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Management Principle
Unit 1
Introduction to Management
Groups of people working in an organization to develop or appraise or
attain the common goal of the organization by utilizing the available resources
are called Management. In simple terms it means managing the work done by
the people. Just as the mind coordinates and regulates the various activities of
the person, the management coordinates and regulates the activities of various
members of an organization.
Definition of Management
The definitions by some of leading management thinkers and
practitioners are as follows:
(i) “Management is the art of getting things done through the people.”
- Mary Park Flott
(ii) “To manage is to forecast and to plan, to organize to command to
coordinate and to control.” - Henry Fayol
(iii) “Management is the art of knowing what you want to do and then
seeing that it is done in the best and the cheapest way.” – F.W.Taylor.
Usage of Management
Management is very vital
1) To achieve the common goal.
2) To develop overall activity.
3) To motivate the people.
4) To work efficiency.
5) To control the overall operation.
6) To take up overall planning.
7) To maintain mutual relationship among various levels of management.
8) To increase the profit or gain.
9) To reduce the complexity, difficulties and obstacles.
Levels of Management
The various levels of management are,
Levels of Management
Administration vs Management
Meaning
Administration as a function is concerned with determination of corporate
policies, coordination of the various departments (production, finance,
distribution etc.) of the organization under the control of the executives.
Management is concerned with execution of the policy within the limits
setup by administration and employment of the organization for the particular
objective before it. In other words Management is the doing process and
administration is the thinking process.
Administration Management
1) All the policies are made by the 1) Management has a main function of
Administration. implementing the decisions made by
the Administration.
2) They are the owners / proprietors of 2) They are the managers of the
the company. company.
3) Conceptual, human skills are 3) Technical and human skills are more
necessary. important here.
4) The main functions are planning and 4) The main functions are directing and
controlling. organizing.
5) Level of authority:
Administration mainly comprise of Management mainly carried on by
EARLY CONTRIBUTIONS
Before the systematic study of management which started close to 19th century,
contributions in the field came from a variety of sources. Those contributions provided
some insights about how resources could be utilized more effectively. However, those
contributions were outside the field of business and other economic organizations.
In the field of business organizations, some stray contributions have come from
Robert Owen, James Watt, Charles Babbage, and Henry Town. Their contributions came
bit by bit and in haphazard manner and have failed to stimulate to study management as a
distinct discipline. However, their ideas created an awareness about managerial problems.
By the end of 19th century, a stage was set for taking systematic study of management
For this purpose, Taylor evolved the concept of functional foremanship based on
specialization of functions.
worker
In this system, eight persons are concerned with planning: (i) route clerk, (ii) instruction
card clerk, (iii) time and cost clerk, (iv) disciplinarian. The remaining four persons are
concerned with doing aspect of the work. These are: (i) speed boss, (ii) inspector, (iii)
maintenance foreman, and (iv) gang boss. All of them give directions to workers on
different aspects of work.
3. JOB ANALYSIS: Job analysis is undertaken to find out the one best way of doing the
thing. The best way of doing a job is one which enquires the least movements,
consequently less time and cost. The best way of doing the thing can be determined by
taking up time-motion-fatigue studies.
(i) Time study involves the determination of time a movement takes to complete. The
movement which takes the minimum time is the best one. This helps in fixing the fair
work for a period.
(ii) Motion study involves the study of movements in parts which are involved in doing
a job and thereby eliminating the wasteful movements and performing only necessary
movements. This reduces the time taken in performing a work and also the fatigue of
workers.
(iii) Fatigue study shows the amount and frequency of rest required in completing the
work. After a certain period of time, workers feel fatigue and cannot work with full
capacity. Therefore, they require rest in between. When the rest is allowed, they start
working with full capacity.
Thus, job analysis, as given by Taylor, suggests the fair amount of a day’s work requiring
certain movements and rest periods to complete it.
4. STANDARDISATION: As far as possible, standardization should be maintained in
respect of instruments and tools, period of work, amount of work, working conditions,
cost of production, etc. These things should be fixed in advance on the basis of job
analysis and various elements of costs that go in performing a work.
1. DIVISION OF WORK: Fayol has advocated division of work to take the advantage
of specialization. According to him,” specialization belongs to natural order. The workers
always work on the same part, the managers concerned always with the same matters,
acquire an ability, sureness, and accuracy which increase their output. Each change of
work brings in it training and adaptation which reduces output…yet division of work has
its limits which experience and a sense of proportion teach us may not be exceeded.” This
division of work can be applied at all levels of the organization.
4. UNITY OF COMMAND: Unity of command means that a person should get orders
and instructions from only one superior. The more completely an individual has a
reporting relationship to a single superior, the less is the problem of conflict in
instructions and the greater is the feeling of personal responsibility for results. This is
contrary to Taylor’s functional foremanship. Fayol has considered unity of command as
an important aspect in managing an organization.
B F
C G
D H
E I
In the above figure, A is the top man having immediate subordinates B and L. in turn B
and L are having immediate subordinates C and M. This continues to the level of G and
Q. Ordinarily, the communication must flow from A to B to C to D and so on while
coming from the top to down. Similarly, it must flow from G to F to E and so on while
going up. It means if any communication is going from F to P, it will flow from F to A
via E,D,C and B and coming down to P via L,M,N and O. Fayol suggests that this scalar
chain system takes time, and therefore, can be substituted by gang plank without
weakening the chain of command. In order to maintain authority, it is desirable that
superiors of F and P authorize them to deal directly provided each informs his superiors
of any action taken. Fayol suggested that this system allows F and P to deal in a few
hours with some questions or other via the scalar chain would pass through twenty
transmissions, inconvenience people, involve masses of paper, lose weeks or months to
10. ORDER: This is a principle relating to the arrangement of things and people. In
material order, there should be a place for everything and every thing should be in its
place. Similarly, in social order, there should be the right man in the right place. This
kind of order demands precise knowledge of the human requirements and resources of
the organization and a constant balance between these requirements and resources.
Normally, bigger the size of the organization, more difficult this balance is.
11. EQUITY: Equity is the combination of justice and kindness. Equity in treatment and
behavior is liked by everyone and it brings loyalty in the organization. The application of
equity requires good sense, experience, and good nature for soliciting loyalty and
devotion from subordinates.
13. INITIATIVE: Within the limits of authority and discipline, managers should
encourage their employees for taking initiative. Initiative is concerned with thinking out
and execution of a plan. Initiative increases zeal and energy on the part of human beings.
14. ESPIRIT DE CORPS: This is the principle of ‘union is strength’ and extension of
unity of command for establishing team work. The manager should encourage spirit de
corps among his employees. The erring employees should be set right by oral directions
and not by demanding written explanations. Written explanations complicate the matters.
ELEMENTS OF MANAGEMENT
Fayol holds that management should be viewed as a process consisting of five elements.
He has regarded these elements as functions of management. These are planning,
organization, commanding, coordination, and controlling. He has regarded planning as
the most important managerial function and failure to plan properly leads to hesitation,
false steps, and untimely changes in directions which cause weakness in the organization.
Creation of organization structure and commanding function is necessary to execute
plans. Coordination is necessary to make sure that every one is working together, and
control looks whether everything is proceeding according to plan. Fayol holds the view
that these functions are required at all levels of management and in all types of
organizations.
Dissimilarity:
There is more dissimilarity between the approaches of Taylor and Fayol as compared to
similarity. This is because of the fact that Taylor has concentrated on the shop floor
efficiency while Fayol has concentrated on higher managerial levels. The dissimilarity
between the two is presented below:
Basis of difference Taylor Fayol
MEANING OF AUTHORITY
Authority is the official right of the person to do and make things happens in an
organization. The person vested with authority is known as the ‘Superior’. The person on
whom the authority is exercised is known as the ’Subordinate’. Authority gives the
superior right to give orders, make decision and allocate resources.Authority comes to the
superior by virtue of the official position.
DELEGATION OF AUTHORITY:
Meaning:
In any organization, an individual alone cannot perform all the tasks. He has,
therefore, to assign work to different persons who are engaged for the purpose. For
example, the sales manager of a concern cannot look after sales in different towns and
villages himself. Sales representatives are appointed to assist him in the work. The sales
manager will depute each salesman to a particular place. Assignment of work or
responsibility alone is not enough to make the salesman perform the task. They need to
be given the necessary authority to carry out their responsibilities. ‘Delegation of
authority’ is only the process of transfer of authority by a superior to his subordinate to
enable the latter to perform the task assigned.
Delegation is the process a manager follows in dividing the work assigned to him
so that he performs that part which only he, because of his unique organisational
placement can perform effectively, and so that he can get other to help him with what
remains
-Allen
Responsibility is absolute
A superior can delegate only authority and not responsibility. For the performance
of work by his subordinates the superior is responsible to his own superior. For example,
the sales manager of a concern is responsible, for the performance of the salesman
Unity of command
This principle says that a subordinate should be assigned duty or responsibility by
one superior only. He is also accountable to that superior alone. For example, a foreman
should work as per the orders received from the production manager and should also
report to him only. A salesman has to carry out the order of sales manager under whom
he works. If two managers command a subordinate, he would not know whose orders he
should carry out
ORGANISATION
MEANING
The word organization has come from the word organism which means a structure
of interrelated and interdependent parts.
The part or components of organization consist of men, machines, materials,
methods, money, functions, authority and responsibility.
The task of organization is to unite or integrate these components effectivelt for
the purpose of attaining the common goal.
DEFINITIONS
PRINCIPLES OF ORGANISATION:
Objective- The various activities performed in an organization should help to attain the
goal of the enterprise. The goal of each individual and department must synchronise with
that of the concern.
Division of work-The total work of the enterprise should be divided into identifiable
functions like productions, purchases, marketing, finance, etc., for better performance and
control. This leads to specialization.
Distinction between line and staff functions-Line functions are concerned with the
performance of the basic activities of the business. Production and sales are the line
functions of a manufacturer. Staff functions are of a supportive nature. Purchases,
Personnel, etc., are staff functions. The staff managers can only advise on certain matters.
They cannot take the final decision.
Simplicity-The organization structure must not be a complicated one. It should have only
few levels of authority so that there is free flow of communication between persons.
ORGANISATION STRUCTURE:
General Manager
DEPARTMENTATION:
i. Purchase
ii. Production
iii. Marketing
iv. Personnel and
v. Finance
Each of these functions will be entrusted to different departments. For example, the
production department will look after production and related maters; the marketing
department will look after marketing and other related matters and soon.
1. Purchase Department–
2. Production Department –
i. Manufacture.
ii. Quality control.
iii. Plant maintenance, etc.
4. Personnel Department–
5. Finance Department–
BASIS OF DEPARTMENTATION
Dividing and grouping of activities and employees may be done by following any of the
patterns given below:
1. Departmentation by functions
2. Departmentation by products
3. Departmentation by Territory
4. Departmentation by Customers
5. Departmentation by Numbers and Time
The most popular basis of departmentation is the one, done according to the major
functions of an enterprise. As mentioned earlier, in a manufacturing concern, production,
marketing, finance and personnel are the major functions. In a trading concern, buying,
assembling and selling are the important functions. Separate departments will be
established to perform these functions. Each major function may be divided into sub-
functions. Marketing, for example, may be further divided into advertising, sales
promotion, packing, market research, monitoring sales personnel and so on.
Drawbacks
Departmentation by products
This approach is suitable for those concerns that market different lines of
products. There may be separate divisions to look after the production, finance, personnel
and marketing needs of each product line of the enterprise. For example, Godrej Ltd., is
manufacturing different lines of products-soaps, locks, refrigerators, furniture, etc. There
separate divisions to look after each product line of the company.
Drawbacks
1. Each division must have all the necessary facilities in order to be self-sufficient.
This increases the cost of operations.
2. The top management may find it difficult to exercise control over the various
divisions and their activities.
3. There may also be duplication of certain activities.
Departmentation by Territory
1. It makes it difficult for the head office to exercise effective control over the zonal
or branch offices.
2. It becomes necessary to employ more managerial and subordinate staff to manage
the regional offices.
3. It is also important that the staff who are posted to the various regional offices are
familiar with the regional language, customs and habits of the people living there.
Departmentation by Customers
MEANING:
Centralization refers to systematic and consistent retention or concentration
of authority for decision making at higher levels of management.
CONCEPT:
Centralization of authority is that philosophy of top management of an
enterprise; under which maximum authority for management of the enterprise is kept by
top management with itself; and minimum authority for management is pushed down the
management hierarchy i.e. is managers at middle and lower levels.
MERITS OF CENTRALISATION:
1. CONSISTENCY IN DECISION MAKING:
Centralization leads to consistency in decision-making; because
decisions are taken by a small group of managers at upper levels of management.
Accordingly, there are lesser problems of co-ordination.
2. STRONG TOP MANGEMENT:
Centralization of authority strengthens top management; and it is a
position to provide out-standing leadership to the whole enterprise by virtue of its vast
authority.
3. LOWER COST OF ADMINISTRATION:
In a centralized set up of the organisation, cost of administration is
lesser; because the enterprises can operate with a limited number of managers. This is a
good advantage pf centralization, in the present-day-times characterized by highly
inflationary conditions.
4. BROAD APPROACH TO MANAGING:
In centralization, the top management has a broad outlook to
managing; as it takes decisions from the system’s perspective – viewing the functioning
of the organization as a whole.
5. DISCOURAGING INTER-DEPARTMENTAL CONFLICTS:
Centralization discourages inter-departmental conflicts; because
major decisions of departments are taken at upper levels of management with an
orientation towards departmental co-operation.
6. NATURE DECISION-MAKING:
In centralization, upper management, because of its experience,
wisdom and broad outlook, is more mature in decision-making. Such decisions carry the
chance of being least risky.
DEMERITS:
1. HEAVY BURDEN ON TOP MANAGEMENT:
There is heavy burden of management work on top management; as it
has to do strategic planning, policy formulation and controlling over the whole
organization.
2. ORGANISATIONAL GROWTH RETARDED:
Centralization retards the growth of organization. Strategies of
diversification, expansion programmes cannot be practical for organization; as top
management, already over-burdened with normal management work, can hardly find time
to think in these directions.
3. LOWER STATUS OF LOWER LEVEL MANAGERS:
Centralization decreases the status of over level managers. As such, they
have less motivation to work, because of the non-fulfillment of their ego needs.
4. AUTOCRATIC MANAGEMENT:
Centralization may lead to autocratic management, in the organization.
Top management with unrestricted powers may not hesitate to impose its autocratic
policies and leadership styles on the whole organization i.e. it may misuse its powers.
5. INITIATIVE DISCOURAGED:
Centralization discourages the exercise of initiative on the part of lower
level managers. Their creativity and innovative skills have no scope, in the organization.
6. DELAYED DECISION MAKING:
In centralization, there is delayed decision making; because of top
management is burdened with many organisational issues and cannot pay timely attention
to decision-making.
DECENTRALISATION
MEANING:
MERITS:
DEFINITION:
George S. Ordiorne
“The system of management by objectives can be described as a process
whereby the superior and subordinate managers of an organization jointly identify its
common goals, define each individual’s major areas of responsibility in terms of results
expected of him, and use these measures as guides for operating the unit and assessing
the contribution of each of its members”.
S.K. Chakravarthy
“MBO is a result oriented non-specialists, operational managerial process for
the effective utilization of material, physical and human resources of the organization by
integrating the individual with the organization and organization with the environment”.
FEATURES OF MBO:
1. TARGETED PLANNING:
MBO results in verifiable goals which can easily be translated into action
plans. The objective setting process of MBO leads to an integrated hierarchy of
objectives throughout the organization.
2. PARTICIPATION AND COLLABORATION:
Under MBO objectives of each department are consistent with the overall
objectives of the organization. Managers at all levels understand fully their role in total
organization. There is active participation and collaboration among the various levels of
the organization.
3. MOTIVATION:
Managers at all levels are involved in goal setting. As a result they are more
committed to the goals of the organization. Rewards are linked with performance.
Employees are allowed considerable discretion in setting individual targets which
provides them psychological satisfaction.
4. EFFICIENT COMMUNICATION:
There is frequent interaction between superiors and subordinate which leads to
mutual faith and understanding among them. It improves the work climate in the
organization and leads to better communication.
5. TRAINING AND DEVELOPMENT:
MBO provides opportunity to subordinate executives to participate in decision
making process. This helps in developing their conceptual and human skills. MBO
enables an organization to fully utilize the ability of its members. MBO helps in
identifying the areas in which employees need further training.
6. PERFORMANCE APPRAISAL:
MBO provides objective yardsticks for systematic evaluation of performance. The
performance of subordinates in monitored more effectively due to periodic review of
progress. The greatest advantage of MBO is perhaps that it makes it possible for a
manager to control his own performance.
MEANING:
Management by exception is a system of identification and communication that
signals to the manager when his attention is needed and implies the use of management by
exception particularly in controlling aspect. Thus it can be stated that MBE is a controlling
technique.
ADVANTAGES:
Executives are left with more time to tackle bigger and tougher issues, as the details of
small problems are left to the subordinates.
There is better utilization of management talent across the organization as even the
subordinates get to implement their own decisions and solve problems in their own way,
however small they may be.
It increases the span of management and delegation of authority is improved.
It provides greater opportunities and thus increases confidence and motivation.
It uses the latest knowledge on trends, history and business data.
It forces every manager to be thorough and precise and also up-to-date with all relevant
information.
It helps to identify problems before they become big.
It also prevents last minute run and panic.
Qualitative and quantitative yardsticks can be established judging the situation and people.
It increases chances of better performance appraisal and hence improves motivation.
Communication is improved between different segments of an organization.
This focus on results causes it identify any problem in any part of the organization.
Better organizational cohesiveness and achievement of objectives.
LIMITATIONS:
Measurement:
By assigning values to past and present performances, exceptional areas can be identified.
Projection:
All the values that are meaningful too the organizational objectives are to be extended to see
future requirements.
Selection:
This involves the criteria and method which management will use to follow the progress path
towards organizational objectives.
Observation:
Current performances are observed and measured so that managers are aware of the current state
of affairs in the organization.
Comparison:
It involves the evaluation of the actual performance against planned performance, identifying the
exceptions that require attention and reporting the variations to the management.
Decision making:
This involves prescribing the action that must be taken in order to bring performance back into
control or to adjust expectations to reflect changing conditions within and outside the
organization or to exploit opportunity.
Meaning
The word ‘communication’ has been derived from the Latin word ‘communis’
which means common. Communication, thus, is the process of sharing facts ideas and
opinions in common manner. Communication is said to take place when an individual
conveys some information to another.
Definition
According to Haimann,” Communication is the process of passing information
and understanding from one person to another”.
-
According to Allen,” Communication is the sum of all the things one person does
when he wants to create understanding in the minds of others”.
Nature of communication
The following characteristics of communication explains its nature
1. Two-ways process
2. Knowledge of language
3. Meeting of minds necessary
4. The message must have substance
5. Communication may be made through gesture as well
6. Communication is all-pervasive
7. Communication is a continuous process
8. Communication may be formal or informal
TYPES OF COMMUNICATION
1. BASED ON RELATIONSHIPS
FORMAL COMMUNICATION
It is the outcome of formal organization.
It follows the hierarchy.
Policy manuals, orders, circulars, notices, etc., are some of the examples of
formal communication.
INFORMAL COMMUNICATION
Informal communication is the result of casual or personal contact between the
individual in an organization. The news spreads like fire. Informal communication is also
known as ’grapevine’
The grapevine spreads in a manner zigzag.
UPWARD COMMUNICATION
It takes place when a subordinate conveys some information to his superior.
General
Manager
Production
Manager
Foreman
Worker
General
Manager
Production
Manager
Foreman
Worker
SIDEWARD COMMUNICATION
It takes place when the executives or subordinate operating at the same level
exchange information. Such communication may be necessary to secure better co-
ordination between the individuals and the departments. This has been explained
below with the diagram.
PROCESS OF COMMUNICATION
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