole.
2. Middle-Level Management:
 Middle-level management occupies positions between top-
level management and first-line management.
 Examples of middle-level managers include department
heads, division managers, and regional directors.

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 Responsibilities include implementing the strategies and
policies set by top-level management, coordinating the
activities of different departments or units within the
organization, and translating strategic goals into operational
plans.
 Middle-level managers also serve as a link between top-level
management and front-line employees, providing guidance,
support, and direction to ensure the efficient execution of
organizational objectives.
3. Lower level Management (Supervisory Management):
 Lower level management, also known as supervisory
management or frontline management, comprises of
individuals who directly oversee the work of non-managerial
employees.
 Titles for first-line managers include supervisors, team
leaders, and shift managers.
 Responsibilities include assigning tasks, monitoring
performance, providing feedback, and resolving day-to-day
operational issues.
 First-line managers focus on implementing operational plans,
ensuring adherence to organizational policies and procedures,
and achieving specific targets and objectives within their
assigned areas of responsibility.

These levels of management form a hierarchical structure within an

organization, with each level having its distinct roles, responsibilities, and
scope of authority. Effective coordination and communication between
these levels are essential for the smooth functioning and success of the
organization.

DIFFERENT CLASSIFICATIONS OF MANAGERS' ROLES

1.informational role
Managerial activities which relates to receiving and transmitting information
-Monitor: Managers continuously scan the internal and external
environment for information relevant to the organization's goals,
performance, and competitive landscape.
-Disseminator: Managers share information, policies, and decisions from
higher levels of management with their teams, ensuring that employees
are informed and aligned.
-Spokesperson: Managers represent their teams or departments to
higher levels of management or external stakeholders, communicating
their needs, concerns, and achievements.

2. Interpersonal role

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 These are roles in which the manager interacts with people working inside and
outside the organization.
Figurehead: Managers often serve as symbolic figures,
representing the organization to external stakeholders such as
customers, investors, and the community.
 Leader: Managers provide leadership to their teams, inspiring,
motivating, and guiding employees to achieve organizational goals.
 Liaison: Managers act as liaisons between different individuals and
groups within and outside the organization, facilitating
communication and collaboration.

3. Decisional role
Involves decision making
 Entrepreneur: Managers identify opportunities for innovation,
improvement, and growth within their areas of responsibility, taking
calculated risks to pursue these opportunities.
 Disturbance Handler: Managers address conflicts, crises, and
disruptions that arise within their teams or departments, resolving
issues and restoring stability.
 Resource Allocator: Managers allocate resources such as budgets,
personnel, and equipment to different projects, initiatives, and
tasks, ensuring that resources are used effectively and efficiently.
 Negotiator: Managers negotiate with internal and external parties
to resolve conflicts, reach agreements, and secure resources or
support for their teams or departments.

QUALITIES OF GOOD MANAGER

1. Leadership: A good manager should possess strong leadership

skills, including the ability to inspire, motivate, and guide their team
members towards achieving common goals.
-They lead by example, set clear expectations, and provide direction
during challenging times.
2. Effective Communication: Good communication skills are
essential for managers to convey information clearly, listen actively
to their team members, provide feedback, and resolve conflicts.
-They should be able to articulate their ideas and instructions
effectively, both verbally and in writing.
3. Empathy and Emotional Intelligence: Managers with empathy
and emotional intelligence understand the emotions and
perspectives of their team members.
-They are compassionate, approachable, and able to build strong
relationships based on trust and mutual respect.
4. Decision-Making Skills: Good managers possess strong decision-
making skills, including the ability to analyze situations, evaluate
options, and make timely and effective decisions.
-They consider relevant information, weigh the pros and cons, and
take decisive action when needed.

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 5. Problem-Solving Abilities: Managers should be adept at
identifying problems, analyzing root causes, and developing
practical solutions.
-They encourage creativity and innovation within their teams and
are resourceful in finding ways to overcome obstacles.
6. Adaptability and Flexibility: In today's dynamic business
environment, managers must be adaptable and open to change.
-They embrace new ideas, technologies, and methodologies, and
are willing to adjust their plans and strategies as needed to meet
evolving challenges and opportunities.
7. Organizational Skills: Good managers are organized and able to
prioritize tasks effectively.
-They establish clear goals and objectives, develop action plans, and
allocate resources efficiently to achieve desired outcomes.
-They also ensure that deadlines are met and projects are
completed on schedule.
8. Delegation Skills: Effective delegation is crucial for managers to
empower their team members, develop their skills, and foster a
sense of ownership and accountability.
- Good managers delegate tasks appropriately, provide necessary
support and guidance, and trust their team members to deliver
results.
9. Conflict Resolution Skills: Managers should be skilled at
managing conflicts and resolving disputes within their teams.
-They remain calm under pressure, listen to all parties involved, and
facilitate constructive dialogue to find mutually acceptable
solutions.
10. Continuous Learning and Development: Good managers
are committed to their own professional growth and development.
-They seek out opportunities for learning, stay informed about
industry trends and best practices, and actively seek feedback to
improve their managerial skills over time.

MANAGEMENT RESPONSIBILITIES IN THE VARIOUS FUNCTIONS OF AN

ORGANIZATION

The responsibilities of management can vary across different departments

within an organization based on the specific functions and objectives of
each department. Here are some common departments and their
associated management responsibilities:

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1. Human Resources (HR) Department:
 Recruitment and Selection: Management in the HR department is
responsible for attracting, hiring, and onboarding qualified
candidates to fill vacant positions within the organization.
 Training and Development: They organize training programs,
workshops, and development initiatives to enhance the skills and
competencies of employees.
 Performance Management: They oversee performance appraisal
processes, provide feedback to employees, and implement
performance improvement plans when necessary.
 Employee Relations: Management in HR handles employee
grievances, conflicts, and disciplinary actions, ensuring fair
treatment and adherence to organizational policies and
regulations.
 Compensation and Benefits: They design and administer
compensation packages, benefits programs, and incentive
schemes to attract and retain talent.
2. Finance Department:
 Financial Planning and Analysis: Management in the finance
department develops financial forecasts, budgets, and financial
models to support strategic decision-making.
 Accounting and Reporting: They oversee financial accounting
processes, prepare financial statements, and ensure compliance
with accounting standards and regulations.
 Treasury Management: They manage cash flow, liquidity, and
investment strategies to optimize the organization's financial
resources.
 Tax Planning and Compliance: Management in finance ensures
compliance with tax laws and regulations, and they develop tax
planning strategies to minimize tax liabilities.
 Risk Management: They identify, assess, and mitigate financial
risks such as market risk, credit risk, and operational risk.
3. Operations Department:
 Production Planning and Control: Management in operations
oversees production schedules, resource allocation, and
inventory management to ensure timely and efficient production.
 Quality Assurance: They implement quality control measures,
conduct inspections, and ensure compliance with quality
standards and regulations.
 Supply Chain Management: They manage supplier relationships,
negotiate contracts, and optimize the procurement process to
ensure a reliable supply of materials and components.
 Facility Management: Management in operations is responsible
for maintaining facilities, equipment, and infrastructure to
support production and business operations.
 Process Improvement: They identify opportunities for process
optimization, cost reduction, and efficiency improvement through
continuous improvement initiatives such as Lean and Six Sigma.
4. Marketing Department:

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  Market Research and Analysis: Management in marketing
conducts market research, analyzes consumer trends, and
gathers competitive intelligence to inform marketing strategies.
 Brand Management: They develop and implement branding
strategies, positioning the organization's products or services in
the market and managing brand reputation.
 Advertising and Promotion: They design advertising campaigns,
promotional activities, and marketing communications to reach
target audiences and drive sales.
 Product Development: Management in marketing works with
product development teams to identify market needs, develop
new products or services, and bring them to market.
 Customer Relationship Management (CRM): They develop and
maintain relationships with customers, gather feedback, and
address customer needs and concerns.

5. Administration Department

 Facilities Management: The administration department is

responsible for managing the organization's facilities, including
office buildings, equipment, and infrastructure. This includes
ensuring that facilities are well-maintained, safe, and conducive to
productive work environments.
 Office Administration: They oversee day-to-day administrative
tasks such as managing office supplies, equipment, and facilities
maintenance. They also handle administrative processes such as
mail distribution, filing systems, and record-keeping.
 Security Management: The administration department is
responsible for implementing security measures to protect the
organization's assets, employees, and information. This includes
access control, surveillance, and emergency response planning.

PLANNING
- Setting objectives and targets and formulating an action plan to achieve set goals
OR
-process of setting objectives or goals then and then determining the steps or
strategies needed to attain them
- it includes deciding in advance what to do, when to do and who is going to it
Importance of planning
1. Goal Setting: Planning helps organizations set clear and specific
goals and objectives, providing direction and purpose for
employees.
-It ensures that everyone is working towards common objectives,
aligning individual efforts with organizational priorities.
2. Resource Allocation: Planning enables organizations to allocate
resources such as finances, manpower, and materials efficiently.
-By forecasting future needs and requirements, organizations can

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 allocate resources effectively, optimizing their utilization and
avoiding wastage.
3. Risk Management: Through planning, organizations identify
potential risks and uncertainties that may affect their operations.
-By anticipating and analyzing these risks, organizations can
develop strategies to reduce them, minimizing potential negative
impacts and enhancing resilience.
4. Decision Making: Planning provides a framework for decision-
making processes within organizations.
-It enables managers to evaluate alternative courses of action,
assess their potential outcomes, and make informed decisions
based on rational analysis and consideration of available options.
5. Coordination and Integration: Planning facilitates coordination
and integration of activities across different departments and
functions within an organization.
-It ensures that various parts of the organization work cohesively
towards common goals, promoting synergy and collaboration.
6. Performance Evaluation: Planning provides a basis for evaluating
organizational performance and progress towards goals.
-By comparing actual results to planned objectives, organizations
can assess their performance, identify areas for improvement, and
take corrective actions as needed.
7. Adaptability and Flexibility: Effective planning enables
organizations to adapt to changing circumstances and
environments.
-It allows organizations to anticipate and respond to market
dynamics, technological advancements, and other external factors,
remaining agile and competitive.
8. Innovation and Creativity: Planning encourages innovation and
creativity within organizations by providing opportunities for
brainstorming, experimentation, and exploration of new ideas. It
fosters a culture of continuous improvement and innovation, driving
organizational growth and success.
9. Motivation and Engagement: Clear goals and objectives
established through planning provide employees with a sense of
purpose and direction.
-It motivates them to work towards achieving organizational goals,
increasing job satisfaction, engagement, and morale.
10. Long-term Sustainability: Planning contributes to the long-
term sustainability and success of organizations by ensuring that
they have a strategic roadmap for future growth and development.
-It enables organizations to anticipate challenges and opportunities,
adapt to changing circumstances, and remain viable and resilient
over time.

STEPS IN PLANNING
1. Set a goal
2. Generate a list activities
3. Prepare a timeline

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4. Allocate resources
5. Identify possible problems and solutions
6. Develop strategies for monitoring progress
7. Assign tasks
8. Estimate cost

ORGANISING
-The process of assigning duties and coordinating employee effort in order to ensure
maximum efficiency
OR

IMPORTANCE OF ORGANISING

PRINCIPLES OF ORGANISING
1. Authority- refers to granting the right and power to make decisions and take
action
2. Responsibility- means tasks, duties and roles to be carried out by an employee
on behalf of the organisation
3. Accountability- refers to surbodinates responsibility for their actions, decisions and
performance within the organization.
4. Division of labour-assigning tasks and responsibilities according to the skills and
abilities of the worker.
5. Span of control- refers to the number of surbordinates working under a manager
6. Delegation- means giving a surbordinate the authority to perform certain tasks but
the ultimate responsibility remains with the leader.
7. Centralisation-decisions are concentrated at the highest level of management
8. Decentralisation- responsibility and decision making is dispersed throughout the
organization

ORGANISATIONAL STRUCTURE
Organisational structure refers to levels of management and division of
responsibilities within an organisation
-Organisational structure of a business can be long or short depending on the
following considerations:
a. the size of the organization
b. the complexity of the organization
c. the management style of the organisation

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CENTRALISATION AND DECENTRALISATION
Centralisation- occurs when main authority, control or decision-making rests with a
few select individuals.
For example in most organisations, the Board of Directors make decisions that are to
be followed by all the employees.

Advantages of centralisation

- Efficiency: Centralization can lead to smooth processes and faster decision-

making since decisions are made at a single point rather than dispersed throughout
the organization.
-Consistency: Centralized decision-making can ensure consistency in policies,
procedures, and operations across the organization hence reducing confusion and
promoting coherence.
-Cost Savings: By combining resources and operations, centralization can lead to
cost savings through economies of scale. Bulk purchasing, for example, can often
lead to lower costs per unit.
-Clear Accountability: With decision-making concentrated in one place, it's easier
to hold individuals or groups accountable for outcomes, facilitating clearer lines of
responsibility.
-Specialization: Centralization allows for specialized expertise to be concentrated in
one area, leading to better utilization of specialized skills and knowledge.

Disadvantages of centralization

-Bureaucracy: Centralization can lead to bureaucratic hold ups, as all decisions

must flow through a single point. This can slow down processes and stifle innovation.
-Lack of Flexibility: Centralized organizations may struggle to adapt quickly to
changing circumstances, as decision-making authority is often vested in a few
individuals who may be slow to respond to new information.
-Reduced Motivation: Employees may feel disempowered and demotivated if
decision-making authority is concentrated at the top, leading to decreased job
satisfaction and productivity.
-Risk of Mismanagement: If decision-makers at the top of the hierarchy (levels of
decision making) make poor choices, the entire organization may suffer, as there are
fewer checks and balances in place to correct course.
-Communication Issues: Centralization can lead to communication breakdowns, as
information may not flow freely throughout the organization, leading to
misunderstandings and inefficiencies.

Decentralization-means that decisions are made by relevant departmental

managers and staff.
For example, regional managers of an organization may recruit employees for their
particular branches and inform head office instead of relying on the head office to
recruit and post employees for them.
Advantages of decentralization

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